Privacy Policy
Last updated: [09.10.2026]
This Privacy Policy explains how Polka Store Ltd, trading as The Sun Factory, collects, uses, stores and protects personal information when you visit, create an account or make a purchase through www.TheSunFactory.co.uk.
We respect your privacy and are committed to handling your personal information fairly, transparently and securely in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
The data controller responsible for your personal information is:
Polka Store Ltd
Unit 14 & 15 Catto Way
Peterhead
AB42 1QG
United Kingdom
Trading name: The Sun Factory
Website: www.TheSunFactory.co.uk
Email: [email protected]
Telephone: [TO BE ADDED]
VAT Registration Number: [TO BE ADDED]
If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the email address above.
2. Personal Information We Collect
Depending on how you use our website, we may collect the following information:
Customer and account information
This may include:
- first and last name;
- email address;
- telephone number;
- billing address;
- shipping address;
- username and account information;
- order history;
- correspondence with us;
- information relating to returns, refunds or complaints.
Wholesale and trade account information
If you apply for a wholesale or trade account, we may also collect:
- company name;
- business address;
- company registration number (CRN);
- Unique Taxpayer Reference (UTR);
- VAT registration number, where applicable;
- contact details;
- information necessary to verify your business;
- details relating to the approval or rejection of your wholesale application.
Wholesale accounts may be subject to manual verification before access to wholesale pricing and other trade benefits is granted.
Order information
When you place an order, we collect information relating to:
- products ordered;
- quantities;
- prices;
- discounts;
- delivery method;
- delivery address;
- billing details;
- payment status;
- order status.
Technical information
When you visit the website, certain technical information may automatically be collected, including:
- IP address;
- browser type;
- device type;
- operating system;
- date and time of access;
- pages requested;
- server and security logs;
- cookie information.
This information may be collected by WordPress, WooCommerce, our hosting provider and other services necessary to operate the website.
3. How We Use Your Information
We may use your personal information to:
- process and fulfil orders;
- take and verify payments;
- arrange delivery;
- communicate with you about your order;
- create and manage customer accounts;
- create and manage wholesale accounts;
- verify wholesale applicants and business information;
- provide wholesale pricing and discounts;
- provide customer support;
- process refunds and returns;
- respond to enquiries and complaints;
- maintain accounting and tax records;
- detect and prevent fraud or misuse;
- maintain the security and functionality of the website;
- send newsletters and promotional messages where you have consented;
- comply with our legal and regulatory obligations.
4. Legal Bases for Processing
We process personal information under one or more of the following legal bases.
Performance of a contract
We process information where it is necessary to:
- process an order;
- take payment;
- deliver products;
- manage an account;
- process a return or refund;
- provide services you have requested.
Legal obligations
We may process and retain information where required for:
- tax purposes;
- accounting;
- fraud prevention;
- regulatory compliance;
- responding to lawful requests from authorities.
Legitimate interests
We may process information where necessary for legitimate business purposes, such as:
- protecting our website and business;
- preventing fraud;
- improving our service;
- administering customer and wholesale accounts;
- handling customer enquiries.
We will only rely on legitimate interests where those interests do not override your rights and freedoms.
Consent
Where required, we rely on your consent for activities such as:
- receiving marketing newsletters;
- optional cookies or similar technologies.
You may withdraw your consent at any time.
5. Payments
We do not normally store full payment card details on our own servers.
Payment information is processed securely by third-party payment providers.
Retail / B2C customers
Retail payments may be processed using PayPal.
Depending on the payment option selected, PayPal may process:
- payment card details;
- PayPal account information;
- billing information;
- transaction details;
- fraud-prevention information.
Payment card details entered through PayPal are handled by PayPal rather than The Sun Factory.
Wholesale / B2B customers
Wholesale payments may be processed using Stripe.
Stripe may process payments made through:
- credit and debit cards;
- Apple Pay;
- Google Pay;
- other Stripe-supported payment methods that we make available.
Stripe may receive information necessary to process the transaction, prevent fraud and comply with financial regulations.
Apple Pay and Google Pay may also process information in accordance with their own privacy terms.
We recommend reviewing the privacy policies of the relevant payment provider for further information about how payment information is handled.
6. Delivery and Royal Mail
We may share information necessary to fulfil your order with delivery companies, including Royal Mail.
This may include:
- your name;
- delivery address;
- telephone number;
- email address;
- information necessary to identify and deliver the parcel.
We only provide delivery partners with information that is reasonably necessary to complete the delivery.
Where a customer requests delivery to a third-party fulfilment centre, information may also be provided as necessary to arrange that shipment. The Terms & Conditions specifically contemplate deliveries to third-party fulfilment centres such as Amazon fulfilment centres. Wklejony Markdown
7. Wholesale Account Verification
Wholesale pricing is available only to approved trade customers.
When you apply for a wholesale account, we may use information such as:
- company name;
- CRN;
- UTR;
- VAT number;
- business address;
- other information provided during registration
to verify whether you qualify for a wholesale account.
The review may involve manual checks by our staff.
We use this information to:
- verify that an applicant is a genuine business customer;
- approve or reject wholesale access;
- prevent misuse of trade pricing;
- administer our B2B programme.
8. Newsletter and Marketing
Our newsletter service is operated through the Newsletter WordPress plugin provided by The Newsletter Team.
If you subscribe to our newsletter, we may collect:
- your email address;
- subscription status;
- consent information;
- information necessary to manage your subscription.
We may use this information to send you:
- promotional offers;
- new product announcements;
- tanning-related news;
- discount information;
- wholesale offers;
- other marketing from The Sun Factory.
You can unsubscribe at any time by using the unsubscribe link included in our emails.
You may also contact us at:
to request removal from the mailing list.
We do not currently use Google Analytics or Meta/Facebook Pixel for behavioural advertising or website analytics.
If this changes in the future, this Privacy Policy and our cookie information should be updated accordingly.
9. Hosting
Our website is hosted by LH.pl.
Our hosting provider may process technical information necessary to host, secure and operate the website, including:
- IP addresses;
- server logs;
- connection information;
- technical request data;
- backups;
- security-related information.
This processing is necessary for the secure and reliable operation of our website.
10. WordPress and WooCommerce
The Sun Factory website operates using WordPress and WooCommerce.
When you:
- create an account;
- add products to your basket;
- place an order;
- update your address;
- manage your account;
- submit a wholesale application,
information may be stored in our WordPress/WooCommerce database.
This may include:
- customer information;
- account information;
- order history;
- billing and shipping addresses;
- wholesale details;
- transaction references.
11. Cookies
Our website uses cookies and similar technologies.
Some cookies are necessary for the website to function properly.
These may include cookies used for:
- maintaining your shopping basket;
- keeping you logged in;
- remembering checkout information;
- processing payments;
- maintaining website security;
- remembering preferences;
- managing customer sessions.
Payment providers such as PayPal and Stripe may also use cookies or similar technologies for:
- payment processing;
- fraud prevention;
- authentication;
- security.
Our newsletter system may also use technical information necessary to manage subscriptions.
We do not currently use Google Analytics or Meta Pixel.
Optional cookies should only be used where appropriate consent has been obtained.
Please see our Cookie Policy for further information.
12. Who We Share Personal Information With
Where necessary, we may share information with companies that assist us in operating the business, including:
- PayPal – retail payment processing;
- Stripe – wholesale payment processing;
- Apple Pay – payment functionality where selected;
- Google Pay – payment functionality where selected;
- Royal Mail – order delivery;
- LH.pl – website hosting;
- WordPress/WooCommerce service providers;
- website and technical support providers;
- accountants or professional advisers where required;
- government, tax or law enforcement authorities where legally required.
We do not sell your personal information to advertisers or data brokers.
13. International Data Transfers
Some service providers we use may process personal information outside the United Kingdom.
For example, payment and technology providers may operate internationally.
Where personal information is transferred outside the United Kingdom, appropriate safeguards will be used where required under UK data protection law.
These may include:
- adequacy regulations;
- recognised contractual safeguards;
- other lawful transfer mechanisms.
14. How Long We Keep Your Information
We retain personal information only for as long as necessary for the purposes described in this Privacy Policy.
Order and transaction records
Order, payment and accounting records may be retained for the period required under applicable tax, accounting and legal requirements.
Customer accounts
Account information may be retained while your account remains active and for a reasonable period afterwards where necessary for legal, accounting or security purposes.
Wholesale applications
Wholesale registration and verification information may be retained while the wholesale account remains active and afterwards where necessary to maintain business records.
Newsletter information
Newsletter subscription information may be retained until you unsubscribe or withdraw your consent.
Server and security logs
Technical logs may be retained for a limited period for security, troubleshooting and fraud-prevention purposes.
15. Security
We take reasonable technical and organisational measures to protect personal information from:
- unauthorised access;
- loss;
- misuse;
- alteration;
- disclosure;
- destruction.
We use reputable payment providers so that sensitive card data does not normally need to be stored directly by The Sun Factory.
However, no method of internet transmission or electronic storage can be guaranteed to be completely secure.
If you have an account, you are responsible for keeping your login details and password confidential.
16. Your Data Protection Rights
Depending on the circumstances, UK data protection law may give you the right to:
- access your personal information;
- request correction of inaccurate information;
- request deletion of your information;
- request restriction of processing;
- object to certain processing;
- request transfer of information to another provider;
- withdraw consent;
- complain about how your personal information is handled.
To exercise any of these rights, please contact:
We may need to verify your identity before responding.
17. Complaints
If you are concerned about how we handle your personal information, please contact us first so that we have an opportunity to resolve the matter.
You also have the right to complain to the UK data protection regulator:
Information Commissioner’s Office (ICO)
You can find further information about your rights and making a complaint on the ICO website.
18. Children’s Privacy
Our website is intended for customers purchasing tanning cosmetics and related products.
We do not knowingly seek to collect personal information from children where such processing would be inappropriate or unlawful.
If we become aware that personal information has been collected from a child in circumstances where it should not have been collected, we will take reasonable steps to remove it.
19. Third-Party Websites
Our website may contain links to external websites or services.
We are not responsible for the privacy practices, content or security of third-party websites.
When visiting an external website, you should review its own privacy policy.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Changes may be necessary because of:
- changes to our website;
- changes to payment methods;
- new service providers;
- changes in applicable law;
- changes to our business operations.
The latest version will be published on this page together with the date it was last updated.
21. Contact Us
For questions relating to this Privacy Policy or your personal information, please contact:
Polka Store Ltd
Trading as The Sun Factory
Unit 14 & 15 Catto Way
Peterhead
AB42 1QG
United Kingdom
Email: [email protected]
VAT Registration Number: [TO BE ADDED]