Privacy Policy


Last updated: 02/06/2025

Distant Waves (“we”, “our”, “us”) is committed to protecting your data and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Distant Waves is a UK-based independent online vinyl record shop.

If you have any questions about this policy or how we handle your data, you can contact us at:
Email: calvin@distantwaves.co.uk

2. What Personal Data We Collect

We may collect and process the following types of personal data:

  • Identity Data: Full name

  • Contact Data: Billing and delivery address, email address, phone number

  • Transaction Data: Order details, payment method (note: we do not store full payment card information)

  • Technical Data: IP address, browser type, operating system (via Squarespace analytics)

  • Marketing and Communications Data: Preferences for receiving marketing from us

  • Order History: Products purchased, delivery details, and customer service interactions

3. How We Collect Your Data

We collect personal data when you:

  • Place an order through our website

  • Sign up to receive marketing emails or newsletters

  • Contact us via email or the website contact form

  • Interact with our website, including through cookies and analytics tools

4. Lawful Bases for Processing

Under the UK GDPR, we must have a valid lawful basis to process your personal data. We rely on the following:

  1. To process and fulfil your order

    • Data processed: Name, address, contact details, payment method, order details

    • Lawful basis: Contract – to fulfil our contract with you

  2. To send marketing communications

    • Data processed: Name, email address

    • Lawful basis: Consent – you must actively opt in, and you can withdraw your consent at any time

  3. To respond to customer enquiries

    • Data processed: Contact details, enquiry content

    • Lawful basis: Legitimate interest – to provide customer service and respond to queries, and improve our service

  4. To comply with legal obligations

    • Data processed: Order and transaction data

    • Lawful basis: Legal obligation – to meet obligations under tax and accounting laws

  5. To improve our website and services

    • Data processed: Technical and usage data

    • Lawful basis: Legitimate interest – to analyse usage and enhance customer experience

5. How We Use Your Data

We will only use your personal data when the law allows us to. We use your personal data to:

  • Process and dispatch orders, including customer service communication

  • Manage returns, refunds, and exchanges

  • Send marketing communications if you’ve opted in

  • Monitor website performance and improve customer experience

  • Comply with our legal and regulatory obligations

6. Marketing and Communications

We will only send you marketing communications (e.g. newsletters, promotions) if you have given your explicit consent. You can opt out at any time by:

  • Clicking the "unsubscribe" link in any marketing email

  • Contacting us at calvin@distantwaves.co.uk

7. Sharing Your Data

We only share your personal data with third parties where necessary:

  • Squarespace and PayPal: For secure payment processing

  • Royal Mail: To deliver your order

All third-party service providers are required to comply with UK data protection laws and may only use your data for the specified purpose.

8. International Data Transfers

Some of our third-party providers (e.g., Squarespace, PayPal) may process your data outside the UK. In such cases, appropriate safeguards are in place, such as:

  • The use of adequacy regulations (e.g. EU/UK adequacy decisions)

  • Standard Contractual Clauses (SCCs) approved by the UK ICO

9. How Long We Keep Your Data

We retain your data only as long as necessary:

  • Order and transaction data: 6 years (for tax and accounting compliance)

  • Marketing data: Until you withdraw your consent or unsubscribe

  • Customer service queries: Up to 2 years from the last interaction

10. Your Rights

You, the data subject, have the following rights under the UK GDPR:

  • Right of access – to request a copy of your personal data

  • Right to rectification – to correct any inaccurate or incomplete data

  • Right to erasure – to request deletion of your data (in some cases)

  • Right to restrict processing – to limit how we use your data

  • Right to object – to our processing where lawful basis is legitimate interest

  • Right to data portability – to receive your data in a structured format

  • Right to withdraw consent – at any time, where processing is based on consent

To exercise any of these rights, contact: calvin@distantwaves.co.uk

11. Data Security

We have put in place appropriate technical and organisational measures to protect your personal data, including:

  • Secure servers and website encryption (HTTPS)

  • Limited access to personal data on a need-to-know basis

  • Secure payment gateways (Squarespace/PayPal)

12. Cookies and Tracking Technologies

We use cookies to improve your browsing experience and understand how our site is used. Cookies help us remember your preferences and gather anonymous analytics data. You can manage or disable non-essential cookies by visiting the “Cookie Preferences” section which can be found in the footer of the website.

13. Complaints

If you have concerns about how we handle your personal data, please contact us first at calvin@distantwaves.co.uk. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

14. Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you via email.