Privacy Policy
Last updated: 27 September 2026
Who we are
SONARD Ltd (company number [COMPANY NUMBER], registered office [REGISTERED OFFICE ADDRESS]) is the controller of the personal information described in this policy. We're responsible for deciding how it's used.
Questions about your information: orders@sonard.co.uk.
What information we collect
When you place an order
- Your name, email address and phone number.
- Your order details: items, pre-order window, amounts paid and owed, collection and refund records.
- The affiliated club you chose to support (if any), and any discount code used.
Payment information
Card payments are processed by Stripe. You enter your card details directly on Stripe's secure payment page. We never see or store your full card number. If you pay a deposit, Stripe keeps your card so we can charge the remaining balance. We can see only limited details, such as the card brand, last four digits and expiry date.
When you use our website
- A sign-in link record when you ask to view your orders. We store it in a scrambled form, and it expires quickly.
- Basic technical information needed to run and secure the site, such as IP address, browser type and error logs.
Clubs
For affiliated clubs, we hold the club's name and address (which we publish on our club register), the contact details of the person who deals with us, and payment records for cashback.
How and why we use it
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Taking and managing your order, charging deposits and balances, arranging collection, handling cancellations and refunds | Performance of a contract with you |
| Sending you emails about your order (confirmation, arrival updates, payment, ready for collection) | Performance of a contract |
| Letting you view your orders using an emailed sign-in link | Performance of a contract |
| Calculating and paying club cashback | Our legitimate interests in running the cashback scheme |
| Keeping accounting and tax records | Legal obligation |
| Preventing fraud and keeping our website secure | Our legitimate interests |
| Handling complaints and legal claims | Our legitimate interests |
We don't send marketing emails, and we don't sell your information.
Who we share it with
We use trusted service providers who process information on our behalf and only on our instructions:
| Provider | What for |
|---|---|
| Stripe Payments UK Ltd / Stripe, Inc. | Card payments, saved cards, invoices and refunds |
| Vercel Inc. | Website hosting |
| Neon Inc. | Database hosting |
| Google (Google Workspace: Google Cloud EMEA Ltd / Google LLC) | Sending order emails, and our business email |
The club you choose will not receive your personal details. Clubs only receive cashback totals and order references.
We may also share information when required by law, or with our professional advisers (such as accountants).
International transfers
How long we keep it
- Order and payment records: 6 years after the end of the financial year in which the order was completed, to meet our accounting and tax obligations.
- Sign-in link records: deleted within [30] days of expiry.
- Technical logs: up to [30] days.
- Club records: for as long as the club is in the scheme, and payment records for 6 years after that.
Cookies
When you pay, you're taken to Stripe's payment page, which uses its own cookies for security and fraud prevention. See Stripe's privacy policy.
Your rights
You have the right to:
- access a copy of your information;
- have inaccurate information corrected;
- have your information deleted (where we don't need to keep it for legal reasons, such as accounting records);
- restrict or object to how we use it (including where we rely on legitimate interests);
- receive your information in a portable format.
To exercise any of these rights, email orders@sonard.co.uk. We'll respond within one month.
Complaints
If you're unhappy with how we've handled your information, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk, 0303 123 1113.
Changes
We may update this policy. The latest version will always be on this page.