Privacy policy

Yorkshire Aquatic Supplies Limited, trading as CDL Aquatics, respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what personal information we collect, how and why we use it, who we share it with, how long we keep it and the rights available to you.

1. About us

This website is operated by:

Yorkshire Aquatic Supplies Limited, trading as CDL Aquatics

Company number: 07640067
Registered in: England and Wales
VAT number: GB115184535

Registered office:

Unit 1B Denby Dale Business Park
Wakefield Road
Denby Dale
Huddersfield
HD8 8QH

Trading and postal address:

Unit 5 Bradley Mills Road
Bradley Mills
Huddersfield
HD1 6PQ

Yorkshire Aquatic Supplies Limited is the controller responsible for the personal information described in this policy.

Our privacy contact is Colin Hall.

You can contact us about privacy or data protection through:

2. What this policy covers

This policy applies when you:

  • visit or purchase from cdlaquatics.co.uk;
  • create or use a customer account;
  • contact us with an enquiry or complaint;
  • request product or compatibility advice;
  • subscribe to marketing communications;
  • ask us to process a cancellation, return, refund or replacement;
  • place an order through a marketplace that provides us with information needed to fulfil or support the order; or
  • otherwise interact with CDL Aquatics.

Our website may contain links to websites operated by other organisations. Those organisations are responsible for their own privacy practices. You should review their privacy policies before providing them with personal information.

3. Personal information we collect

The information we collect depends on how you interact with us.

Identity and contact information

This may include:

  • your name;
  • billing and delivery addresses;
  • email address;
  • telephone number; and
  • company or business name, where relevant.

Order and transaction information

This may include:

  • products ordered;
  • order value;
  • order and transaction references;
  • payment method and payment status;
  • delivery method;
  • tracking information;
  • cancellations, returns and refunds; and
  • previous order and customer-service history.

Payment providers process the information needed to complete your payment. We do not normally receive or store your full card number.

Customer-account information

This may include:

  • customer-account details;
  • saved addresses;
  • order history;
  • account preferences; and
  • activity associated with your account.

Contact and enquiry information

This may include:

  • messages submitted through our contact form;
  • order numbers;
  • photographs, videos or files supplied with an enquiry;
  • details of faults, damage or delivery problems;
  • information about your aquarium equipment or filter model; and
  • information needed to answer product-compatibility questions.

Please do not provide sensitive personal information that is not relevant to your enquiry.

Website and device information

This may include:

  • IP address;
  • browser and device type;
  • operating system;
  • approximate location derived from your IP address;
  • referring website;
  • pages viewed;
  • actions taken on the website;
  • cookie identifiers;
  • cookie and privacy choices; and
  • information used to identify fraud, misuse or security risks.

Marketing information

This may include:

  • whether you have subscribed to marketing;
  • your marketing preferences;
  • records of consent or withdrawal;
  • unsubscribe requests; and
  • interaction with marketing communications, where this functionality is enabled.

4. Where we obtain your information

We normally receive information directly from you when you:

  • place an order;
  • create an account;
  • submit a contact form;
  • request a cancellation, return or refund;
  • subscribe to marketing; or
  • otherwise communicate with us.

We may also receive relevant information from:

  • Shopify;
  • payment providers;
  • delivery companies and shipping services;
  • marketplaces through which you place an order;
  • fraud-prevention and security providers;
  • analytics and advertising providers, subject to your privacy choices; and
  • service providers that help us operate our website and business.

5. How and why we use your information

We use personal information only where we have a lawful reason to do so.

Depending on the circumstances, we may rely on:

  • performance of a contract;
  • compliance with a legal obligation;
  • our legitimate interests; or
  • your consent.

Processing and fulfilling orders

We use personal information to:

  • accept and manage orders;
  • confirm and process payments;
  • deliver products;
  • provide dispatch and tracking information;
  • communicate with you about an order;
  • process cancellations, returns and refunds; and
  • resolve problems with purchases.

This processing is generally necessary to perform our contract with you or take steps at your request before entering into a contract.

Customer service and product advice

We use personal information to:

  • answer questions;
  • provide product or compatibility advice;
  • investigate delivery problems;
  • handle complaints;
  • respond to faulty-item reports; and
  • maintain appropriate records of correspondence.

This processing is generally necessary to perform our contract with you or for our legitimate interest in providing effective customer service and maintaining accurate records.

Operating and securing the website

We may use information to:

  • provide website and checkout functionality;
  • operate customer accounts;
  • remember basket contents and preferences;
  • diagnose technical issues;
  • detect and prevent fraud;
  • prevent unauthorised access;
  • protect our customers and business; and
  • understand and improve website performance.

This processing is generally based on our legitimate interest in operating a secure and effective ecommerce business.

Where consent is required for analytics, advertising or similar technologies, we rely on your consent.

Legal, tax and accounting requirements

We may use and retain information to:

  • maintain financial and accounting records;
  • comply with tax requirements;
  • meet consumer-protection obligations;
  • respond to courts, regulators or public authorities;
  • prevent and investigate fraud; and
  • establish, exercise or defend legal claims.

This processing is based on compliance with our legal obligations or our legitimate interest in protecting our legal rights.

6. Marketing communications

Where you have subscribed, or where marketing is otherwise permitted by law, we may send you information about:

  • products;
  • promotions;
  • new ranges;
  • aquarium guides; and
  • CDL Aquatics news.

You can unsubscribe at any time by using the unsubscribe link in a marketing communication or by contacting us.

Where we rely on consent, you may withdraw that consent at any time. Withdrawing consent does not affect processing that took place before it was withdrawn.

We may retain limited information recording an unsubscribe request so that we can ensure that further marketing is not sent to you.

7. Cookies and similar technologies

Our website uses cookies and similar technologies.

Some cookies are necessary to:

  • operate the website;
  • provide checkout functionality;
  • remember basket contents;
  • maintain website security;
  • provide customer-account features; and
  • remember your privacy choices.

We may also use cookies and similar technologies for:

  • analytics;
  • website personalisation;
  • measuring advertising performance; and
  • displaying relevant advertising.

Where consent is required, non-essential cookies and similar technologies will not be used until you have made your choice through our cookie banner.

You can review or change your choices using the Cookie preferences option provided through our website’s cookie banner or footer.

The cookies and service providers used may change when website features or Shopify apps are added, removed or updated.

8. Shopify

Our online store is hosted by Shopify.

Shopify processes personal information to provide services including:

  • website hosting;
  • checkout;
  • customer accounts;
  • payment and transaction support;
  • fraud prevention;
  • security;
  • analytics; and
  • ecommerce functionality.

Shopify may process information on our behalf and, for certain services, for its own purposes.

Where Shopify Network Intelligence or Enhanced Services are enabled, we and Shopify may use information about your activity to:

  • personalise your experience;
  • improve products and services;
  • understand how customers interact with our store and advertising; and
  • provide more relevant advertising, subject to your privacy choices and consent where required.

Information about your interaction with our store may be shared with Shopify and relevant service providers, including providers located outside the United Kingdom.

Further information is available through the Shopify Consumer Privacy Policy and the Shopify Privacy Portal, where available privacy choices can also be exercised.

9. Apps and other service providers

We may use Shopify apps and other services to support functions such as:

  • stock management;
  • order processing;
  • delivery and shipping labels;
  • customer communications;
  • reviews;
  • analytics;
  • advertising;
  • fraud prevention; and
  • website functionality.

These providers may process the personal information needed to perform their services.

Some providers process information only on our instructions. Others may act as separate controllers and use information under their own privacy policies.

10. Who we share information with

Where reasonably necessary, we may share personal information with:

  • Shopify and ecommerce-platform providers;
  • payment processors;
  • fraud-prevention and security providers;
  • delivery companies;
  • shipping and label-management services;
  • marketplace operators;
  • email and communications providers;
  • customer-service systems;
  • website and technical-support providers;
  • analytics and advertising providers, subject to your choices;
  • accountants;
  • insurers;
  • solicitors and other professional advisers;
  • regulators, courts, law-enforcement agencies and public authorities; and
  • parties involved in a genuine sale, restructuring or transfer of the business.

We share only the information reasonably required for the relevant purpose.

We may also disclose information where required by law or where reasonably necessary to protect our customers, business or legal rights.

11. International transfers

Some service providers may process personal information outside the United Kingdom.

Where this involves a restricted international transfer, appropriate safeguards will be used as required by UK data-protection law.

These safeguards may include:

  • UK adequacy regulations;
  • the UK International Data Transfer Agreement;
  • the UK Addendum to approved contractual clauses; or
  • another legally permitted transfer mechanism.

You may contact us for further information about the safeguards applying to a particular transfer.

12. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

When deciding how long to retain information, we consider:

  • why the information was collected;
  • whether it remains necessary;
  • legal and accounting requirements;
  • complaint and dispute periods;
  • fraud and security considerations; and
  • whether the information is needed to establish or defend a legal claim.

Orders, payments and accounting records

Order, transaction, payment and accounting records are generally kept for at least six years from the end of the relevant company financial year, or longer where legally required.

Customer-service enquiries

Customer-service and contact-form information is kept for as long as necessary to answer and manage the enquiry.

It may be retained for longer where it relates to:

  • an order;
  • a return or refund;
  • a complaint;
  • an ongoing problem;
  • fraud prevention; or
  • a potential legal claim.

Customer accounts

Customer-account information is generally retained while the account remains active and afterward where necessary for order records, legal obligations, fraud prevention or dispute resolution.

Marketing information

Marketing information is retained until you unsubscribe, withdraw consent or ask us to stop.

Limited suppression information may be retained afterward so that we can record and respect your request not to receive further marketing.

Cookies and analytics

Cookie and analytics information is retained for the period specified by the relevant cookie, service provider or privacy setting.

Complaints and legal claims

Information relating to complaints, disputes and legal claims may be retained for as long as reasonably necessary to investigate the matter and protect our legal rights.

13. How we protect information

We use reasonable technical and organisational measures intended to protect personal information against:

  • loss;
  • misuse;
  • unauthorised access;
  • unauthorised disclosure;
  • alteration; and
  • destruction.

These measures may include:

  • passwords and access controls;
  • restricting access to people who need the information;
  • secure service providers;
  • software and security updates;
  • account-security measures; and
  • reviewing access and security arrangements.

No internet or electronic storage system can be guaranteed to be completely secure. We will investigate and respond appropriately if a security issue is identified.

14. Your data-protection rights

Depending on the circumstances, you may have the right to:

  • be informed about how your personal information is used;
  • request access to personal information held about you;
  • ask us to correct inaccurate or incomplete information;
  • ask us to erase personal information;
  • ask us to restrict how information is used;
  • object to processing based on legitimate interests;
  • object to direct marketing;
  • receive certain information in a portable format;
  • withdraw consent where consent is the lawful basis; and
  • complain about how your information has been handled.

These rights may be subject to legal conditions or exceptions. For example, we may need to retain order information to meet accounting or legal requirements.

To exercise a right, contact us through:

We may need to request information to confirm your identity before disclosing, deleting or changing personal information.

We will normally respond without undue delay and within one month. Where a request is complex or several requests have been made, the response period may be extended by up to two additional months.

15. Data-protection complaints

You may make a complaint about how we collect or use personal information through:

Please explain:

  • what you believe has gone wrong;
  • the information or activity concerned;
  • any relevant dates or order details; and
  • what you would like us to do.

We will:

  • acknowledge your complaint within 30 days;
  • take appropriate steps to investigate it without undue delay;
  • keep you informed where necessary; and
  • tell you the outcome without undue delay.

You also have the right to raise a concern with the Information Commissioner’s Office.

We would appreciate the opportunity to investigate the matter first, but you are not required to contact us before approaching the Information Commissioner’s Office.

16. Automated decision-making

We do not make decisions about customers solely by automated means where those decisions produce legal or similarly significant effects.

Payment, security and fraud-prevention providers may use automated systems to assess transactions or identify suspected fraud under their own terms and privacy policies.

17. Children’s information

Our website and products are not specifically directed at children.

We do not knowingly request personal information directly from children where parental or guardian involvement would be legally required.

18. Changes to this policy

We may update this policy where necessary to reflect changes to:

  • our business;
  • the website;
  • Shopify settings;
  • apps and service providers;
  • the information we collect;
  • how information is used; or
  • legal and regulatory requirements.

The current version will be published on this page with the date of the latest revision.

Where a change is significant, we may provide an additional notice where appropriate.

19. Contacting us

Questions about this policy or the use of your personal information can be submitted through our online Contact Us form.

You may also contact us by:

Email: dataprotection@cdlaquatics.co.uk

Post:

CDL Aquatics
Yorkshire Aquatic Supplies Limited
Unit 5 Bradley Mills Road
Bradley Mills
Huddersfield
HD1 6PQ