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Privacy Policy

Last updated: 23 October 2026

Polo Tiles Ltd ("Polo Tiles", "we", "us" or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, share and protect your personal information when you visit polotiles.co.uk, create an account, place an order, contact us or visit our showroom, and tells you about your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Polo Tiles Ltd is the data controller responsible for your personal data.

  • Company name: Polo Tiles Ltd
  • Company number: 17224819, registered in England and Wales
  • Showroom / store: Willow Tree Farm, Love Lane, Iver, SL0 9QZ
  • Email: polo.tiles.ltd@gmail.com
  • Phone: 07500 054999

If you have any questions about this policy or how we handle your data, please contact us using the details above.

2. The information we collect

We may collect, use and store the following types of personal data:

  • Identity data: your first name, last name and title.
  • Contact data: billing address, delivery address, email address and telephone number.
  • Account data: your login details, saved wishlist items, order history and preferences when you register for an account. Passwords are stored in encrypted form and are never visible to us.
  • Transaction data: details of products you have purchased, order values, payment status and delivery details. Card payments are processed securely by Stripe – we do not see or store your full card number.
  • Communications data: messages, enquiries, quote or sample requests, photos or room measurements you send us by email, phone, contact form or social media.
  • Technical data: IP address, browser type and version, device type, operating system, time zone, and information about how you use our website, collected through cookies and similar technologies.
  • Marketing data: your preferences about receiving marketing from us and your communication preferences.

We do not knowingly collect any special category data (such as information about health, religion or ethnicity) and we ask that you do not send us this type of information.

3. How we collect your information

  • Directly from you – when you create an account, place an order, add items to your wishlist, fill in our contact form, request a quote or samples, call or email us, message us on social media, or visit our showroom.
  • Automatically – when you browse our website, we collect technical data using cookies and similar technologies (see section 7).
  • From third parties – such as our payment provider (Stripe) confirming a payment, delivery partners providing delivery updates, and social media platforms (e.g. Instagram, TikTok) when you interact with our pages.

4. How and why we use your information

We only use your personal data where the law allows us to. The table below explains what we use your data for and our lawful basis for doing so.

Purpose Lawful basis
To create and manage your customer account Performance of a contract
To process and deliver your order, take payment, and manage returns, refunds and exchanges Performance of a contract
To respond to your enquiries, quote requests and sample requests, and provide product or design advice Legitimate interests (responding to customers) / steps taken at your request before entering into a contract
To send you service messages, such as order confirmations, delivery updates and changes to our terms Performance of a contract / legal obligation
To keep accounting, tax and VAT records Legal obligation
To send you news, offers and promotions about our tiles and accessories Consent, or legitimate interests for existing customers who bought similar products (you can opt out at any time)
To run, secure and improve our website, prevent fraud and troubleshoot problems Legitimate interests (running our business and keeping our website secure)
To understand how visitors use our website through analytics cookies Consent
To establish, exercise or defend legal claims Legitimate interests

If you do not provide information we need to fulfil your order (for example, a delivery address), we may be unable to complete your purchase.

5. Marketing

We will only send you marketing emails or messages if you have agreed to receive them, or if you are an existing customer and we are telling you about similar products, in which case you will always be given a simple way to opt out. You can unsubscribe at any time by clicking the "unsubscribe" link in any marketing email, updating your account preferences, or contacting us at polo.tiles.ltd@gmail.com.

We will never sell your personal data to third parties for their own marketing purposes.

6. Who we share your information with

We only share your personal data where necessary, and only with trusted parties who are required to keep it secure and use it only for the purposes we specify. These include:

  • Payment providers – Stripe, which processes card payments securely on our behalf. Stripe's use of your data is also governed by its own privacy policy.
  • Website platform and hosting providers – Maxsello, which provides our e-commerce platform, and its cloud hosting and storage providers.
  • Delivery and logistics partners – couriers and hauliers who deliver your order, who receive your name, delivery address and phone number.
  • Suppliers and manufacturers – where an order is dispatched directly from a supplier, we share only the information needed for delivery.
  • IT, email and communication service providers – who help us run our business systems and email.
  • Professional advisers – such as accountants, lawyers, auditors and insurers.
  • Authorities – HM Revenue & Customs, the police or other regulators where we are legally required to do so, or to prevent fraud.
  • Business transfers – if we sell, transfer or merge any part of our business, your data may be transferred to the new owner, who will continue to use it in line with this policy.

7. Cookies

Cookies are small text files placed on your device when you visit a website. We use them to make our website work and to understand how it is used.

  • Strictly necessary cookies – these are required for the website to function, for example to keep items in your cart, keep you signed in to your account, remember your wishlist, protect forms against misuse, and process secure checkout. These cannot be switched off.
  • Analytics cookies – these help us understand how visitors use our website so we can improve it. We only set these with your consent.

You can manage or delete cookies through your browser settings at any time. Blocking strictly necessary cookies may stop parts of the website, such as the cart and checkout, from working properly.

8. International transfers

Some of our service providers (such as payment, email and cloud hosting providers) may process your data outside the United Kingdom, including in the European Economic Area and the United States. Where this happens, we make sure your data is protected by appropriate safeguards, such as UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or the UK–US Data Bridge.

9. How long we keep your information

We only keep your personal data for as long as necessary for the purposes we collected it for, including to meet any legal, accounting or reporting requirements. 

10. How we protect your information

We have put appropriate technical and organisational measures in place to protect your personal data from being lost, misused, accessed without authorisation, altered or disclosed. Our website uses secure (HTTPS) encryption, payments are handled by Stripe in line with PCI DSS standards, and access to your data is limited to those who need it to do their job.

No method of transmission over the internet is completely secure, but we will notify you and the Information Commissioner's Office (ICO) of any personal data breach where we are legally required to do so. Please keep your account password confidential and let us know straight away if you think your account has been compromised.

11. Your rights

Under UK data protection law, you have the right to:

  • Access – request a copy of the personal data we hold about you.
  • Rectification – ask us to correct inaccurate or incomplete data.
  • Erasure – ask us to delete your data where there is no good reason for us to keep it.
  • Restriction – ask us to pause the use of your data in certain circumstances.
  • Data portability – ask us to transfer data you have given us to you or another organisation, in a commonly used format.
  • Object – object to us using your data based on legitimate interests, and object at any time to direct marketing.
  • Withdraw consent – where we rely on your consent, you can withdraw it at any time. This will not affect anything we did before you withdrew it.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.

To exercise any of these rights, please email polo.tiles.ltd@gmail.com or call 07500 054999. There is usually no charge. We may need to confirm your identity before responding, and we aim to reply within one month.

12. Children's privacy

Our website and products are intended for adults. We do not knowingly collect personal data from children under 16. If you believe a child has given us their personal data, please contact us and we will delete it.

13. Links to other websites and social media

Our website may contain links to other websites and social media platforms, such as Instagram and TikTok. We are not responsible for the privacy practices of these third parties, and we encourage you to read their privacy policies before sharing any personal data with them.

14. Complaints

If you have a concern about how we use your personal data, please contact us first and we will do our best to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection:

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services or the law. The latest version will always be available on this page, with the "Last updated" date shown at the top. Where changes are significant, we will let you know by email or a notice on our website.

16. Contact us

If you have any questions about this Privacy Policy or your personal data, please get in touch:

Polo Tiles Ltd
Willow Tree Farm, Love Lane, Iver, SL0 9QZ
Email: polo.tiles.ltd@gmail.com
Phone: 07500 054999
Or use our contact page.