Privacy policy

Privacy Policy

This Privacy Policy explains how Vibe Centre Ltd ("we," "us," "our") collects, uses, and protects personal data of Vibe Trade account applicants and customers, in line with UK GDPR and the Data Protection Act 2018.

1. What data we collect

When you apply for or use a Vibe Trade account, we may collect:

  • Business details: registered business name, trading name, VAT/company number, business address.
  • Contact details: your name, email address, phone number, job role.
  • Order and account data: order history, products purchased, order values, delivery addresses, payment confirmation (we do not store full card numbers — payments are processed securely by Shopify's payment infrastructure).
  • Technical data: IP address, browser type, device information, and pages visited on the Site, collected automatically via cookies and similar technologies.
  • Communications: records of emails, calls, or messages between you and our trade team.

2. How we use your data

We use your data to:

  • Assess and process your trade account application;
  • Process and fulfil your orders, including sharing your delivery address with our courier;
  • Communicate with you about your account, orders, or applications;
  • Send you order confirmations, dispatch notifications, and account-related updates;
  • Improve and secure the Site;
  • Comply with our legal and tax obligations (e.g. record-keeping for VAT purposes); and
  • With your consent, send you marketing communications about new products, stock, or offers — including re-engagement communications to past or existing trade customers — which you can opt out of at any time.

Our legal bases for processing this data are: performance of a contract (processing your orders), our legitimate business interests (assessing applications, preventing fraud, improving our service), consent (marketing), and legal obligation (tax and accounting records).

3. Who we share your data with

We share data only where necessary, including with:

  • Shopify, our e-commerce platform provider, who processes orders and payments on our behalf;
  • Our courier, to deliver your orders;
  • Payment processors, to take payment securely; and
  • Regulatory or legal authorities, where we are required to by law.

We do not currently use third-party analytics or advertising tools (such as Google Analytics or social media advertising pixels) on the Site. If we introduce tools like these in future — for example, as part of advertising campaigns or email marketing to current and past trade customers — we will update this policy accordingly, and any such tools will only be used in line with applicable data protection law.

We do not sell your personal data to third parties.

4. How long we keep your data

We retain account and order data for as long as your account is active, and for a further period after closure as required to meet our legal and tax obligations (typically 6 years for financial records under UK law). Data from rejected applications is retained for a limited period for legitimate business purposes (e.g. to review repeat applications) before deletion.

5. Your rights

Under UK GDPR, you have the right to:

  • Request access to the personal data we hold about you;
  • Request correction of inaccurate data;
  • Request deletion of your data, where applicable;
  • Object to or restrict certain processing;
  • Withdraw consent to marketing at any time; and
  • Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been mishandled.

To exercise any of these rights, contact us at trade@vibecentre.com.

6. Cookies

The Site uses cookies necessary for it to function (e.g. keeping you signed in, remembering your basket) and may use additional cookies for analytics or marketing purposes in future, where enabled. You can control cookies through your browser settings.

7. Security

We take reasonable technical and organisational measures to protect your data, including secure hosting via Shopify's infrastructure. No online system is completely secure, and we cannot guarantee absolute security of data transmitted to the Site.

8. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in how we operate, including if we begin using new marketing or analytics tools.

9. Contact

For any questions about this Privacy Policy or how we handle your data, contact trade@vibecentre.com.