Moonface Records Ltd – Privacy Policy

Last Updated: 11 July 2026

Moonface Records Ltd ("Moonface Records", "we", "our" or "us") is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, place an order, contact us or otherwise interact with us.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR) and other applicable data protection legislation.

By using our website, you acknowledge that your personal information may be processed in accordance with this Privacy Policy.

1. Who We Are

Moonface Records Ltd is the data controller responsible for the personal information collected through this website.

As the data controller, we determine how and why your personal information is processed.

If you have any questions regarding this Privacy Policy or how we handle your personal information, you can contact us using the contact details published on our website.

2. Scope of This Policy

This Privacy Policy applies to:

visitors to our website;
customers purchasing products through our online store;
customers visiting or contacting our physical shop;
individuals who contact us by email, telephone or social media;
newsletter subscribers;
participants in competitions, promotions or surveys where applicable.

This Privacy Policy does not apply to third-party websites that may be linked from our website.

Those websites operate under their own privacy policies.

3. The Personal Information We Collect

Depending on how you interact with us, we may collect different categories of personal information.

Identity Information

This may include:

your name;
billing name;
delivery recipient name.

Contact Information

This may include:

email address;
telephone number;
billing address;
delivery address.

Order Information

When you place an order we may collect information relating to:

products purchased;
order value;
delivery preferences;
transaction history;
order reference numbers;
returns or exchanges.

Payment Information

Payments made through our website are processed securely by authorised third-party payment providers.

Moonface Records does not store your full payment card details.

We may receive limited payment-related information such as:

payment confirmation;
payment status;
transaction reference;
payment method used.

Website Usage Information

When you browse our website we may automatically collect technical information including:

IP address;
browser type;
operating system;
device information;
referring website;
pages visited;
time spent on pages;
search terms used within the website.

Some of this information is collected through cookies and similar technologies.

Further information is available in our Cookie Policy.

Communications

If you contact us, we may keep records of communications including:

emails;
contact form submissions;
customer service enquiries;
social media messages;
telephone call notes where appropriate.

This helps us respond to enquiries and maintain accurate customer service records.

Marketing Preferences

Where you choose to receive marketing communications, we may record:

your subscription preferences;
consent records;
marketing interactions;
email preferences.

You may unsubscribe from marketing communications at any time.

4. Information We Do Not Intentionally Collect

Our website is not intended to collect special category personal information such as information relating to:

health;
race or ethnicity;
religious beliefs;
political opinions;
trade union membership;
genetic or biometric information;
sexual orientation.

Please avoid sending such information unless it is genuinely necessary for a customer service enquiry.

5. How We Collect Your Information

We collect information in several ways.

Information You Provide

You may provide information when you:

create an account;
place an order;
complete checkout;
contact us;
subscribe to our newsletter;
request customer support;
enter promotions;
submit reviews.

Information Collected Automatically

Certain information is collected automatically when you use our website through:

cookies;
website analytics;
server logs;
security monitoring tools.

Some cookies are essential for the operation of our website, while others require your consent.

Information From Third Parties

In some circumstances we may receive information from trusted third parties including:

payment providers;
website platform providers;
delivery companies;
fraud prevention services;
analytics providers.

This information helps us fulfil orders, prevent fraud and improve our services.

6. Why We Process Your Personal Information

Data protection law requires us to have a lawful basis for processing your personal information.

Depending upon the circumstances, we rely on one or more of the following lawful bases.

Contract

Processing is necessary to fulfil our contract with you.

Examples include:

processing your order;
arranging delivery;
taking payment;
handling returns;
providing customer support.

Without this information we would be unable to fulfil your order.

Legal Obligation

Certain information must be processed to comply with legal obligations including:

accounting requirements;
tax legislation;
fraud prevention;
consumer protection laws.

Legitimate Interests

We may process personal information where it is necessary for our legitimate business interests provided your rights and freedoms are not overridden.

Examples include:

improving our website;
analysing customer purchasing trends;
preventing fraud;
maintaining website security;
responding to enquiries;
improving customer service;
business reporting.

Where appropriate we balance our interests against your privacy rights.

Consent

In certain situations we rely upon your consent.

Examples include:

email marketing;
non-essential cookies;
optional promotional communications.

Where consent is relied upon, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

7. Children

Our website is intended for general audiences.

We do not knowingly collect personal information from children under the age of 13 without appropriate parental involvement where required by law.

If we become aware that personal information has been collected from a child unlawfully, we will take reasonable steps to delete it.

8. Accuracy of Your Information

We ask customers to ensure that the information provided to us remains accurate and up to date.

If your contact details change, please notify us so we can update our records where appropriate.

9. How We Use Your Personal Information

Moonface Records uses personal information only where there is a legitimate reason to do so.

Depending on how you interact with us, we may use your information to:

process and fulfil your orders;
verify payments;
arrange delivery of purchases;
provide customer support;
respond to enquiries;
process returns, refunds and exchanges;
communicate about your orders;
maintain customer accounts where applicable;
improve our products and services;
personalise your shopping experience;
analyse website performance;
administer promotions or competitions;
comply with legal and regulatory obligations;
detect and prevent fraud or other unlawful activity;
protect the security of our website and systems.

We will only use your personal information for the purposes for which it was collected, unless we are legally permitted to use it for another compatible purpose.

10. Order Processing

When you place an order, we use your personal information to:

verify your order;
process payment;
prepare your order for dispatch;
arrange delivery;
provide order updates;
respond to any questions regarding your purchase;
administer returns or refunds where required.

Without this information we would be unable to fulfil your order.

11. Customer Service

If you contact Moonface Records, we may use your information to:

respond to enquiries;
investigate reported issues;
resolve complaints;
provide technical or product support;
improve our customer service.

We may retain correspondence where reasonably necessary to maintain an accurate record of previous communications.

12. Marketing Communications

Where you have chosen to receive marketing communications, we may send information regarding:

new releases;
exclusive products;
special offers;
promotions;
events;
competitions;
store news.

You can withdraw your consent or unsubscribe at any time by:

clicking the unsubscribe link contained within marketing emails; or
contacting Moonface Records directly.

We will never require you to receive marketing communications as a condition of making a purchase.

13. Website Analytics

We use website analytics tools to better understand how visitors use our website.

This may include information such as:

popular pages;
visitor numbers;
navigation behaviour;
approximate geographical location;
device types;
browser information.

This information helps us improve website performance and customer experience.

Where required by law, analytics cookies will only be used after obtaining your consent.

14. Fraud Prevention and Website Security

We take the protection of our customers and business seriously.

Personal information may be processed to:

identify fraudulent transactions;
detect unusual account activity;
protect customer accounts;
investigate suspected misuse of the website;
maintain website security;
comply with legal obligations relating to fraud prevention.

Where necessary, automated fraud prevention systems operated by trusted third parties may also be used.

15. Who We Share Your Information With

We never sell your personal information to third parties.

However, we may share personal information where necessary with carefully selected organisations that help us operate our business.

These include:

website hosting providers;
payment processors;
delivery companies;
IT service providers;
website analytics providers;
fraud prevention providers;
accounting software providers;
professional advisers where necessary;
government or regulatory authorities where legally required.

All such organisations are expected to handle personal information securely and only for legitimate purposes.

16. Payment Providers

Payments made through our website are securely processed by authorised third-party payment providers.

Moonface Records does not receive or store your complete payment card details.

Payment providers process payment information in accordance with their own privacy policies and applicable payment industry security standards.

17. Delivery Partners

To deliver your orders we must share relevant delivery information with our delivery providers.

This may include:

your name;
delivery address;
email address where required for delivery notifications;
telephone number where required;
parcel reference information.

This information is shared solely for the purpose of delivering your order.

18. Website Platform Providers

Our website is operated using trusted third-party technology providers.

As part of operating our online store, certain personal information may be processed by these providers on our behalf.

Such providers process information only as necessary to deliver website functionality and services.

19. Professional Advisers

Where reasonably necessary, personal information may be shared with professional advisers including:

accountants;
auditors;
insurers;
solicitors;
regulatory advisers.

Such disclosure will only occur where necessary for legitimate business purposes or to comply with legal obligations.

20. Legal Requirements

We may disclose personal information where required to do so by law or where we reasonably believe disclosure is necessary to:

comply with legal obligations;
respond to lawful requests from public authorities;
establish, exercise or defend legal claims;
prevent fraud or criminal activity;
protect the rights, property or safety of Moonface Records, our customers or others.

21. International Transfers

Some of our trusted service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure appropriate safeguards are in place as required by UK data protection legislation.

These safeguards may include:

adequacy regulations;
International Data Transfer Agreements (IDTAs);
approved contractual safeguards;
other lawful transfer mechanisms.

22. Data Retention

We retain personal information only for as long as reasonably necessary.

Retention periods depend upon:

legal requirements;
accounting obligations;
tax legislation;
warranty obligations;
dispute resolution;
legitimate business needs.

Once personal information is no longer required, it will be securely deleted, anonymised or otherwise disposed of.

23. Security

Moonface Records takes appropriate technical and organisational measures to protect personal information.

These measures may include:

secure website encryption (HTTPS);
password protection;
access controls;
restricted staff access;
secure payment processing;
software updates;
monitoring for suspicious activity.

Although we take reasonable steps to protect personal information, no method of transmission over the internet can be guaranteed to be completely secure.

Customers should also take reasonable steps to protect their own accounts and passwords.

24. Data Breaches

In the unlikely event of a personal data breach that presents a risk to individuals' rights and freedoms, Moonface Records will investigate promptly.

Where required by law, we will:

notify the appropriate supervisory authority;
notify affected individuals where legally required;
take appropriate steps to minimise the impact of the breach.

25. Business Transfers

If Moonface Records undergoes a business reorganisation, merger, acquisition or sale of assets, personal information may be transferred as part of that transaction.

Any such transfer will continue to be subject to appropriate confidentiality and data protection obligations.

26. Third-Party Websites

Our website may contain links to third-party websites or services.

Moonface Records is not responsible for the privacy practices of those third parties.

Customers are encouraged to read the privacy policies of any external websites they visit before providing personal information.

27. Cookies and Similar Technologies

Moonface Records uses cookies and similar technologies to ensure our website functions correctly, improve your browsing experience and help us understand how visitors use our website.

Cookies are small text files placed on your device when you visit our website.

Depending on your preferences, cookies may be used to:

remember items in your shopping basket;
remember your preferences and settings;
keep you signed into your account where applicable;
improve website performance;
analyse visitor behaviour;
measure the effectiveness of advertising campaigns;
help protect the security of our website.

Where required by law, we will ask for your consent before placing non-essential cookies on your device.

You can manage your cookie preferences at any time through our website's cookie settings or your browser settings.

For more detailed information, please refer to our separate Cookie Policy.

28. Marketing Communications

Where you have given your consent, Moonface Records may contact you with information about:

new product releases;
exclusive products;
special offers;
promotions;
competitions;
events;
store news.

Marketing communications may be sent by email or through other channels where you have agreed to receive them.

You can withdraw your consent or unsubscribe at any time by:

clicking the unsubscribe link included within our marketing emails;
updating your account preferences where applicable; or
contacting Moonface Records directly.

Withdrawing your consent will not affect communications relating to existing orders or customer service enquiries.

29. Your Rights

Under UK data protection law, you have a number of rights regarding your personal information.

These rights include:

The Right to Be Informed

You have the right to understand how your personal information is collected, used and shared.

This Privacy Policy is intended to provide that information.

The Right of Access

You may request a copy of the personal information we hold about you.

This is commonly known as a Subject Access Request.

The Right to Rectification

If you believe any personal information we hold is inaccurate or incomplete, you may request that it is corrected.

The Right to Erasure

In certain circumstances, you may request that your personal information is deleted.

This is sometimes referred to as the "Right to be Forgotten."

This right is not absolute and may not apply where we are legally required to retain certain information.

The Right to Restrict Processing

You may request that we temporarily restrict the processing of your personal information in certain circumstances.

The Right to Data Portability

Where applicable, you may request a copy of certain personal information in a structured, commonly used and machine-readable format.

The Right to Object

You may object to certain types of processing, including processing carried out for direct marketing purposes.

Where you object to direct marketing, we will stop processing your information for those purposes.

Rights Relating to Automated Decision-Making

Moonface Records does not make decisions producing legal or similarly significant effects based solely on automated processing.

If this changes in the future, we will update this Privacy Policy accordingly.

30. Exercising Your Rights

If you wish to exercise any of your data protection rights, please contact Moonface Records using the contact details published on our website.

To protect your personal information, we may ask you to verify your identity before responding to your request.

We will normally respond within one calendar month, although this period may be extended where permitted by law.

We do not normally charge a fee for responding to requests unless they are manifestly unfounded, excessive or repetitive.

31. Withdrawing Consent

Where we rely on your consent to process personal information, you may withdraw that consent at any time.

Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

32. Complaints

We hope to resolve any concerns regarding your personal information quickly and fairly.

If you have any concerns about how Moonface Records handles your personal information, please contact us in the first instance so we have the opportunity to investigate and resolve the matter.

If you remain dissatisfied, you have the right to lodge a complaint with the UK's independent data protection regulator:

Information Commissioner's Office (ICO)

Further information is available from the ICO's official website.

33. Changes to This Privacy Policy

Moonface Records may update this Privacy Policy from time to time to reflect:

changes in legislation;
changes to our business;
changes to the services we provide;
improvements to our data protection practices.

The latest version will always be published on our website together with the date of the most recent update.

Where significant changes are made, we may take additional steps to bring those changes to your attention where appropriate.

34. Contact Us

If you have any questions about this Privacy Policy or wish to exercise any of your data protection rights, please contact Moonface Records using the contact details published on our website.

Where possible, please include sufficient information to help us identify your enquiry and respond as efficiently as possible.