1. Who we are
Saloin is an online shop selling fountain pens, rollerballs, mechanical pencils, inks and cartridges, leather notebooks and covers, desk accessories and engraved gift sets. The shop at saloin.uk is run by SALOIN LTD, a company registered in the United Kingdom under company number 16906021, with its registered office at Office 8971 321-323 High Road, Chadwell Heath, Essex, United Kingdom, RM6 6AX.
SALOIN LTD is the controller of the personal data described in this policy. This means we decide how and why your data is used and we are responsible for it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For any privacy question or request, email [email protected] or call +44 7418 392657.
2. The data we collect
When you place an order
- Your full name, email address and phone number.
- Delivery address, town or city and postcode, and the delivery address of a gift recipient if it differs from yours.
- The items you order, quantities, prices, order number and order date.
- Anything you write in the order comment, including delivery notes.
Engraving and gift messages
If you ask for engraving or a gift card, we collect the wording you want engraved and the message for the card. This text may include names, initials, dates or personal messages about you or the person you are buying for. Please only include what you are happy for us to read and reproduce.
Corporate orders
If you enquire about a corporate or bulk order, we collect your name, job title, company name, work email and phone number, along with any names, logos or messages you want engraved on the pens.
Payments
Card payments are taken on the secure page of our payment provider. Your card number and security code go directly to the provider; we never see or store them. We receive a payment reference, the payment status, the amount and, where the provider shares it, the card type and last four digits.
Correspondence
When you email or call us — about an order, a nib choice, a return or our mailing list — we keep the messages, your contact details and any information you choose to include.
Technical data
Like any website, our hosting provider receives your IP address, browser type and the pages requested in order to deliver the site, and may keep short-term server logs for security.
3. How we use it and why
We only use personal data where UK GDPR gives us a lawful basis to do so.
| Purpose | Data used | Lawful basis |
|---|---|---|
| Processing, packing and delivering your order, and keeping you updated about it | Order, contact and delivery details | Contract |
| Engraving items and writing gift cards | Engraving wording and gift messages | Contract |
| Handling returns, cancellations, refunds and faulty items | Order, contact and payment reference | Contract; legal obligation under consumer law |
| Keeping accounting and tax records | Order and payment records | Legal obligation |
| Answering questions and quoting for corporate orders | Contact details and correspondence | Legitimate interests in responding to enquiries; contract where you ask for a quote |
| Sending our mailing list about new inks, pens and offers | Email address | Consent |
| Preventing fraud and keeping the website secure | Order, payment status and technical data | Legitimate interests in protecting our business and customers |
| Establishing, exercising or defending legal claims | Relevant order records and correspondence | Legitimate interests |
Where we rely on legitimate interests, we have balanced those interests against your rights and you can object at any time (see section 9). We do not use your data for automated decision-making or profiling that has legal or similarly significant effects on you.
4. Who we share it with
We do not sell personal data. We share it only with the following categories of recipients, and only as much as each needs:
- Payment provider — processes your card payment and refunds, and carries out its own fraud checks as an independent controller.
- Courier and postal services — receive the recipient’s name, delivery address and phone number or email so they can deliver the insured parcel and send tracking updates.
- Email and IT service providers — host our email, website and business records on our behalf as processors under written contracts.
- Professional advisers — such as accountants and lawyers, where needed to run the business or deal with a claim.
- Public authorities — such as HMRC, the police or a court, where the law requires us to share data.
Our website loads its typefaces from Google Fonts, which means your browser sends your IP address to Google when the page loads. Google receives this as an independent provider of the font service.
5. International transfers
We store and process data in the United Kingdom where possible. Some of our service providers — for example payment, email or font services — may process data outside the UK, including in the European Economic Area or the United States.
Where data leaves the UK, we make sure it is protected by a UK adequacy regulation, the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or another safeguard recognised under UK GDPR. You can ask us for details of the safeguard that applies.
6. How long we keep it
- Orders, invoices and payment records: six years from the end of the financial year in which the order was placed, to meet tax and company law requirements.
- Engraving wording and gift card messages: 60 days after delivery, so we can deal with any problem with the engraving, then deleted. The record that an item was engraved stays with the order.
- Corporate enquiries: two years from our last contact if no order follows; otherwise kept with the order records.
- Email correspondence: two years from our last exchange, unless it relates to an order or a claim.
- Mailing list: until you unsubscribe or withdraw consent; we then keep your address on a suppression list so we don’t email you again.
- Server logs: held by our hosting provider for a short period, normally no more than 30 days.
When data is no longer needed it is deleted or anonymised.
7. Security
Our website is served over an encrypted HTTPS connection. Access to order and customer data is limited to the people who need it to fulfil orders, protected by strong passwords and two-factor authentication where available. Card details are handled only by our payment provider.
No system is completely secure. If a personal data breach is likely to put your rights at risk, we will tell you and report it to the Information Commissioner’s Office within 72 hours where the law requires.
8. Cookies
Our website does not set advertising or analytics cookies and does not use tracking pixels. Your cart is held only in the memory of the open page and is cleared when you close or reload it; nothing is saved in your browser.
When you pay, our payment provider’s page may set strictly necessary cookies of its own for security and fraud prevention. These are governed by the provider’s own policy. If we ever introduce non-essential cookies, we will ask for your consent first and update this policy.
9. Your rights
Under UK GDPR you have the right to:
- Access — get a copy of the personal data we hold about you.
- Rectification — have inaccurate or incomplete data corrected.
- Erasure — ask us to delete your data where there is no good reason to keep it.
- Restriction — ask us to pause the use of your data, for example while we check its accuracy.
- Data portability — receive data you gave us in a structured, machine-readable format, or have it sent to another organisation.
- Objection — object to processing based on legitimate interests, and to direct marketing at any time.
- Withdraw consent — where we rely on consent, withdraw it at any time.
To use any of these rights, email [email protected]. We may ask you to confirm your identity. We will reply within one month, which may be extended by two further months for complex requests; we will tell you if that happens. There is normally no fee.
10. Withdrawing consent
You can leave our mailing list at any time by replying “unsubscribe” to any of our emails or by writing to [email protected]. Withdrawing consent does not affect anything we did with your data before you withdrew it, and it does not affect orders you have already placed.
11. Complaints
If you are unhappy with how we have handled your data, please contact us first so we can try to put it right. You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO), at ico.org.uk or on 0303 123 1113.
12. Children
Our shop is intended for adults. You must be 18 or over to place an order. We do not knowingly collect personal data from children under 13. If you believe a child has given us their data, contact us and we will delete it. A child’s name may appear in engraving or a gift message chosen by an adult buyer; we use it only to make and deliver that item.
13. Changes to this policy
We may update this policy when our services, suppliers or the law change. The date at the top of this page shows when it was last revised. If a change significantly affects how we use your data, we will let you know by email where we have your address.
14. Contact us
SALOIN LTD
Office 8971 321-323 High Road, Chadwell Heath, Essex, United Kingdom, RM6 6AX
Company number 16906021
Email: [email protected]
Phone: +44 7418 392657