Privacy notice

1. Who we are

Shop Gold Gift (“we”, “us”) is an independent gold gift studio operating from Keizersgracht 241, Unit 4B, 1016 EA Amsterdam, Netherlands. We are the controller responsible for the personal information described in this notice.

For any question about privacy, or to exercise any of the rights set out in section 9, write to support@shipgoldgift.org with the subject line “Data request”. This address reaches the person who handles our records directly.

2. What we collect

We collect only what is needed to answer you and to complete an order. In practice that means the following categories.

Information you give us

• Contact details — your name, email address and, where you provide it, a delivery address and country.
• Enquiry content — the occasion, budget, recipient preferences, engraving wording and any other detail you choose to include in a message to us.
• Order details — the items ordered, metal and fineness, measured weights, engraving instructions and the delivery address.
• Payment information — where payment is taken by bank transfer we see the transaction reference and the account name on the incoming payment. We do not store full card numbers and we do not process card payments on this website.
• Correspondence — the record of our email exchange with you, which we keep so that quotations, engraving proofs and agreed terms can be verified later.

Information we generate

• Order and dispatch records — order references, dispatch dates, carrier tracking references and the certificate details issued with your piece.
• Return and after-sales records — what was returned, when, and how it was resolved.

What we do not collect

• We do not collect browsing history, device fingerprints, advertising identifiers or location data.
• We do not buy personal information from data brokers or list vendors.
• We do not ask for identity documents, and we do not run automated decision-making or profiling of any kind.

3. Why we collect it and on what legal basis

Under the UK and EU General Data Protection Regulation, as applied in the Netherlands through the UAVG, we rely on the following legal bases.

Where we rely on legitimate interests, we have weighed our interest against your rights and expectancies. The two interests above are limited to running an honest retail business: we do not use them to build advertising profiles, and we do not use your information for any purpose you would find surprising.

We do not send marketing email to people who have not asked for it. If you consent to updates, every message carries a one-click unsubscribe link and unsubscribing takes effect immediately.

4. What this website does and does not do

This site is deliberately built as plain static pages, and that has practical consequences for your privacy.

• No cookies. This website sets no cookies at all — not for analytics, not for advertising, not for preferences. There is nothing to consent to, which is why you have not seen a cookie banner.
• No analytics. We run no traffic measurement of any kind. We cannot tell how many people visited this page, where they came from, or what they looked at.
• No third-party requests. Every font, stylesheet, image and script on this site is served from our own domain. There are no content delivery networks, no embedded videos, no social media widgets, no advertising pixels and no external tracking scripts. Loading a page here does not tell any other company that you visited.
• System fonts only. We do not load web fonts from any external service, so no font provider sees your visit.
• The enquiry form does not transmit anything. The form on our contact page is ordinary static HTML with no server behind it. Pressing Prepare email opens your own email client with the fields filled in; nothing is sent until you send it yourself from your own address. The page itself never receives or stores what you typed.
• Server logs. Our hosting provider records standard technical request logs — IP address, timestamp, requested URL and user agent — for security and to keep the site available. These logs are used only for that purpose and are rotated on a short cycle. They are not combined with any other information about you and are never used for marketing.

Email is inherently less private than a web form, and we want to be straightforward about that: when you write to us, your message travels through and is stored on mail infrastructure that we control or that our email provider operates on our behalf.

5. Who else sees your information

We do not sell, rent, trade or otherwise disclose your personal information to anyone for their own marketing purposes. We share it only with the following categories of recipients, and only as far as each one needs it to do their job for us.

• Delivery and insurance partners. The recipient name, delivery address and, where relevant, a contact email or telephone number, so that an insured shipment can be delivered and signed for.
• Assay offices and casting partners. Where a piece must be marked or made to order, they receive the order specification and engraving wording. They do not receive your contact details unless a piece is being shipped directly.
• Payment and banking providers. The transaction details needed to receive and reconcile your payment, and to meet anti-money-laundering obligations where a transaction requires it.
• Our accountant and tax advisers. Invoice and transaction records, as required for statutory accounting.
• Our email and hosting providers. The technical infrastructure that carries and stores our correspondence and serves this website.
• Professional advisers and authorities. Where we are legally required to disclose information, or where it is necessary to establish, exercise or defend a legal claim. If we are ever compelled to disclose information, we will tell you unless we are legally prohibited from doing so.

All of these providers act under contract and are permitted to use your information only on our instructions.

6. Transfers outside the EEA

We are based in the Netherlands and we prefer to keep data inside the European Economic Area. Some of our service providers operate infrastructure elsewhere, so a transfer outside the EEA may occur in limited circumstances.

Where that happens, we rely on an adequacy decision of the European Commission, or on the Commission’s Standard Contractual Clauses together with a transfer risk assessment. We do not transfer personal information to jurisdictions we cannot lawfully send it to, and we do not treat a transfer as acceptable simply because a provider’s terms say so.

7. How long we keep it

We keep personal information only for as long as we need it, and then delete or anonymise it.

• Enquiries that do not lead to an order — twenty-four months from our last exchange, so that we can pick up a conversation where it left off if you come back.
• Order and dispatch records — seven years from the end of the financial year in which the order was placed, which is the retention period Dutch tax law requires us to observe for invoices and transaction records.
• Engraving proofs and instruction records — seven years, as part of the order record, because they evidence what you asked us to cut.
• Returns and warranty records — seven years, for the same reason.
• Marketing consent records — until you withdraw consent, plus a short period afterwards so that we can evidence that we honoured the withdrawal.
• Server logs — a short technical rotation cycle, measured in days or weeks rather than months.

Where a retention period ends, we delete the information securely or irreversibly anonymise it so that it can no longer be linked to you.

8. How we protect it

We are a small studio, and we take a deliberately conservative approach rather than an elaborate one. Measures include encrypted connections for this website and for email transport, access to customer records restricted to the two people who run the studio, password-protected devices with full-disk encryption, and regular backups.

We keep physical order paperwork in a locked cabinet at the studio and destroy it when its retention period ends. If a personal data breach ever occurs that is likely to result in a risk to your rights, we will report it to the Dutch supervisory authority within seventy-two hours where the law requires it, and we will tell you directly if the risk to you is high.

9. Your rights

You have the following rights in relation to the personal information we hold about you. None of them are conditional on paying a fee, and we will not treat a request as a reason to end our relationship with you.

To exercise any of these rights, write to support@shipgoldgift.org with the subject line “Data request”. We will respond within one month. If your request is complex or you have made several, we may extend that by a further two months and will tell you if we need to.

We may ask you to confirm your identity before we act, because we do not want to hand one person’s order history to somebody else. We ask only for what is needed to match you to the records, and never for identity documents.

If you are unhappy with how we have handled your information or your request, you have the right to complain to the Dutch supervisory authority, the Autoriteit Persoonsgegevens, or to the supervisory authority in your country of residence. We would rather you came to us first, and we will do our best to put it right.

10. Children

Our products are often bought as gifts for children, but this website is not directed at children and we do not knowingly collect personal information from anyone under sixteen. Orders are placed by adults. If you believe a child has provided us with personal information, write to us and we will delete it.

11. Changes to this notice

When we change how we handle personal information, we update this notice and change the date at the top of the page. Where a change materially affects how we use information we already hold, we will tell affected customers directly rather than relying on them to notice.

This notice was last reviewed on 12 January 2026 and applies from that date.

12. How to contact us

For anything to do with privacy or your personal information:

• Email: support@shipgoldgift.org — use the subject line “Data request”
• Post: Shop Gold Gift, Keizersgracht 241, Unit 4B, 1016 EA Amsterdam, Netherlands

For general enquiries that are not about personal data, use info@shipgoldgift.org. Our terms of service cover orders, delivery and returns.