Last updated: 17 October 2026
Your privacy matters to us. This policy explains how Rob’s Books handles personal information when you visit our website, purchase digital publications, contact us or join our free family reading membership.
- Who is responsible for your information?
Rob’s Books is operated by [insert full legal name or business entity], trading as Rob’s Books. We are the controller of the personal information described in this policy.
Website: https://robs-books.uk
Privacy email: robs.shop.support@gmail.com
Business address: 97, Kirkham Gardens,
Bromyard,
Herefordshire.
HR7 4EA
Please contact us in writing with privacy questions or requests.
- Information we collect
Depending on how you use our services, we may collect:
• Contact information, including your name and email address.
• Account information, including your username, securely stored login credentials, verification status and account preferences.
• Order information, including the publications purchased, billing details, payment status, transaction references and refund records.
• Correspondence, including enquiries, support requests and complaints.
• Membership preferences that you choose to provide.
• Marketing preferences and records of consent or withdrawal.
• Technical information, including IP addresses, browser and device information, access times and security logs.
• Usage information collected through cookies or similar technologies, as explained in our Cookie Policy.
We obtain information directly from you, automatically through your use of the website, and from service providers involved in processing payments or delivering our services.
- How we use information and our lawful bases
Digital orders
We use relevant contact, billing and transaction information to process purchases, supply downloads, provide support and manage refunds.
Lawful basis: performing our contract with you, or taking steps at your request before entering into a contract.
Membership administration
We use account and contact information to register and verify adult members, provide access and send necessary account messages.
Enquiries and support
We use your correspondence to answer questions and resolve problems.
Lawful basis: taking steps towards or performing a contract where relevant; otherwise our legitimate interests in responding to people who contact us.
Security and fraud prevention
We use relevant technical and transaction information to protect accounts, investigate misuse and maintain the website.
Lawful basis: our legitimate interests in keeping our services secure, and legal obligations where applicable.
Accounting and legal requirements
We retain and use records needed for tax, accounting, regulatory obligations and legal claims.
Lawful basis: compliance with legal obligations, or legitimate interests in establishing, exercising or defending legal claims where applicable.
Optional marketing
We use your name, email address and subscription preferences to send newsletters and promotional messages when you have opted in.
Lawful basis: consent.
Website measurement
We use Google Analytics
Where we rely on legitimate interests, we consider the effect on your rights and use only information reasonably necessary for the purpose.
- Information needed to provide services
Some information is necessary to fulfil an order or create an account, such as a working email address and the details required to process payment.
If you do not provide required information, we may be unable to supply the requested service. Required fields will be identified.
Optional marketing consent is not a condition of purchasing or joining the free membership.
- Children and family membership
Our family membership accounts are intended to be created and managed by adults aged 18 or over. Resources are designed for adults and children to enjoy together.
Please use an adult’s contact details when registering.
Please do not send children’s photographs, full dates of birth, school details, diagnoses or other sensitive or identifying information unless we have specifically explained why it is needed and how it will be protected.
We do not need a child’s diagnosis to provide access to general accessibility options.
If you believe a child has submitted personal information unnecessarily, contact us so we can assess the situation and take appropriate action.
Adult-managed registration does not mean that technical information can never relate to a child using the website. Relevant cookies and technical processing are explained in this policy and our Cookie Policy.
- Sensitive information
Please avoid including health information, diagnoses or other sensitive personal information in routine enquiries.
If we need such information for a specific request, we will first explain the purpose, lawful basis and any additional legal condition required to handle it.
If sensitive information is sent unexpectedly, we will assess whether it is necessary to retain it and restrict or delete it as appropriate.
- Payments
Payments are handled through [insert payment providers].
These providers process payment information under their own privacy notices and, where applicable, on our behalf.
Rob’s Books can access—for example, transaction references, billing details, payment status and limited card information.
Please never send full payment-card details or security codes by email or through our contact form.
- Emails and marketing preferences
We may send messages necessary to provide a service you have requested, such as order confirmations, download instructions, verification emails, password resets and important account notices.
Optional newsletters and promotional emails are handled separately.
You can unsubscribe from marketing using the link in a message or by contacting us. Withdrawing marketing consent does not affect your purchases or membership.
We may retain a minimal suppression record to respect your request not to receive further marketing.
There is no email-open or click tracking.
- Cookies, analytics and embedded content
Our website may use cookies or similar technologies for functions such as maintaining a login session, operating the basket and protecting the service.
Our Cookie Policy explains the technologies actually used, their purposes, providers, duration and available choices.
Where consent is legally required, we will request it before using the relevant technology.
Embedded videos, social features and external services may involve third-party processing when loaded or used.
- Who receives your information?
We share information where necessary with providers helping us operate our services, including:
• Website hosting, storage and backup providers.
• Shop, account and membership software providers.
• Payment processors.
• Email delivery and newsletter providers.
• Security, technical support and website maintenance providers.
• Professional advisers where necessary.
• Authorities or other parties where disclosure is legally required or necessary for legal claims.
Providers acting on our behalf are subject to appropriate contractual requirements. Some providers, including payment services, may act as independent controllers for certain purposes.
- International transfers
Some providers may process information outside the United Kingdom.
Where a restricted international transfer takes place, we use an appropriate legal safeguard, such as UK adequacy regulations or approved contractual safeguards, as applicable.
You can contact us for information about the safeguards relevant to your information and how to obtain a copy, subject to necessary redactions.
- How long we retain information
We retain personal information only for as long as reasonably necessary for its purpose, including applicable legal requirements.
Our retention arrangements are:
• Orders and accounting records: [insert verified period or precise legal criteria].
• Active membership accounts: while needed to provide membership, followed by [insert closure or inactivity retention period].
• Unverified registrations: [insert period].
• Enquiries and complaints: [insert period or criteria based on resolution and potential claims].
• Marketing records: until withdrawal or removal under our mailing-list policy, with minimal suppression records retained as necessary.
• Security and access logs: [insert period].
• Backups: [insert backup rotation period and how deleted information is handled].
Records may be retained longer where necessary for a legal obligation, unresolved dispute or legal claim.
- Keeping information secure
We use appropriate technical and organisational measures designed to protect personal information and restrict access to those who need it.
No website or transmission method can be guaranteed completely secure.
Please use a strong, unique password and tell us promptly if you suspect unauthorised access. We will never ask you to email your password.
- Your data protection rights
Depending on the circumstances and the lawful basis involved, you may have rights to:
• Access your personal information.
• Correct inaccurate or incomplete information.
• Request deletion.
• Restrict certain processing.
• Object to processing based on legitimate interests.
• Receive certain information in a portable format.
• Withdraw consent where processing relies on consent.
You have an absolute right to object to the use of your personal information for direct marketing.
These rights are subject to legal conditions and exceptions. For example, closing an account does not necessarily require us to delete accounting records that we must retain.
To make a request, contact us using the details above. We may need proportionate information to verify your identity.
We normally respond within one month. If the law permits an extension or a fee in particular circumstances, we will explain this.
- Automated decisions
Rob’s Books does not make decisions about you based solely on automated processing that produce legal or similarly significant effects.
Where relevant automated decision-making occurs, explain the information used, the significance and likely consequences, and the rights or safeguards available.
- External websites
Our website will link to other organisations. Their privacy practices are governed by their own notices.
A link does not mean that they receive all information held by Rob’s Books or that we control their processing.
- Privacy concerns and complaints
Please contact us in writing if you have a concern about how we use your information.
You may also complain to the Information Commissioner’s Office, the UK data protection regulator:
Website: https://ico.org.uk/make-a-complaint/
You do not have to contact us before exercising your right to complain to the ICO.
- Updates to this policy
We may update this policy when our services, providers or legal requirements change.
The date above identifies the latest version. Where appropriate, we will bring significant changes to your attention and obtain fresh consent if required.
Accepting website terms or continuing to browse does not, by itself, constitute consent to optional marketing or technologies requiring consent.
For the family service, also assess the ICO’s Children’s Code against how children will actually access the site; adult registration alone does not settle its applicability. ICO