Portland Wine Cellars customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: shop@portlandwinecellars.co.uk
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Purchase or service history
- Correspondence
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Payment details
- Purchase or viewing history
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Where we get personal information from
Directly from you
How long we keep information
Data Category: Customer Orders & Invoices
Retention Period: Customer Orders & Invoices
Legal Basis / Notes: Required for HMRC compliance (tax and accounting records).
Data Category: Customer Personal Data
Retention Period: Duration of customer relationship + 2 years
Legal Basis / Notes: Delete or anonymise after inactivity unless legally required.
Data Category: Marketing Consent Records
Retention Period: Until consent is withdrawn or 2 years after last interaction
Legal Basis / Notes: Comply with PECR and UK GDPR.
Data Category: Email Communications
Retention Period: 2 years
Legal Basis / Notes: Unless needed for legal or contractual reasons.
Data Category: Website Analytics Data
Retention Period: 14 months
Legal Basis / Notes: Aligns with Google Analytics default; anonymise where possible.
Data Category: Payment Information
Retention Period: Until transaction complete + 90 days
Legal Basis / Notes: Do not store full card details; comply with PCI DSS.
Data Category: Support Tickets & Chat Logs
Retention Period: 2 years
Legal Basis / Notes: Useful for dispute resolution and service improvement.
Data Category: Cookies & Tracking Data
Retention Period:6–24 months
Legal Basis / Notes: Must be disclosed in cookie banner and privacy policy.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Brevo
This data processor does the following activities for us: Email Marketing platform
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
17/09/2025