Privacy & data

Privacy Notice

Last updated: 30 June 2026

At Paint By Dots, we respect your privacy. This Privacy Notice explains what personal data we collect, why we use it, how we protect it, and what rights you have.

This notice applies when you visit our website, place an order, contact us, subscribe to marketing or use our services.

1. Who is responsible for your data?

The controller responsible for your personal data is:

If you have questions about this Privacy Notice or how we process your personal data, you can contact us at support@paintbydots.co.

2. What personal data do we collect?

We collect the information needed to run our webshop, process your orders, deliver your products and provide customer support.

This may include:

• name,
• email address,
• telephone number, if you provide it,
• delivery address and billing address,
• order details, including products, size, variant and price,
• payment status and transaction details, but not your full card number,
• customer service messages, return requests and complaints,
• tracking and delivery information,
• technical information such as IP address, browser, device type and cookies,
• marketing preferences, if you subscribe to newsletters or accept marketing,
• uploaded images, if you order a personalised dot painting from your own photo.

3. Uploaded photos for personalised products

If you order a personalised dot painting from your own photo, we process the image you upload so we can review, prepare and produce your personalised product.

Uploaded images are used only to handle your order, produce your product, provide customer support and resolve any quality or delivery issues.

We will not use your uploaded photo for marketing, social media or on our website without your separate permission.

4. Why do we use your data?

We process your personal data for the following purposes:

• to receive and process your order,
• to take payment and prevent fraud,
• to produce and deliver your products,
• to send order confirmations, delivery updates and tracking information,
• to answer questions and provide customer support,
• to handle returns, complaints and refunds,
• to meet accounting, tax and legal obligations,
• to improve the webshop and customer experience,
• to send newsletters or marketing, if you have given consent or where this is otherwise allowed by law,
• to show relevant advertising, if you have accepted relevant cookies or tracking.

5. Legal bases for processing

We process your personal data on the following legal bases:

6. Payments

Payments are processed by secure payment providers. We do not receive or store your full payment card number.

Payment providers may process information such as name, payment status, billing details, transaction ID and details needed to approve payment and prevent fraud.

7. Who do we share data with?

We share personal data only where needed to run our webshop, fulfil your order, comply with the law or provide the services you requested.

We may share data with:

• our ecommerce platform and technical providers, including Shopify,
• payment providers and fraud prevention services,
• production and logistics partners,
• shipping carriers and delivery partners,
• customer service, email and communication tools,
• analytics and marketing tools, if you have accepted relevant cookies or consent,
• accountants, advisers or authorities where needed to comply with the law.

We do not sell your personal data as a product. We only share data where necessary or lawful.

8. International transfers

Because we use international suppliers and an ecommerce platform, your personal data may be processed in countries outside the United Kingdom, EU or EEA, including countries where our suppliers operate.

Where personal data is transferred internationally, we use appropriate safeguards where required, such as data processing agreements, standard contractual clauses, adequacy decisions or other lawful transfer mechanisms.

9. How long do we keep your data?

We keep personal data only for as long as needed for the purposes it was collected for, or for as long as the law requires.

Typical retention periods:

• order and invoice data is kept for accounting, tax and legal documentation purposes,
• customer service messages are kept as long as needed to handle the case and document communication,
• marketing data is kept until you unsubscribe or withdraw consent,
• cookie and analytics data is kept according to our cookie settings and supplier retention periods,
• uploaded photos for personalised products are kept only as long as needed for production, support, quality control and possible complaints.

10. Cookies and similar technologies

We use cookies and similar technologies to make the webshop work, remember settings, improve the user experience, analyse traffic and, where you have given consent, support marketing and advertising.

Cookies may include:

• Necessary cookies: used for basic functions such as basket, checkout, security and payment.
• Analytics cookies: used to understand how the webshop is used.
• Marketing cookies: used for advertising, measurement and relevant campaigns, where you have given consent.

You can manage or withdraw your cookie consent through our cookie banner or cookie settings, where available.

11. Newsletters and marketing

If you subscribe to our newsletter or accept marketing, we may send you emails with news, inspiration, product information and offers.

You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us at support@paintbydots.co.

Even if you unsubscribe from marketing, we may still send necessary service messages about your order, delivery, payment, return or customer service case.

12. Security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or misuse.

No online service can guarantee complete security. Please contact us immediately if you believe your data may have been misused.

13. Children

Our webshop is not directed at children placing orders independently. If you are below the relevant age of consent in your country, a parent or guardian should help with the order.

If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete the information where necessary.

14. Your rights

Depending on the situation, you may have the following rights under data protection law:

• right to be informed,
• right of access to the personal data we hold about you,
• right to rectification of inaccurate data,
• right to erasure in certain cases,
• right to restrict processing,
• right to data portability,
• right to object to certain processing,
• right to withdraw consent where processing is based on consent,
• right not to be subject to certain automated decisions, where relevant.

If you want to exercise your rights, please contact us at support@paintbydots.co. We may ask for information to help confirm your identity before handling your request.

15. Complaints

If you believe we have not handled your personal data properly, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office or, if applicable, to a relevant data protection authority in your country of residence.

16. Changes to this Privacy Notice

We may update this Privacy Notice from time to time, for example if our services, suppliers, legal requirements or data processing change.

The latest version will always be available on this page. The date at the top shows when this notice was last updated.

Privacy question?

Please contact us.

support@paintbydots.co

Response usually within 24–48 hours