Privacy Policy

Effective date: 18/05/2025

Ember and Ice Wellness Ltd (“Ember & Ice”, “we”, “our”, “us”) is committed to protecting and respecting your privacy. This notice explains what personal data we collect, how we use it, and your rights.

1) Who we are & how to contact us

2) What information we collect

We may collect and process:

  • Identity & contact data: name, email address, phone number.
  • Transaction data: purchase details, finance preferences, order history.
  • Technical data: IP address, browser type and version, time-zone setting, device information.
  • Usage data: how you use our website, pages viewed, form submissions, referrers.
  • Marketing preferences: your choices about receiving marketing.

3) How we collect your data

  • Directly from you (e.g., website forms, email, phone).
  • Automatically via cookies/analytics when you interact with our website (see Cookies below).
  • From service providers (e.g., payment processors) when necessary to complete an order.

4) How we use your data

We use personal data to:

  • Process enquiries, quotes and orders and provide customer service.
  • Manage payments and (if requested) finance introductions.
  • Improve our website, products and services.
  • Send updates and marketing where you have opted in (you can opt out at any time).

5) Our legal bases for processing

We only process personal data when a lawful basis applies:

  • Consent (e.g., marketing emails, finance introduction).
  • Contract (to provide quotes, supply products/services, take payment).
  • Legal obligation (e.g., tax/financial record-keeping).
  • Legitimate interests (e.g., website security, service improvement, responding to enquiries) – we balance these interests against your rights and freedoms.

6) Who we share data with

We do not sell your data. We may share limited data with:

  • Payment providers (to take and manage payments).
  • Delivery and logistics partners (to deliver goods).
  • IT and hosting providers (to operate and secure our website and email).
  • Professional advisers (accountants, legal advisers) where necessary.

Finance introductions (Buyline).
If you choose to make a purchase from us using a loan, we will share your information with our lending partner, Buyline Ltd. We will only do this with your consent. For information about how Buyline processes your information please see Buyline’s privacy policy.

7) International transfers

We aim to store and process personal data in the UK (or EEA). Where a supplier stores/handles data outside the UK/EEA, we ensure appropriate safeguards are in place (e.g., UK IDTA/standard contractual clauses or equivalent protections).

8) Data retention

We keep personal data only as long as necessary for the purposes set out in this notice, including to satisfy legal, accounting or reporting requirements. Typical periods are:

  • Enquiry data: up to 24 months after last contact.
  • Order and finance-related records: 6 years (to meet tax/legal obligations).
    When data is no longer required, we delete or anonymise it securely.

9) Your rights

Under UK data-protection law, you have rights to:

  • Access your personal data;
  • Rectify inaccurate or incomplete data;
  • Erase data in certain circumstances;
  • Restrict or object to processing in certain circumstances;
  • Data portability (receive your data in a portable format).

You’re not required to pay a fee to exercise your rights. We have one month to respond. To make a request, contact info@emberandice.co.uk.

10) Cookies

We use cookies and similar technologies to run our site and understand usage. For details (including how to change your preferences), please see our Cookie Policy.

11) How to complain

If you have concerns about how we use your data, please contact us first at info@emberandice.co.uk and we’ll try to resolve the issue. You can also complain to the ICO:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113 – Website:https://www.ico.org.uk

12) Changes to this policy

We review this notice regularly and will post any updates on this page. Please check back periodically.