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PRIVACY POLICY AND COOKIE STATEMENT – VIDAXL.CO.UK
version 2025.1
This Privacy Policy and Cookie statement applies to the Processing of Personal data in connection with purchases and activities on this website.
The website is operated by vidaXL Marketplace International B.V., a company registered in the Netherlands, and which facilitates transactions and operates the online sales platform. Products sold through the website are offered by HBI Commerce LTD – C/O Tmf Group.
Throughout this Policy, “vidaXL” refers to vidaXL Marketplace International B.V., HBI Commerce LTD – C/O Tmf Group and, where relevant, to other vidaXL related entities involved in operating, servicing, or supporting the Webshop.
SUMMARY:
Category
Details
Who Collects Data?
vidaXL Marketplace International B.V. (Webshop operator),
HBI Commerce LTD – C/O Tmf Group (Product seller),
Other third parties depending on interaction (see Section 4 of policy).
Legal Basis & Processing
Processing Scenarios
Contract performance, legal obligation, legitimate interest, consent, or judicial claims.
Examples:
• Visitors → IP, device, behaviour data (analytics/personalization)
• Customers → Contact data for order & support
• Account holders → Login, order tracking, fraud prevention
• Orders/Payments → Billing & delivery info processed securely
• Auctions → Bidding data collected to ensure fair use
• Wish lists → Stored to personalize experience
• Reviews → Shared directly or via partners, used for verification
• Customer service → Calls, emails, chats logged; calls may be recorded
• Newsletter → Sent via consent or legitimate interest
Data Sharing
Shared with joint/independent controllers (e.g. payment, delivery, marketing), Processors (e.g. CRM, hosting, chat tools), subprocessors and other recipients (e.g. fraud monitoring, authorities).
Your Rights
Access, rectify, erase, restrict, object, request portability, Lodge complaint with Data Protection Authority. Contact vidaXL using details in full policy.
International Transfers
Data may be transferred outside the EEA with safeguards such as Standard Contractual Clauses.
Data Retention
Retained only as needed, e.g. 10 years for tax, 2 years for inactive accounts. See Section 7 for details.
Security Measures
Technical (SSL/TLS), organizational (staff training, limited access), Monitoring, data minimization, incident response planning.
Cookies & Trackers
Used for functionality, analytics, personalization, ads. Managed via cookie banner or browser settings. See Section 9 for full details.
CONTENTS
1. DEFINITION.
2. WHO COLLECTS PERSONAL DATA?
3. LEGAL BASIS AND PROCESSING ACTIVITIES
3.1 LEGAL BASIS
3.2 OUR PROCESSING & REASONS
3.2.1 WEBSHOP VISITORS (collection may vary depending on your cookie settings).
3.2.2 WEBSHOP CUSTOMERS. Same as above, plus:
3.2.3 ACCOUNT HOLDERS
3.2.4 ORDERS AND PAYMENTS
3.2.5 AUCTIONS
3.2.6 Wish lists
3.2.7 Reviews
3.2.8 Customer Service Interactions
3.2.9 Newsletter.
4. WHO WE SHARE YOUR DATA WITH
5. YOUR RIGHTS
6. INTERNATIONAL TRANSFERS
7. HOW LONG WILL MY DATA BE KEPT?
8. WHAT SECURITY MEASURES ARE TAKEN TO PROTECT MY DATA?
9. COOKIES, TAGS & TRACKERS
10. HOW TO MAKE A CLAIM
11. CHANGES TO THIS NOTICE
In this Privacy and Cookie statement, the following terms are used with the meanings defined below:
Webshop: The online store accessible via www.vidaXL.co.uk andany other website,application,or URL designated by vidaXL for the online sale of products.
Interaction: The use of features on the Webshop such as creating a Wish List, completing a Checkout,subscribing to the Newsletter,using "My Account," participating in Auctions,using the Chat function, or engaging with other interactive functionalities.
WebShop Visitor: a customer visiting the Web Shop for the first time that does not interact with the Web Shop.
Web Shop Customer: a customer who interacts with the Web Shop.
Account: the account a customer has to create through the Webshop to be able to place an order.
Privacy Policy and Cookie Statement: vidaXL’s Privacy Policy and Cookie Statement.
All terms used in this Privacy Policy and Cookie statement that are defined in under the UK General Data Protection Regulation (hereinafter referred to as “UK GDPR”) and the Data Protection Act 2018 shall have the meaning assigned to them in the UK GDPR, including but not limited to: “Personal data”, “Processing”, “Pseudonymisation”, “Recipient”, “Third Party”, “Consent”, “Personal data breach”, “Supervisory Authority”, “Cross-border processing”, “Controller”, “Processor”, “Data subject”, and “Data Protection Officer”.
2.1 Your Personal data may be collected and processed by multiple parties depending on how you interact with the Webshop.
2.2 Responsibility for your data.
2.2.1 Main Controllers (collectively referred herein as vidaXL):
2.2.2 Other entities involved. Depending on your Interaction, your data may also be processed by other entities the list of which is provided under article 4.
We process your Personal data only when we have a valid legal basis. Under the UK GDPR, the following lawful grounds may apply:
When necessary to establish, exercise, or defend legal claims
3.2 Our Processing & reasons
In the below tables, we have highlighted the core types of data and how they’re processed by vidaXL.
Data
Purpose
Legal Basis
IP Address, Device Type, Referrer, Country, Browsing Behaviour
To optimize the user experience, load correct version, analyse Webshop usage, and display ads
Legitimate interest, Consent
3.2.2 Webshop Customers. Same as above, plus:
Contact info, Preferences, Ordered Products
Order fulfilment, personalized suggestions, customer support
Contract, Legitimate Interest, Consent
3.2.3 Account Holders
Name, Email, Password
Manage user Account, track orders, handle abuse
Contract, Legitimate Interest
3.2.4 Orders and Payments
Name, Address, Contact Info, Payment Method, IP Address
Order delivery, billing, fraud prevention
Contract, Legitimate Interest, Legal Obligation
3.2.5 Auctions
Bidder nickname
Enable bidding functionality; transparency during auction
Account/order info linked to auction
Prevent abuse, manage disputes, process auction outcomes
Legitimate Interest
3.2.6 Wish lists.
When you create your own Wish List in our Webshop and add products to your Wish List while logged out they will remain on the list for 30 days. If you add products to your Wish List while logged in you can always find them under Wish List in My Account.
Wishlist items
Remember saved preferences, show relevant offers
Legitimate Interest, Consent
IP address, browsing behaviour
Associate items with session, improve experience
Consent (cookies), Legitimate Interest(logged-in personalization)
3.2.7 Reviews.
vidaXL enables customers to review products and services after placing an order. These reviews help us improve our services and inform other customers. Additionally, we may invite you to participate in customer satisfaction surveys. The data collected varies based on the type of review or survey and who is managing the Interaction (vidaXL or a Third Party).
3.2.7.1 Product and service review managed by vidaXL.
Name, email address, product purchased, order number, residence (for service reviews)
Display with review, enable contact in case of complaints, link review to order, allow follow-ups on complaints, associate review with specific items, verify reviewer is a customer, understand customer region for context
3.2.7.2 Reviews submitted via third-party platforms. When clicking “Write a review” or similar links on our Webshop, you may be redirected to a third-party review platform (one of vidaXL’s contracted partners). These parties collect and process your data under their own privacy policies. vidaXL does not control how they handle your information.
Name, email address
Display on third-party site, customer verification
Consent (via Third Party)
Note: we invite you to consult the Third Party’s privacy policy before submitting a review.
3.2.7.3 Comparison sites with review functionality. You may also review vidaXL through independent comparison sites showing our product listings.
Contact in case of complaints, display on platform
Consent, Legitimate interest
3.2.7.4 Customer satisfaction surveys. After you purchase or interact with our customer service, you may be invited to complete a customer satisfaction survey. These surveys are conducted by Third Party service providers on behalf of vidaXL.
Name, email address and/or phone number, experience details, order information, IP-address, feedback text
Contact for feedback, validate input, distribute survey, follow-up if needed, improve services and training, link experience to specific transaction, prevent multiple entries form the same user, evaluate quality service
3.2.8 Customer Service Interactions.
You may contact vidaXL’s customer service to ask questions, request support, or file complaints. Contact options include phone, email, chat, or the online complaints form available on our Webshop. We collect and process Personal data to respond to and manage your request.
3.2.8.1 Customer Service interactions.
First and last name, email address, phone number, order number (operational/if applicable), description of the issue/question
Identify the customer and personalize service, respond to inquiries and send updates, contact for real-time or follow-up support, identify purchase for compliant handling, understand and resolve your requests
Legitimate Interest, Contract Performance
Chat-specific: first and last name, email, chat subject
Live assistance
Where Processing is required to comply with applicable consumer protection or tax laws, the legal basis may also be a legal obligation.
3.2.8.2 Recording of interactions. Phone conversations with customer service may be recorded for the following purposes:
Voice recording of the call
Staff training, service improvement, complaint validation
Legitimate Interest, Consent (with notice at call start)
Note: you will always be informed when a call is being recorded. Recordings are secured and retained only as long as necessary for the stated purpose and not more than 28 days
Name, Email, Preferences
Send general and personalized marketing communications
Consent (opt-in), Legitimate Interest (existing customer)
4.1 vidaXL shares your Personal data with various third parties for the purposes of fulfilling your orders, providing services, maintaining our operations and complying with legal obligations. These Recipients can be categorized as Independent or Joint Controllers or Processors under UK GDPR.
4.2 Independent or Joint Controllers. These entities determine, independently or jointly with vidaXL, the purposes and means of Processing Personal data:
Entity
Customer Service Providers (vidaXL related entity)
Handling customer inquiries and complaints
Contract Performance, Legitimate Interest
Payment Service Providers (PSPs) (e.g., PayPal, Klarna, Visa, Adyen)
Secure payment processing
Contract Performance, Legal Obligation
Logistics Companies
Delivery and return of orders
Contract Performance
Marketing & Survey Providers
Newsletter delivery, customer feedback
Consent, Legitimate Interest
Product Development / Quality Teams
Analyse anonymized feedback for improvements
Note: this list may not be exhaustive.
4.3 Processors.These entities process Personal data strictly on vidaXL’s instructions under article 28 UK GDPR:
Processor Type
Cloud Hosting & IT Infrastructure
Website and systems operation
CRM & Customer Service Systems
Customer Interaction and support tracking
Email/Newsletter Platforms
Newsletter delivery and opt-in handling
Chat and Interaction Tools
Real-time customer support
Debt collection services
Subcontracting debt collection
Customer Service Providers (external)
Handling customer complaints on behalf of vidaXL
4.4 Subprocessors. Where vidaXL’s processors rely on subprocessors, the following measures are in place:
- There is a binding agreement with the subprocessor;
- The obligations mirror or exceed those in our Data Processing Agreements;
- Subprocessors are vetted for adequate safeguards.
4.5 Other specific external recipients. vidaXL may share Personal data with the following parties:
Examples
Public Bodies
Tax Authority, Financial Conduct Authority, Police, Customs
Legal compliance, fraud prevention
Legal Obligation
Financial & Fraud Control Partners
Anti-fraud, debt recovery agencies
Risk management
Marketing Partners
Print/mail services, email marketing
Marketing & content customization
External counsels
Law firms, accountants
Litigation, compliance
4.6 Restructuring or corporate changes. In the event of a sale, merger, or restructuring of vidaXL or its affiliates, your Personal data may be shared with prospective buyers or group entities under strict confidentiality and only as permitted under UK GDPR.
5.1 Under data protection legislation, you have rights including:
Please note that these rights are not absolute. For example, if you request erasure of your Personal data, we may still need to retain certain details to comply with legal obligations (e.g. tax regulations).
5.2 How to exercise your rights. You can exercise your rights in the following ways:
By post:
vidaXL Mary Kingsleystraat 1 5928 SK Venlo The Netherlands (Please include your full name, postal address, email address, and—if available—your customer reference number to help us locate your data.)
By email webservice@vidaxl.co.uk By phone 0203 808 5745
5.3 Consequences of exercising a right under the GPDR. You are not required to pay any fare for exercising your rights. If you make a request, we have one month to respond to you. If you try to exercise your rights and we do not reply or you do not think our response is satisfactory, you can complain to the relevant Data Protection Authority referred to under Section 10 of this Policy.
6.1 vidaXL operates within an international corporate network of affiliated and contractually linked companies (referred to as the “vidaXL consortium”). While some companies are part of the same legal group, others operate under the vidaXL brand through close commercial and operation collaboration. These companies are located both within and outside the UK and European Economic Area (hereinafter referred to as EEA).
6.2 Access within the vidaXL consortium. Personal data may be transferred by vidaXL entities, affiliates, third parties located in the following countries depending on operational requirements:
Each of these entities only accesses Personal data as required to perform their contractual role (logistics, customer service, IT supports, etc.).
6.3 Transfers outdside the Uk and non-EEA countries. Where Personal data is processed outside the UK or EEA – whether by vidaXL entities, contractors, or third-party service providers – we ensure that such transfers are protected by adequate safeguards under UK GDPR. These include:
Some external Processors or service providers located in non-EEA countries (e.g. Google, Meta, Amazon, Web Services, etc.) may process Personal data under these safeguards.
7.1 vidaXL does not retain your Personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law (e.g. for tax, accounting, regulatory or legal claims). The retention period depends on the nature of the data and Processing purposes and may vary accordingly.
7.2 To ensure compliance with article 5(1)(e) of the UK GDPR, which requires Personal data to be kept no longer than is necessary, we apply the following general criteria and statutory obligations when determining data retention durations in UK:
Type of data
Retention Period
Legal Basis/Justification
Order and transaction data
Fulfilling contracts, customer service, accounting
Up to 10 years
Revenue requirement (e.g. UK tax law and Regulation (EU) 282/2011), accounting obligations
Customer Service Interactions
Complaint resolution, service quality monitoring
Up to 2-5 years (depending on issue)
Legitimate interest in defending claims, training and service improvement
Review and Survey responses
Displaying reviews, service feedback
Up to 2 years
Consent, legitimate interest for internal quality improvement
Email Communications (e.g. newsletters)
Marketing, service updates
Until withdrawal of Consent
Consent under PECR or UK GDPR
Inactive Account Data
Fraud prevention, legal protection
Typically deleted after 2 years inactivity
Legitimate interest in preventing abuse; limitation period for civil claims
Chat Transcripts
Customer service reference
Legitimate interest in improving customer experience
Customer contact info, purchase history, product serials, delivery records
Consumer warranties
As long as required by regulators
Consumer Rights Ac 2015 and warranty law
Same as above, plus complaint handling records, support communications
Product Liability Claims
Consumer Protection Act 1987; Statute of Limitations
Customer and product information necessary to identify affected users and perform notification
Product Recalls / Safety Notices
General Product Safety Regulations 2005
Customer Interaction data relevant to claims
Legal Claims
Up to the applicable status of limitation as provided in law
Law governing limitation periods (e.g. Limitation Act 1980)
7.3 Archiving and deletion. Once the applicable retention period expires, your Personal data will either be securely deleted, anonymised or archived in a way that it is no longer accessible or identifiable unless further retention is legally required.
8.1 General principles. vidaXL takes appropriate technical and organizational measures to protect your Personal data against unauthorized or unlawful Processing and against accidental loss, destruction or damage. These measures are proportionate to the sensitivity of the data, the scope of our activities, the volume of data processed, and the potential risks involved. We apply the principles of data protection by design and by default as required by article 25 of the GDPR.
8.2 Examples of security measures implemented. To safeguard your data, vidaXL employs the following categories of measures:
Examples of Measures
Technical Security
Organizational security
Monitoring and Response
Data minimization and retention
8.3 Your responsibility. We also expect you to take steps to protect your Personal data by, for instance, always keeping your login credentials confidential, using a strong password and avoid using the same password for multiple accounts, log out when using public or shared devices, immediately notify vidaXL or any suspected misuse of your Account.
9.1 What are cookies, tags and trackers? Cookies are small text files stored on your device (e.g. computer, smartphone, or tablet). When you visit a website. Similar technologies such as tags, trackers, and web beacons may also be used (collectively referred to as “Cookies”). These tools help us, and our partners, understand how you interact with our Webshop and services.
9.2 Why do we use cookies? Cookies can be used to:
9.3 Cookies used on this website
Cookie Type
Services/Tools Used
Personal Data Collected
Can Be Refused?
Strictly Necessary Cookies
Essential for site functionality (e.g. privacy settings, logging in, forms). Blocking may affect site operation.
First party cookies: Onetrust, CloudFlare
Others: creativecdn.com, mgid.com, CloudFoundry
No Personal data
No
Functional Cookies
Enable enhanced features & personalization. Some services may not work without them.
First party cookies: Zopim Live Chat ID, _flowbox, simplybusiness.co.uk, Javascript, billabong.com
Others: Swogo, Zendesk
Possibly anonymous usage data
Yes
Performance Cookies
Analyse visits and traffic for site improvement. Data is aggregated and anonymous.
First party cookies: Google analytics, Hotjar, _hjSession_xxxxxx, Google conversion tracking cookies, Microsoft Bing Ads,
Others: staticw2.yotpo.com, us.ck-ie.com
No Personal data (aggregated usage data only)
Targeting Cookies
Used by advertising partners to show relevant ads based on browsing profile.
First Party: Bing, demandware ecommerce, Facebook, Criteo.
Others: ih.adscale.de, youtube, Skroutz, RTBHouse, AppNexus Inc, Casale Media, Criteo, Media.net, Pulsepoint, Adscale, RhythmOne, Yahoo, Bing, NetworkAd.net, Mediavine, Underdog Media, Adobe Audience Manager, IPONWEB, Pubmatic partners, Yahoo, Doubleclick, Adtarget, Unruly Media, Adobe Audience Manger, Tremor Video,
Pseudonymous profile data (no direct Personal data )
Affiliate Cookies
Track referral and sale attribution from partners.
Facebook
Note: the specific details for each cookie category and each cookie can be found on the cookie banner on the Webshop.
9.4 Accepting and Declining Cookies
9.4.1 When you visit vidaXL.co.uk, a cookie banner will appear at the bottom of the Webshop. You have the following options:
9.4.2 Other cookie management options. You may also can control cookie usage by adjusting settings in your browser. Because each browser is different, vidaXL recommends referring to your browser’s help section or device manual for instructions. You can delete cookies manually from your computer, tablet or phone’s hard drive. Refer to your browser or device guide for instructions. If cookies are fully disabled, some functionality of the vidaXL Webshop may no longer work properly.
10.1 Data Protection Officer (DPO). vidaXL has appointed a DPO in accordance with Article 37 of the UK GDPR. The DPO is responsible for:
10.2 How can I contact the Data Protection Officer?
10.2.1 If you have any questions or concerns about how your Personal data is handled, or if you wish to exercise your data protection rights, you may contact the DPO directly.
You can contact our DPO at:
Attn: Data Protection Officer
vidaXL
Mary Kingsleystraat 1
5829 SK Venlo
The Netherlands
10.2.2 If you're not satisfied with how we’ve handled your concern, or if you believe we are not Processing your Personal data lawfully, you have the right to lodge a complaint with the relevant data protection authority:
Information Commissioner’s Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom Website:
Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom
Website: https://ico.org.uk
Telephone: +44 (0)303 123 1113
The contents of this Privacy Policy and Cookie Statement can be amended. The most current version can always be found on the vidaXL Webshop. vidaXL advises that you regularly check this Privacy Policy and Cookie Statement, at least before you provide vidaXL with Personal data.
By accepting all our cookies you agree that vidaXL places cookies to improve the website experience, for example with more relevant products and suggestions. vidaXL also has several partners that require data to be sent to them to confirm sales, or provide targeted advertisements. For more information see our privacy and cookie statement.
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Analytical cookies These cookies enable us to track visits and traffic sources so that we can measure and improve our site's performance. They assist us in determining which pages are the most and least popular, as well as observing how visitors navigate the site. All data collected by these cookies is aggregated and thus anonymous. If you don't allow cookies, we won't know when you visit our site, and will be unable to monitor its performance.
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