This policy explains how Hidden Mana collects, uses and protects your personal information when you visit hiddenmana.co.uk or buy from us. It should be read alongside our Cookies Policy.

Who we are

Hidden Mana sells anime, manga and kawaii merchandise sourced from Japan to customers in the UK and beyond. For the purposes of UK data protection law, Hidden Mana is the data controller for the information described here. Our contact details are at the end of this policy.

The information we collect

Information you give us. When you place an order, create an account, contact us or sign up to our mailing list, you provide us with information directly. This includes your name, email address, delivery and billing address, phone number where you give one, and the contents of any message you send us. If you create an account, we also hold your password in encrypted form.

Payment information. We do not store your full card details. Payments are handled by our payment providers, who process your card information directly and securely. We receive confirmation that a payment has succeeded, along with limited details such as the last four digits of the card and the billing name.

Information collected automatically. When you visit our site we collect technical information including your IP address, browser type and version, device type, operating system, the pages you view, how long you spend on them, and the site you arrived from. This is collected through cookies and similar technologies, as set out in our Cookies Policy.

Information from third parties. We may receive information from our platform provider, payment processors, delivery partners and advertising platforms in connection with your order or your interaction with our marketing.

How we use your information and why we are allowed to

We process your personal information on the following bases.

To fulfil your order. We use your name, contact details and address to take payment, arrange delivery, send order confirmations and handle returns or exchanges. The legal basis is performance of a contract with you.

To run and improve our shop. We use technical and usage information to keep the site secure, prevent fraud, fix problems and understand how the shop is used. The legal basis is our legitimate interests in operating a safe and functional business, balanced against your rights.

To respond to your enquiries. We use the information in your message to reply to you. The legal basis is our legitimate interests in responding to people who contact us.

To send you marketing. Where you have opted in, or where you have bought from us and we are offering similar products, we may send you emails about new stock, restocks and offers. The legal basis is your consent, or our legitimate interests in marketing to existing customers. You can unsubscribe at any time using the link in any email or by contacting us.

To meet our legal obligations. We keep records of sales and refunds for tax and accounting purposes. The legal basis is compliance with a legal obligation.

Who we share it with

We do not sell your personal information. We share it only with organisations that help us run the business, and only as far as they need it. These include our website platform provider, our payment providers, our delivery and postal partners, our email marketing provider where you have subscribed, and our accountant for record keeping. We may also disclose information where we are required to do so by law, or to establish or defend legal claims.

Where a supplier processes your information on our behalf, we have contracts in place requiring them to keep it secure and to use it only for the purposes we have specified.

International transfers

Some of our suppliers are based outside the UK, including in the United States. Where your information is transferred outside the UK, we rely on safeguards recognised under UK data protection law, such as adequacy regulations or the International Data Transfer Agreement, to ensure it receives an equivalent level of protection.

How long we keep it

We keep order records for six years after the end of the relevant tax year, as required for accounting purposes. Account information is kept while your account remains open and for a reasonable period afterwards. Marketing preferences are kept until you unsubscribe, and a suppression record is kept after that so we do not contact you again in error. Enquiry correspondence is kept for up to two years. Technical and analytics data is kept for the periods set out in our Cookies Policy.

Keeping your information secure

We take appropriate technical and organisational measures to protect your information against loss, misuse and unauthorised access. Our site uses encrypted connections, and access to customer data is limited to those who need it. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security, but we take the responsibility seriously.

Your rights

Under UK data protection law you have the right to ask us for a copy of the personal information we hold about you; to have inaccurate information corrected; to have your information deleted in certain circumstances; to restrict or object to how we use it; to receive it in a portable format; and to withdraw consent at any time where we rely on consent. You also have the right to object at any time to the use of your information for direct marketing.

To exercise any of these rights, contact us using the details below. We will respond within one month. There is no charge, although we may ask you to confirm your identity first.

Children

Our website is not directed at children under 13, and we do not knowingly collect information from them. If you believe a child has provided us with personal information, please contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last revised. Where changes are significant, we will let you know by email or through a notice on the site.

Contact us

If you have questions about this policy, or wish to exercise any of your rights, please get in touch:

Hidden Mana
Email: [CONTACT EMAIL]
[POSTAL ADDRESS]

If you are unhappy with how we have handled your information, you have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection, at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first, so please do contact us before you do.