Privacy Policy

Last Updated: 22/09/26

 1. Introduction

Welcome to Thomas Potter Limited ("we", "our", or "us"). We operate the e-commerce website www.thomaspotter.com (the "Service"), built on the OGL e-Shop platform. We respect your privacy and are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This privacy policy explains how we collect, use, disclose, and safeguard your information when you visit our website or make a purchase.

2. The Data We Collect About You

Personal data means any information about an individual from which that person can be identified. We may collect, use, store, and transfer different kinds of personal data about you, grouped as follows:

  • Identity Data: Includes first name, last name, or account username.
  • Contact Data: Includes billing address, delivery address, email address, and telephone numbers.
  • Financial Data: Includes payment card details. These are processed directly and securely via our third-party payment gateway, Elavon, and are not stored on our servers.
  • Transaction Data: Includes details about payments to and from you and other details of products you have purchased from us.
  • Technical Data: Includes internet protocol (IP) address, your login data, browser type and version, time zone setting, and location data captured during your interaction with our e-Shop storefront.
  • Marketing and Communications Data: Includes your preferences in receiving marketing updates from us in the future.

 3. How We Collect Your Data

We use different methods to collect data from and about you, including through:

  • Direct Interactions: You give us your Identity, Contact, and Financial Data by filling in forms, creating an account, or purchasing products on our OGL e-Shop site.
  • Automated Technologies: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns via cookies and similar technologies.
  • Third Parties: We may receive technical data from analytics providers such as Google Analytics.

 4. How and Why We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we use your personal data under the following lawful bases:

Purpose / Activity

Type of Data

Lawful Basis for Processing

To register you as a new customer on our e-Shop

Identity & Contact

Performance of a contract with you

To process and deliver your order, including managing payments via Elavon 

Identity, Contact, Financial, Transaction

Performance of a contract with you

To manage our relationship with you (e.g., updates, reviews)

Identity, Contact, Profile

Performance of a contract / Necessary for legitimate interests

To administer, secure, and troubleshoot our OGL e-Shop website

Identity, Contact, Technical

Necessary for legitimate interests / Legal obligation

To deliver relevant website content and advertisements to you

Identity, Contact, Technical, Marketing

Necessary for legitimate interests (to grow our business)

 5. Sharing Your Personal Data

We do not sell your personal data. To run our e-commerce business, we must share your data with trusted third-party service providers, including:

  • Payment Processors: Elavon Financial Services DAC, to securely process your checkout transactions.
  • Platform Providers: OGL Computer Services Group Limited, who host and maintain our e-Shop platform infrastructure.
  • Delivery & Courier Companies: To ship and deliver your physical orders (e.g., Royal Mail, DPD, DHL).

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

 6. Future Marketing Communications

We do not currently send automated email marketing or newsletters. If we decide to introduce email marketing in the future, we will explicitly ask for your opt-in consent (or provide a clear opportunity to opt-out if permitted by law) before sending any promotional materials, in strict compliance with the Privacy and Electronic Communications Regulations (PECR).

 7. International Data Transfers

While our primary platform (OGL) and payment gateway (Elavon) process data within the UK and the European Economic Area (EEA), some secondary service providers (such as website analytics) may transfer data outside the UK. Whenever your personal data leaves the UK, we ensure a similar degree of protection is afforded to it by utilizing UK-approved Standard Contractual Clauses (SCCs) or International Data Transfer Agreements (IDTAs).

 8. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed in an unauthorised way. This includes using HTTPS encryption across our storefront. Transactional details sent via Elavon are encrypted to industry-standard PCI-DSS compliance levels.

 9. Data Retention

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 (typically up to 6 or 7 years for business tax and transaction records in the UK).

 10. Your Legal Rights

Under the UK GDPR, you have rights in relation to your personal data, including the right to request access, correction, erasure ("the right to be forgotten"), restriction, or transfer of your data, as well as the right to object to processing. If you wish to exercise any of these rights, please contact us at the email address provided below.

 11. Contact Details & Complaints

If you have any questions about this privacy policy or our privacy practices, please contact us at:

  • Full name of legal entity: Thomas Potter Limited
  • Email address: sales@thomaspotter.com

Postal address: Unit 1G Admiral business park, Nelson Way, Cramlington, Northumberland NE23 1WG