Privacy Policy
Last updated on 24 June 2026
How We Handle Your Data
This page outlines the data we collect when you use our website, the reasons behind it, and your rights regarding that data. We aim to keep it clear and straightforward, avoiding legal jargon, while adhering to UK GDPR and applicable UK consumer protection laws.
Data Controller
Who is responsible for your data
Vikosi is the data controller responsible for the personal information collected through this website.
If you have any questions about how we handle your personal data, you can reach us at info@vikosi.org. We aim to respond within one business day for general enquiries and within 30 days for formal data protection requests, as required by UK GDPR.
What We Collect
When you place an order, we gather:
- Your name, delivery address, billing address, email, and phone number (essential for order delivery).
- Payment details, processed by our payment providers without storing full card information.
- Your order history, if you create an account, to help you track past purchases.
While browsing, we collect:
- Basic technical info via cookies and analytics — pages visited, estimated location from IP, device, and browser.
- How you arrived at our site (search engine, ad, or direct).
This data helps us run the store smoothly, fulfill orders, manage returns, comply with tax laws, and enhance the website. We only collect what we truly need.
Legal Basis for Processing
Why we are allowed to process your data
UK GDPR requires us to have a lawful basis for every type of personal data we process. Here is how that applies to what we do.
Contract (Article 6(1)(b) UK GDPR) When you place an order with us, we process your name, delivery address, billing address, email, phone number, and payment confirmation because this is necessary to fulfil your purchase. Without this information, we cannot process your order, arrange delivery, or handle a return. This is the primary basis for most of the data we collect.
Consent (Article 6(1)(a) UK GDPR) If you subscribe to our newsletter or agree to receive marketing emails, we process your email address on the basis of your consent. You can withdraw this consent at any time by clicking the unsubscribe link in any of our emails or by writing to us at info@vikosi.org. Withdrawing consent will not affect any orders you have already placed.
Legitimate Interests (Article 6(1)(f) UK GDPR) We process certain data on the basis of our legitimate interests as a business, where those interests are not overridden by your rights. This covers: improving the website based on how visitors use it, maintaining records of past orders to handle returns and disputes efficiently, and using anonymised analytics to understand which products and pages perform well. In each case, we have assessed that our interest is proportionate and does not intrude on your privacy unreasonably.
Legal Obligation (Article 6(1)(c) UK GDPR) We are required to retain order and payment records for seven years under UK tax and accounting regulations. This data is held solely to comply with our legal obligations and is not used for any other purpose.
Sharing Your Data
We share your data only when absolutely necessary:
- With shipping partners for order delivery.
- With payment providers to process payments.
- With our accounting service for accurate records.
- When legally required (e.g., valid court orders).
We do not sell, trade, or share your data with marketers outside these situations.
International Data Transfers
International transfers
Some of the services we use to run our store and process orders involve companies based outside the United Kingdom or European Economic Area. Where this happens, your data may be transferred to and processed in countries that have different data protection rules.
Royal Mail / UK delivery partners We use Royal Mail and trusted UK-based couriers as our primary delivery partners. These companies are based in the United Kingdom and subject to UK data protection law. Any personal data shared with them — your name, delivery address, and order reference — is used solely to fulfil your delivery and is handled in accordance with UK GDPR.
Payment providers Our payment processors — including those handling Visa, Mastercard, and PayPal — may process transaction data on servers located outside the UK. All payment providers we work with are PCI-DSS certified and operate under standard contractual clauses or adequacy decisions approved under UK GDPR, ensuring your payment data is protected to the required standard. We never see or store your full card details.
Google Analytics We use Google Analytics to understand how visitors use our site. Google LLC is based in the United States. Data transferred to Google is protected by the UK–US data bridge framework and Google's standard contractual clauses, which have been reviewed and approved under UK GDPR Article 46. Analytics data is anonymised where possible and is never used to identify individual users.
Meta Pixel (if marketing cookies are accepted) If you consent to marketing cookies via our cookie banner, Meta Pixel may collect browsing data and transfer it to Meta Platforms Inc. in the United States. This transfer is covered by standard contractual clauses. You can opt out at any time by adjusting your cookie preferences via the link in our website footer.
In all cases, we share only the minimum data necessary for each service to function. We do not sell your data to advertisers or data brokers. If you would like more information about any of these transfers, please contact us at info@vikosi.org.
Cookies
We use cookies for two main purposes:
- Functional cookies keep the site operational, remembering your cart, language preferences, and login sessions. Without them, the site would forget you with each click.
- Analytical cookies help us understand site usage, allowing us to troubleshoot and improve over time.
On your first visit, you'll see a cookie banner where you can accept all cookies, refuse non-essential ones, or adjust your preferences anytime.
Your Rights
Under UK GDPR and applicable UK law, you have the right to:
- Request details about the data we hold on you.
- Correct any incorrect or outdated information.
- Request deletion of your data (subject to legal retention obligations).
- Receive a copy of your data in a transferable format.
- Withdraw consent for marketing emails or non-essential cookies anytime.
- File a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if needed.
To exercise these rights, email us at info@vikosi.org. We’ll respond within 30 days, often much sooner.
Analysis Tools
We use Google Analytics to monitor general site usage patterns. Data is anonymized where possible, and we use IP truncation to limit tracking. We do not sell your data to advertisers or engage in profiling that affects pricing or product visibility.
We may use tools like Meta Pixel for advertising, but only if you consent to marketing cookies via the banner. You can opt out anytime.
Data Retention Period
We retain order-related data as required by UK tax and accounting regulations (currently 7 years). Marketing data is kept only as long as relevant — typically until you unsubscribe or request deletion. Account data is retained while your account is active.