Privacy policy

1.1 Who is responsible. VIMOTU is a UK-based online retailer. VIMOTU is the controller of the personal information we use for our own business purposes: this means we decide why and how that information is used. Contact us at info@vimotu.com.

1.2 Who this policy covers. This policy applies to visitors, customers and people who communicate with us. It explains our use of information under applicable data protection law, including the UK GDPR and the Data Protection Act 2018, as amended.

1.3 Your choices. This is a privacy notice, not a request for blanket consent. Visiting the website or placing an order does not, by itself, mean you agree to marketing or optional tracking. Where consent is required, it must be given separately. Nothing in this policy removes your legal rights.

2.1 Personal information. This is information that identifies you, or can reasonably be linked to you, directly or together with other information. It can include contact details, order records and online identifiers.

2.2 Anonymous information. Information that has been effectively anonymised so that a person is no longer identifiable is not personal information. Simply removing a name or replacing it with a reference number does not necessarily make information anonymous.

3.1 Contact and order details. Depending on your interaction with us, this includes your name, email address, telephone number, billing and delivery addresses, purchased products, order history, returns, exchanges and cancellations.

3.2 Payment and account details. Payment providers process your payment details. We receive information needed to manage the transaction, such as payment status and transaction references; we do not store full payment card details. Account information may include your account identifier, sign-in information handled by the account service, preferences and settings.

3.3 Vehicle and licence details. Where needed for a compatibility enquiry, licence or support request, we may process details you supply about your vehicle, such as model, year, engine, gearbox, VIN, software version or the email or account identifier used with the relevant software provider.

3.4 Messages, reviews and preferences. This includes information you send through email, our contact form, WhatsApp or social media; reviews you choose to submit; and records of your marketing and cookie choices. Please do not send passwords, full card details or unrelated sensitive information.

3.5 Website activity. Technical and usage information can include IP address, browser and device details, online identifiers, pages and products viewed, and interactions with our store. Cookie and tracking choices are explained in section 7.

4.1 From you. You provide information when you browse, order, use an account, subscribe, submit a review or contact us.

4.2 From the website and service providers. Shopify and connected services provide order, payment, technical and usage information. Payment providers may provide payment and fraud-check results; suppliers may provide licence or fulfilment status; and couriers may provide tracking and delivery information.

4.3 From services you use to contact us. Messaging, social media and review services may pass on your message, review and associated profile or contact details when you choose to interact with us through them. Shopify’s additional use of information from across its services is explained in section 9.

5.1 Orders and requested services — contract. We use the necessary contact, payment, order, delivery and licence details to take steps you request before a purchase and to fulfil our contract with you. This includes processing payment, supplying products, dealing with returns and sending essential order or service updates.

5.2 Support and operating our business — legitimate interests. We use relevant correspondence and technical information to answer general enquiries, maintain and secure our store, prevent fraud and misuse, keep appropriate business records and handle disputes. Our interests are providing reliable customer service, protecting customers and our business, and resolving problems. These interests must not override your rights and freedoms.

5.3 Legal requirements — legal obligation. We use and retain information where necessary to meet applicable tax, accounting, consumer protection and data protection requirements, or to respond to a legally binding request.

5.4 Newsletter and optional tracking — consent. We use your subscription details to send the product news and offers you sign up for. We rely on consent for tracking and personalised advertising where consent is required, including the relevant Shopify enhanced services. You can withdraw consent as explained below.

5.5 Reviews and service improvement — legitimate interests. We use reviews you choose to submit to display customer feedback and help customers assess products. We use service information to identify problems and improve our store. This does not override the separate consent requirements for cookies, tracking or marketing.

5.6 Information needed for an order. You do not have to subscribe to marketing to buy from us. However, without the information needed to process payment, deliver an item or allocate a licence, we may be unable to complete that order or provide the requested support.

5.7 Sale and sharing. We do not sell customer contact lists for money. We do share information for the purposes described in this policy. Some advertising-related sharing, including Shopify enhanced services, may be classified as “sale”, “sharing” or “targeted advertising” under certain countries’ privacy laws even when no money is paid for the information.

6.1 Information needed for your licence. We may share the relevant order, email, software account or vehicle details with the supplier of your chosen product to generate, validate, allocate or activate the licence and resolve related fulfilment problems.

6.2 Minimum necessary information. We limit the information shared to what is needed for the relevant purpose. A supplier may also process information under its own privacy notice when you use its software or services. Please review that notice when creating an account or using the product.

7.1 Essential functions. Our store uses cookies and similar technologies for functions such as the basket, checkout, security and remembering privacy choices. Technologies that are strictly necessary to provide a service you request do not normally require consent.

7.2 Analytics, preferences and advertising. Other technologies can measure store usage, remember optional preferences, personalise services or support advertising. Where the law requires consent, these purposes require your permission; legitimate interests do not replace that requirement. The available choices are shown in our cookie controls.

7.3 Change your choice. Use Cookie preferences in the website footer to review or change the choices offered by our store. You can also block or delete cookies in your browser, although blocking essential cookies may prevent parts of the store from working. Rejecting optional tracking does not prevent you from placing an order.

7.4 Shopify technologies. Shopify provides information about its cookies, their purposes and durations in its Cookie policy. Choices relating to Shopify’s wider processing can also be managed through its Privacy portal. These resources do not replace your choices on our website.

8.1 Store and service providers. This includes Shopify for our ecommerce platform; payment providers for transactions and payment security; hosting and security providers; and services used to manage customer messages, email subscriptions and store analytics.

8.2 Product suppliers and delivery providers. We share the details needed with licence suppliers, hardware suppliers and couriers to fulfil orders or resolve delivery, return or product issues. This can include a supplier shipping directly to you. Only the relevant order and fulfilment information is needed for that purpose.

8.3 Reviews. Our store uses Judge.me for product reviews. If you submit a review for publication, its content, chosen display name and any images you include may be visible to other visitors. Avoid including private contact details or information about another person in a public review.

8.4 Legal and professional purposes. Where necessary and lawful, information may be disclosed to professional advisers, regulators, courts or law enforcement to meet legal duties, handle a dispute or protect legal rights.

8.5 Responsibilities. Providers acting as our processors must handle information under appropriate instructions and data protection terms. Some recipients, such as payment providers and certain software or platform services, act as controllers for their own purposes and have their own privacy notices. We remain responsible for our own use and disclosure of your information.

9.1 Our ecommerce platform. Our store is hosted on Shopify. Shopify receives and processes personal information when you visit or buy from our store to provide the platform, checkout and related services.

9.2 Shopify Network Intelligence. This service is enabled for our store. Shopify uses information about your interactions with our store together with information from your interactions with other merchants and Shopify to provide enhanced services, including analytics, personalisation and advertising. For this processing Shopify acts as a controller. Information may be processed by Shopify and relevant service providers in other countries. Other merchants do not receive access to our customer records simply because this feature is enabled.

9.3 Shopify privacy choices. Read Shopify’s Consumer Privacy Policy for details of its processing and use the Shopify Privacy portal to exercise applicable rights, including withdrawing consent or objecting to processing. For UK customers, advertising based on activity across stores requires consent. You can also change your website tracking choices using Cookie preferences in our footer.

9.4 Services you choose to use. Shop, Shop Pay, payment services, WhatsApp, Instagram and suppliers’ software may process information when you use them under their own privacy notices. A link to another website does not make that website part of VIMOTU. Our own use of messages or order information remains covered by this policy.

10.1 Retention criteria. We keep personal information for as long as it is needed for the relevant purpose. The period depends on the type of record, applicable legal record-keeping duties, whether your order, account or support matter remains active, and the time reasonably needed to handle complaints, disputes or legal claims.

10.2 Orders and correspondence. Order, payment, licence and delivery records may need to be retained after fulfilment for accounting, product support and legal purposes. Enquiries and support correspondence are retained according to the issue, follow-up needed and any related order or dispute.

10.3 Marketing choices. Subscription details are used while the subscription remains active. After you unsubscribe, we may keep a limited record of your opt-out so we can respect it, rather than accidentally adding you back to a mailing list. This record is not used to send you marketing.

10.4 End of retention. When information is no longer needed, it is deleted or effectively anonymised. You can contact us for information about the retention criteria applying to your particular records.

11.1 Protecting information. We use appropriate technical and organisational measures to protect personal information against unauthorised access, misuse, loss and disclosure. No internet transmission or system can be guaranteed completely secure; this does not remove our legal security responsibilities.

11.2 Payment and fraud checks. Shopify and payment providers may use automated checks to detect suspicious transactions and protect payments. These checks may use transaction, device and account information and can result in a payment being challenged or declined. The relevant provider’s privacy notice explains its own processing. If a check affects your order, contact us so we can help investigate; we cannot guarantee that a payment provider will approve a transaction.

11.3 Automated decisions and your rights. Where applicable law gives you safeguards in relation to a decision made solely by automated processing with a legal or similarly significant effect, these can include information about the decision, the ability to make representations, request human intervention and challenge it. Contact us about a decision affecting your dealings with VIMOTU.

12.1 Access and correction. You can ask for a copy of your personal information and ask us to correct inaccurate or incomplete information.

12.2 Deletion, restriction and portability. In the circumstances set out in law, you can ask us to delete information, limit its use, or provide information you supplied in a usable electronic format and, where feasible, transfer it to another provider.

12.3 Your right to object. You can object to processing based on legitimate interests for reasons relating to your situation. We must stop unless the law permits us to continue, for example because of overriding compelling grounds or legal claims. You can object to use of your information for direct marketing at any time, and we must stop that use.

12.4 Withdraw consent. Where we rely on consent, you can withdraw it at any time using the relevant unsubscribe or privacy controls, or by contacting us. Withdrawal does not make earlier processing unlawful.

12.5 Making a request. Email info@vimotu.com. We may ask for information reasonably needed to confirm your identity or understand your request. Requests are normally free, and we respond without undue delay, usually within one month. If a lawful extension, pause, fee or exception applies, we will explain it. Rights such as deletion have exceptions, including where records must be kept by law; any refusal will be explained together with your complaint options.

12.6 Complaints and other locations. You can complain as explained in section 17. If another country’s privacy law applies to you, you may have additional rights. Contact us to exercise them. The UK rights described here are not intended to limit rights you have under other applicable law.

13.1 Signing up. When you subscribe, we use your email address and subscription choices to send VIMOTU product news, updates and offers. Our newsletter uses your consent. Any sign-up discount is subject to the offer terms shown when you subscribe; this privacy policy does not change those terms.

13.2 Unsubscribing. Use the unsubscribe link in a marketing email or email info@vimotu.com to stop marketing. You do not need to explain your decision.

13.3 Essential messages. Unsubscribing does not stop messages needed for an order, delivery, licence, refund, security issue or a request you have made. These messages are kept separate from optional marketing.

14.1 Intended audience. Our products and services are intended for adults aged 18 and over, and we do not knowingly collect personal information from children.

14.2 Contact us about a concern. If you believe a child has provided personal information, contact info@vimotu.com so we can investigate and take appropriate action.

15.1 Processing outside the UK. Shopify and other providers or product suppliers may process information outside the UK, including when a supplier fulfils an order from another country. Shopify operates internationally, including in Canada and the United States. The destination depends on the service or supplier involved.

15.2 Transfer safeguards. UK data protection law requires an appropriate basis for restricted transfers. This can be UK adequacy regulations recognising the destination’s protection, or contractual safeguards such as the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, with any required assessment and additional protections. An exception can be used only where its legal conditions are met; placing an order is not blanket consent to unrestricted transfers.

15.3 Shopify and further information. Shopify describes its transfer arrangements, including standard contractual clauses and the UK Addendum where applicable, in its Data Processing Addendum and Consumer Privacy Policy. Contact us to ask which destination and safeguard apply to a transfer of your information, or how to obtain a copy of the relevant safeguards.

16.1 Keeping the notice current. We may update this policy to reflect changes in our services, data practices or legal requirements. The date below identifies the latest version.

16.2 Changes to how information is used. Where required, we will tell you about a material change before the new use begins and obtain consent if it is needed. Publishing an updated notice does not automatically authorise a new use of your information or override your existing choices.

17.1 Contact VIMOTU. For privacy questions, rights requests or a complaint about how we handle your information, email info@vimotu.com. Please explain your concern and include enough information for us to identify the relevant interaction or order. You do not need to use a special form.

17.2 Our response to complaints. We will acknowledge a data protection complaint within 30 days of receiving it, investigate without undue delay, keep you informed and explain the outcome. This complaint process is separate from the response time for a data rights request.

17.3 The UK regulator. You also have the right to complain to the Information Commissioner’s Office (ICO). See ico.org.uk/make-a-complaint for its current contact details and complaint process. Contacting us first gives us an opportunity to address your concern, but does not remove your right to raise it with the ICO.