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Privacy policy

Last updated: 17 September 2026

1. Who we are

The Medal Club is the trading name of Barnaby Charles, a sole trader. Barnaby Charles is the data controller responsible for the personal information described in this policy.

Contact: hello@themedalclub.co.uk

2. The information we collect

Depending on how you interact with us, we may collect:

• your email address and marketing preferences when you join our launch or mailing list;
• your name, contact details, billing and delivery address, order details and transaction information when you place an order;
• messages and other information you provide when you contact us;
• technical information such as your IP address, browser, device and basic website activity collected by Shopify and essential cookies; and
• payment information processed securely by Shopify and its payment providers. We do not normally receive or retain your full payment-card number.

Please do not send us sensitive personal information unless we specifically ask for it and explain why it is needed.

3. How and why we use your information

We use personal information to send launch news and marketing emails where you have consented; respond to enquiries; fulfil and manage orders; process payments, refunds and returns; operate and secure the site; prevent fraud; maintain business records; and comply with legal obligations.

Our lawful bases are consent for optional marketing; contract where needed to respond to your request or fulfil an order; legitimate interests in operating and securing the business and providing customer service; and legal obligation where the law requires us to process or retain information.

Providing information for marketing is optional. Some information is required if you want us to respond to an enquiry or fulfil an order.

4. Marketing

We send marketing emails only where we have the required permission. Every marketing email will include an unsubscribe option. Unsubscribing stops marketing messages but does not affect service emails about an order or enquiry.

5. Cookies and website technology

Our store is hosted by Shopify. Shopify uses cookies and similar technology needed to operate and secure the site. Depending on our Shopify settings and your location, Shopify may also offer privacy controls or a cookie banner. We do not currently use additional advertising pixels or third-party analytics tools.

You can control cookies through your browser and any privacy controls shown on the site. Blocking essential cookies may prevent parts of the site from working properly.

6. Who receives your information

Where necessary, we may disclose information to Shopify; payment processors; delivery and fulfilment providers; providers supporting email, IT, accounting or professional services; regulators or law-enforcement bodies; and parties involved in a sale or reorganisation of the business under appropriate confidentiality protections.

We do not sell your personal information. Read the Shopify Consumer Privacy Policy.

7. International transfers

Some service providers, including Shopify, may process information outside the United Kingdom. Where information is transferred internationally, we rely on lawful transfer mechanisms and safeguards such as adequacy regulations or approved contractual protections.

8. How long we keep information

• Marketing-list information is kept until you unsubscribe or the list is no longer used, with inactive records reviewed periodically.
• Enquiries are normally kept for up to 24 months after the matter is closed.
• Order, payment and accounting records are normally kept for six years where needed for tax, accounting, warranty, dispute or legal purposes.
• Technical records are retained according to Shopify's settings and retention practices.

We may retain information longer where required by law or while a complaint or legal claim is active.

9. Your rights

Depending on the circumstances, you may ask for access to your information, correction, deletion, restriction, portability or withdrawal of consent, and you may object to certain processing.

To exercise a right, email hello@themedalclub.co.uk. We may need to verify your identity. You may also complain to the Information Commissioner's Office, although we would appreciate the opportunity to address your concern first.

10. Children

Our site and products are not directed at children under 16, and we do not knowingly collect personal information from them for marketing.

11. Security

We use reasonable administrative and technical measures, together with Shopify's platform safeguards, to protect personal information. No online system can be guaranteed completely secure.

12. Changes to this policy

We may update this policy when our services, suppliers or legal obligations change. The latest version will be published here with a revised date.