Privacy & Cookie Policy — My Filler UK Ltd

1. Introduction

This Privacy & Cookie Policy explains how My Filler UK Ltd ("we", "us", or "our") collects, uses, and protects your personal data when you use our website.
By using this site, you agree to the practices described below.
We act as the data controller for all data submitted through our website.

2. Who We Are

My Filler UK Ltd
129 Lockesley Drive, Orpington, England, BR5 2AD
Email: helpdesk@myfiller.co.uk
Company Number: 16592996
Registered in England and Wales

All customer data, accounts, and order information are controlled and processed by My Filler UK Ltd.

3. Scope

This policy applies to our website and all services provided by My Filler UK Ltd.

4. Information We Collect

a. Information you provide directly

Name, contact details, billing and delivery address
Account login credentials
Order and payment details
Practitioner credentials (for restricted products)
Communications via chat, email, or social channels

b. Information collected automatically

IP address, browser, and device type
Website behaviour, session logs, and referring URLs
Cookies and analytics identifiers

c. Marketing preferences

Opt-ins for product updates or training information
Preferred communication channels

5. How We Use Your Information

We use your data to:

Process and deliver orders
Verify practitioner eligibility for professional products
Manage billing, payments, and fraud prevention
Communicate order updates and respond to support enquiries
Improve our platform and user experience
Send marketing communications (where you've given consent)
Comply with legal and traceability obligations

6. Legal Basis for Processing

We process personal data under:

Contractual necessity – to fulfil orders and provide services
Legitimate interest – to operate, secure, and improve our platform
Consent – for marketing and non-essential cookies
Legal obligation – for tax, accounting, and compliance requirements

7. Data Hosting and Security

Our proprietary e-commerce platform is hosted on Amazon Web Services (AWS) in the UK (London region).
All data remains within the UK and is protected by industry-standard encryption, access controls, and monitoring.
We apply strong technical and organisational measures to safeguard data in accordance with Article 32 of the UK GDPR.

From time to time, vetted developers or contractors may access systems for maintenance or updates. They operate under strict confidentiality and GDPR-compliant processing agreements.

8. Third-Party Integrations

We use the following third parties to support our operations:

Worldpay – for secure payment processing
ShipStation – for order fulfilment and courier management

These providers act as independent data controllers for their services and handle your data in accordance with their own GDPR-compliant privacy policies.
We also engage trusted service partners for email delivery, analytics, and marketing automation, all bound by confidentiality and data-processing agreements.

9. Data Sharing

We only share personal data when necessary to:

Deliver orders (with couriers and logistics partners)
Process payments (via Worldpay)
Provide customer service and support
Comply with legal obligations or respond to lawful requests

We never sell or rent personal information.

10. International Transfers

All core data is hosted in the UK.
If limited transfers occur (for example, through a processor providing international support), they are protected by Standard Contractual Clauses or other UK-approved safeguards.

11. Data Retention

We retain your data only as long as required to:

Fulfil orders and after-sales support
Maintain tax and accounting records (normally 6 years)
Meet regulatory traceability requirements

After this, data is securely deleted or anonymised.

12. Your Rights

You have the right to:

Access the data we hold about you
Request correction of inaccurate details
Request deletion (where legally permissible)
Withdraw consent for marketing
Object to certain processing
Request data portability

To exercise your rights, contact helpdesk@myfiller.co.uk.
We respond within one calendar month.

13. Cookies and Similar Technologies

We use cookies to:

Enable secure login, checkout, and site functionality
Analyse traffic and improve platform performance
Personalise offers and marketing (where consented)

Essential cookies are required for functionality and cannot be disabled.
You can manage or delete non-essential cookies through your browser settings or our on-site consent banner.

We regularly review and update the marketing, analytics, and social-media tools integrated into our platform to ensure they remain compliant with UK data-protection law.
All such tools are operated under GDPR-compliant data-processing terms.

14. Marketing Communications

If you opt in, we may send updates about products, promotions, or training via email, SMS, or chat.
You can unsubscribe at any time via the link in our messages or by contacting us.
Campaigns may feature Partner Storefront branding, but all communications are managed by Derma Supply UK Ltd.

15. Data Security Practices

We use:

End-to-end SSL encryption
Encrypted databases and secure access controls
Regular audits, monitoring, and backups
Staff confidentiality agreements and training

Although no system is entirely immune to risk, we take all reasonable measures to protect your data from unauthorised access or misuse.

16. External Links

Partner Storefronts may link to other websites or social media accounts.
We are not responsible for the privacy practices of external sites. Review their policies before submitting any personal data.

17. Updates to This Policy

We may amend this policy periodically to reflect legal, operational, or technological changes.
The latest version will always appear on our websites.
Continued use of our platform signifies acceptance of any updated policy.

Last Updated: 5 November 2025

18. Contact

Data Protection Contact
My Filler UK Ltd
129 Lockesley Drive, Orpington, England, BR5 2AD
Email: helpdesk@myfiller.co.uk