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Privacy Policy

Effective Date: 18th October 2025

Welcome to The Oil & Incense Shop. The Oil & Incense Shop is a trading name of Explorer Trading LTD, a company registered in England and Wales under Company Number 16579270, with a registered office at 71-75 Shelton Street, Covent Garden, LONDON, WC2H 9JQ. For data protection purposes, we act as the Data Controller.

This Privacy Policy describes how Explorer Trading LTD (‘we’, ‘us’ or ‘our’), collect, use, disclose and protect your personal data when you visit our website [www.oilandincense.com] (the ‘website’) or purchase products from us. We are committed to protecting your privacy and ensuring that your personal data is handled in a secure and responsible manner in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. By using the website, you agree to the collection and use of your personal data in accordance with this Privacy Policy. This Privacy Policy is intended to inform you about the data practices and rights associated with your personal information. This Privacy Policy applies to all visitors, customers, and users of the website. Please review it regularly to stay informed about how we handle your data.

When you use the website or make a purchase, we may collect a range of personal data, including:

  • Identification & Contact Data: This includes information such as your name, email address, shipping/billing address and telephone number.
  • Order & Payment Details: This includes details about payments to and from you (processed securely via Stripe or PayPal), the products you purchase, and billing/shipping addresses.
  • Account Information: If you create an account, we collect your username, password, order history, wishlist preferences, payment methods, and billing/shipping addresses.
  • Technical & Analytical Data: We may collect data such as your IP address, browser type, device information, and website usage, collected through Google Analytics, Site Kit and, with your consent, marketing pixels like Facebook and TikTok.
  • Communications & Marketing Preferences: This includes your preferences in receiving communications, newsletters and marketing information from us.
  • Support Communications. This includes records of enquiries you submit via forms, emails, or through our customer service channels.

We use your personal data for several purposes, including:

  • Order Processing & Delivery: To process and fulfil your orders, including shipping, billing and returns.
  • Customer Support & Communications: To provide customer support and respond to your inquiries, send you order confirmations, shipping updates, and other important information related to your purchase or account.
  • Legal Compliance: To comply with any legal obligations, such as accounting, tax reporting, fraud prevention, or resolving disputes.
  • Customer Accounts. To establish and manage customer accounts and wishlists. 
  • Website and Product Improvements: To analyse trends, track user behaviour, and improve the website functionality, performance and user experience.
  • Website Security: To maintain website security and prevent fraud.

  • Marketing Communications (Optional): With your consent, we may send you promotional emails and newsletters about new products, special offers, or updates to the website. You can opt-out of marketing emails at any time by clicking the ‘Unsubscribe’ link at the bottom of these emails. We may also display relevant marketing content, such as Facebook and TikTok advertising pixels.

Under UK Data Protection law, we rely on the following lawful bases:

  • Consent: For email marketing, non-essential cookies, and tracking technologies (you may withdraw this at any time).
  • Contractual necessity: For fulfilling orders and managing customer accounts.
  • Legal obligation: For compliance with accounting, tax, and consumer law requirements.

  • Legitimate interests: For maintaining website security, fraud prevention, monitoring website performance, improving our services, and ensuring a seamless customer experience.

We share your personal data with trusted third-parties only when necessary, as follows:

  • Suppliers, Manufacturers & Shipping Companies: We share your shipping and order details with third-party suppliers and manufacturers to fulfil your orders.
  • Third-Party Service Providers: We may share your information with trusted third-party vendors and service providers who assist us in operating our business, such as secure payment processors (Stripe and PayPal), IT service providers, website hosting and security providers, and accounting software providers.
  • Professional Advisers. Such as accountants and legal consultants.
  • Regulatory Authorities: We may disclose your personal data if required to do so by law or to protect our rights, property, or the safety of our customers or others.
  • Marketing Tool & Analytics Providers. Google Analytics, Site Kit and, only where you have consented, marketing service providers such as Omnisend, Facebook and TikTok. 

All third-parties are required to respect the confidentiality and security of your data and to comply with applicable data protection laws. We do not sell your personal data to third parties.

We operate in the United Kingdom but may transfer your personal data to third-party service providers or suppliers located outside the UK or the European Economic Area (EEA), including to the United States (e.g. Stripe, PayPal, Google, Omnisend, Meta/Facebook, and TikTok). In such cases, we will take steps to ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or adequacy decisions, in accordance with UK GDPR requirements. We keep abreast of developments in UK law and relevant Court of Justice of the European Union case law (including Schrems II) that might affect the adequacy of these transfer mechanisms. No data transfers will occur unless appropriate safeguards are in place.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us at info@explorertrading.com.

Cookies are small files stored on your device that help us remember your preferences and track your browsing activity. We use cookies and similar tracking technologies to make our websites work, analyse traffic, improve performance, and collect information about your browsing activity to enhance your experience on the website. Non-essential cookies (e.g. Marketing) will only be set with your consent. You can manage your cookie preferences at any time using our cookie banner.

For more information on how we use cookies and how you can manage your cookie settings, please refer to our Cookie Policy.

We take your privacy seriously and have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

If you suspect any misuse or unauthorised access to your data, please notify us immediately at: info@explorertrading.com.

The website may contain links to other websites or services operated by third parties. We are not responsible for the privacy practices or content of these external websites. We encourage you to read the privacy policies of any third-party websites you visit.

The website and our services are intended for use by adults and are not directed at children or anyone under the age of 18. We do not knowingly collect personal data from children (as defined under the UK GDPR, meaning persons under 13 years of age). If you are a parent or guardian and believe your child has provided us with personal data, please contact us at info@explorertrading.com, and we will promptly delete the information.

As a resident of the United Kingdom, you have the following rights regarding your personal data:

  • Right to be Informed: You have the right to be informed about the collection and use of your personal data.
  • Right to Access: You have the right to request a copy of the personal data we hold about you.
  • Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
  • Right to Erasure (‘Right to be Forgotten’): You may request that we delete your personal data under certain conditions.
  • Right to Restrict Processing: You may request that we restrict the processing of your personal data in certain situations.
  • Right to Data Portability: You have the right to request a transfer of your personal data to another organisation, if technically feasible.
  • Right to Object: You can object to the processing of your personal data for direct marketing purposes or based on legitimate interests.
  • Right to Withdraw Consent: If we process your data based on your consent (e.g. For marketing purposes), you can withdraw that consent at any time.
  • Rights related to automated decision-making including profiling: We do not use automated decision-making, including profiling, that produces legal effects or significantly affects you.

To exercise any of these rights, please contact us using the details below. We aim to respond within one month from the date of receipt of the request.

We reserve the right to modify this Privacy Policy at any time. We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any significant changes by posting the new Privacy Policy on the website and updating the ‘Effective Date’ above. Continued use of the website following any updates to this Privacy Policy constitutes acceptance of the modified terms.

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Registered Office Address:

Explorer Trading LTD
71-75 Shelton Street,
Covent Garden,
LONDON,
WC2H 9JQ.

Email: info@explorertrading.com

 

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues:

Website: www.ico.org.uk
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113

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