Privacy policy

Last updated: 3 June 2026

Vargrim Craftworks respects your privacy.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, and what rights you have.

1. Who we are

Vargrim Craftworks is a UK-based miniature painting and commission studio.

Data controller: [INSERT LEGAL OWNER OR COMPANY NAME] trading as Vargrim Craftworks
Email: [INSERT PUBLIC CUSTOMER EMAIL]
Address: [INSERT SERVICEABLE BUSINESS ADDRESS]

2. ICO registration and data protection fee

Vargrim Craftworks processes customer personal information for business purposes, including names, contact details, order details, delivery information, commission briefs and customer correspondence.

Where required, Vargrim Craftworks will register with the Information Commissioner's Office and pay the applicable data protection fee.

The ICO maintains a public register of organisations that pay the data protection fee.

3. Information we collect

We may collect:

  • your name;
  • email address;
  • phone number, if provided;
  • billing address;
  • delivery address;
  • order details;
  • commission brief details;
  • payment confirmation details;
  • messages, enquiry forms and email correspondence;
  • photos or reference images you send us;
  • website usage information through cookies and analytics;
  • review or testimonial content you choose to provide.

We do not intentionally collect payment card details directly. Payments are usually processed by Shopify, PayPal, Stripe or another secure payment provider.

4. How we use your information

We use your information to:

  • respond to enquiries;
  • provide quotes;
  • process orders;
  • manage commission projects;
  • send invoices and payment confirmations;
  • deliver products;
  • provide customer support;
  • send WIP updates;
  • handle refunds, returns or complaints;
  • improve the website and customer experience;
  • send marketing emails if you have opted in;
  • keep business, tax and accounting records;
  • protect against fraud or misuse.

5. Legal basis for using your information

Depending on the situation, we may use your information because:

  • it is necessary to fulfil a contract with you;
  • we have a legitimate business interest;
  • we need to comply with a legal obligation;
  • you have given consent, such as opting into marketing emails.

6. Marketing emails

We will only send marketing emails if you have signed up, opted in, or otherwise given permission.

You can unsubscribe at any time using the unsubscribe link in the email or by contacting us.

7. Sharing your information

We may share relevant information with trusted service providers, including:

  • Shopify;
  • payment processors;
  • delivery companies;
  • email marketing platforms;
  • accounting software or accountants;
  • website analytics providers;
  • fraud prevention or security tools.

We only share what is necessary for the relevant purpose.

We do not sell your personal information.

8. How long we keep your information

We keep personal information only for as long as necessary.

Order, accounting and tax records may need to be kept for legal and business record-keeping purposes.

Commission correspondence may be kept where needed for project records, dispute handling, portfolio permissions or repeat customer reference.

Marketing data is kept until you unsubscribe or ask us to delete it, unless we need to keep limited records to respect your preferences.

9. Your rights

Depending on the circumstances, you may have the right to:

  • ask what personal information we hold about you;
  • ask us to correct inaccurate information;
  • ask us to delete information;
  • object to certain uses;
  • restrict certain processing;
  • ask for a copy of your information;
  • withdraw consent for marketing.

To exercise your rights, contact [INSERT PUBLIC CUSTOMER EMAIL].

10. Security

We take reasonable steps to protect your information from loss, misuse, unauthorised access or disclosure.

No website or online service can be guaranteed completely secure, but we use reputable platforms and service providers.

11. Cookies

Our website may use cookies and similar technologies for site function, analytics, performance, marketing and checkout operation.

See our Cookie Policy section in the Disclaimers page for more information.

12. Data protection complaints

If you have a concern about how Vargrim Craftworks handles your personal information, please contact us first so we can investigate and respond.

Data protection complaints should be sent to:

Email: [INSERT PUBLIC CUSTOMER EMAIL]
Postal address: [INSERT SERVICEABLE BUSINESS ADDRESS]

Please include your name, contact details, a clear description of the issue, and any relevant order or enquiry reference.

We will acknowledge receipt of your data protection complaint within 30 days of receiving it. We will then take appropriate steps to investigate the complaint, keep you informed where necessary, and tell you the outcome without undue delay.

You also have the right to complain to the Information Commissioner's Office if you are unhappy with how we use your personal information or how we handle your complaint.