Privacy Policy

We are committed to safeguarding your privacy. This policy sets out how we will treat your personal data when you use our website, buy our products, or when we provide services to you. We have prepared this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for, and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it, which are also explained in this policy.

Our website uses cookies. By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

1. Who we are and how you can contact us

We are Ernest Doe and Sons Ltd, a subsidiary of Doe Holdings Ltd. Our head office address is Ulting, Maldon, Essex, CM9 6QH, registered number 431173.
We manage the following websites: shop.ernestdoe.com; ernestdoe.com; used.ernestdoe.com.
You can contact us in writing at the head office address, by emailing customerinfo@ernestdoe.com, or by telephone on 01245 380311. Please refer to the sections on Your rights to know what personal data we hold and to control how we use it, and How to make a complaint for further contact information.

2. What personal data do we collect?

We may collect, store and use the following kinds of personal information:
- Technical data about your computer or device and about your visits to and use of our websites (including IP address, login information, geographical location, time zone setting, browser type and version, operating system, referral source, length of visit, page views or searches, website navigation, download errors, page interaction such as clicks and scrolling), and your posts and interactions with us via social media sites that we run.
- Personal data you provide for the purpose of registering with us or purchasing products, including your name, address, email address, phone number, and payment information.
- Data provided for subscriptions, such as signing up for email notifications or newsletters.
- Any other data that you choose to send to us (e.g., customer service enquiries).

3. Cookies

Our websites use cookies to distinguish you from other users of our sites. A cookie is a small text file stored on your device that allows our server to recognise and track your browser.

We use both “session” cookies (deleted when you close your browser) and “persistent” cookies (which remain stored until deleted or expired). These help us improve your browsing experience, remember your preferences, what you have put in your shopping basket and provide relevant content including when you have abandoned your cart. 

We use Google Analytics to analyse website usage, generating reports that help us improve our services. Google's privacy policy is available at: http://www.google.com/policies/privacy/

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Most browsers allow you to refuse cookies; however, blocking all cookies may reduce website functionality.

4. What we use your personal data for

Personal data submitted to us via our websites will be used for the purposes specified in this policy or at the point of submission, including to:

- Administer our website and perform internal operations such as data analysis and research.
- Improve your browsing experience by personalising our website.
- Enable you to use the services available on our site.
- Provide you with the information, products, and services that you request from us.
- Provide marketing information (in line with your preferences).
- Send non-marketing commercial communications or email notifications you have requested.
- Deal with enquiries, complaints or feedback.

- When to send cart reminder messages via SMS.
- Manage and administer our business and review and improve our products and services.

5. Personal data used for marketing

We may use your contact details to send you information about our products and services if:
- you have previously purchased from us, or
- enquired about our products or services, and
- you have not opted out of receiving marketing communications.

This is in line with the soft opt-in exception under UK data protection law. You can opt out at any time using the unsubscribe link in our emails or by contacting us directly.

If you have not previously purchased or enquired, we will only send you marketing communications where you have given us your explicit consent.
We do not share your personal data with third parties for their direct marketing purposes.

6. Consent to use your personal data

We use your personal data under the following legal bases:

- Contractual necessity: To fulfil orders and provide services to you.
- Legitimate interest: To manage and improve our business and communicate with you in relation to your purchase or enquiry.
- Consent: Where you have opted in to receive marketing communications.

7. Personal data you are legally obliged to provide

You are not legally obliged to provide personal data. However, if you choose not to provide the necessary data (e.g., delivery details or payment information), we may not be able to provide our products or services to you.

8. Disclosures of personal data

We may disclose your personal data to:

- Other subsidiaries of Doe Holdings Ltd.
- Suppliers, couriers, and business partners necessary to fulfil your order or provide requested services.
- Credit reference agencies to assess credit scores if applicable.

We may also disclose your personal information if required by law, in connection with legal proceedings, to establish or defend legal rights, or for fraud prevention purposes.
We will not sell or otherwise share your information with third parties for unrelated purposes.

9. International data transfers

Our e-commerce platform is provided by Shopify, which may store and process data on servers outside the UK. Where your data is transferred internationally, we take steps to ensure it is protected under UK GDPR standards, including the use of recognised safeguards such as Standard Contractual Clauses.

10. Security of your personal information

We take reasonable technical and organisational precautions to protect your personal data from loss, misuse or unauthorised access. Our website shop.ernestdoe.com is SSL certified, ensuring secure communications.

All card payments are handled through our payment service provider, Barclaycard, using secure, encrypted transactions. You can review Barclaycard’s privacy policy here: https://www.barclaycard.co.uk/personal/privacy-policy. We share information with Barclaycard only to process payments and handle related queries.

While we take every precaution, transmission of data over the internet is not completely secure, and any data you send is at your own risk.

11. Retention of personal data

We retain your personal data only as long as necessary for business purposes, including:
- Contact details.
- Records of product purchases and services provided.
- Complaint and correspondence records.
We review retention periods regularly to ensure compliance with legal obligations.

12. Policy amendments

We may update this policy from time to time to reflect changes in law, technology, or internal processes. The latest version will always be dated and available on our website.

13. Your rights under UK GDPR

You have a number of rights under UK data protection laws in relation to the personal data we hold about you. These include the right to:

- Access your data – You can request a copy of the personal data we hold about you (called a Subject Access Request).
- Correct inaccuracies – If any of your personal information is incomplete or incorrect, you can ask us to update it.
- Delete your data – You can ask us to delete your personal data where we no longer have a legal reason to keep it.
- Restrict our use of your data – In certain circumstances, you can ask us to limit how we use your data.
- Object to certain processing – Including receiving marketing communications (you can opt out at any time).
- Data portability – You can ask for a copy of the data you have provided to us in a structured, commonly used format.
- Withdraw consent – Where we rely on your consent to process your data, you may withdraw it at any time.

You can exercise any of these rights at no cost by contacting us in writing or by email (details in Section 16 below). To help us verify your identity and process your request securely, we may ask you to provide proof of identity (such as a certified copy of your passport and a utility bill).

We aim to respond to all valid requests within one month, although in complex cases this may take longer. If we need more time, we will let you know.

Further details of your rights are available on the Information Commissioner’s Office (ICO) website: www.ico.org.uk.

14. Third-party websites

Our website may contain links to other sites. We are not responsible for the privacy practices of those sites.

15. Updating your information

Please let us know if any personal data we hold about you needs correcting or updating. Contact us at customerinfo@ernestdoe.com or by post at the above address.

16. Contact and complaints

If you have any questions about this Privacy Policy or are unhappy with how we handle your personal data, please contact us first so that we have the opportunity to put things right. You can reach us by email at customerinfo@ernestdoe.com or by writing to Customer Info, Ernest Doe and Sons Ltd, Ulting, Maldon, Essex, CM9 6QH.

We take all privacy concerns seriously and aim to respond promptly and fairly to any issues you raise. In most cases, we are able to resolve matters quickly and to your satisfaction.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection: www.ico.org.uk.

17. Data controller

The data controller responsible for information collected on this website is:
STUART ORRIN (Chief Financial Officer)
Data Protection Licence Number: Z7100451

Last updated: August 4, 2025