Privacy Policy

At Cowdray Park Polo Club we take your privacy very seriously and are committed to protecting the privacy and security of our customers. We fully appreciate and respect the importance of data protection and online security.

This Privacy Policy (the “Policy”) outlines how your personal information is treated and forms part of our terms and conditions. This Policy explains:

  • What information we collect when you use the Cowdray Park Polo Club Shop website (the “Site”) and when you communicate with us;
  • how we use your information;
  • How we share your information;
  • How long we keep your information and how it is stored; and
  • The rights you may have in relation to your personal information



  1. Information we collect when you visit our Site

We will collect personal information that you provide to us when you:

    • Create an account on our Site;
    • Place an order through our Site;
    • Fill in forms on our Site, for example to make a return or complete a contact us form; or
    • Subscribe to our mailing list

Any personal information you provide to us in the ways listed above is voluntary. However, if you do not provide this information to us, we may be unable to provide products and services to you or interact or communicate with you effectively.

  1. Information we collect when you contact us

We will collect personal information about you when you contact us by completing our contact us online form via social media. We may monitor and store such communication with you as needed and, in particular, for training and/or quality purposes.



Data protection laws require us to have a specific legal reason (also known as a ‘lawful basis’) and purpose to use your personal information.

The ways we use your personal information and the legal reasons which we have for doing so are as follows:

  1. For the performance of a contract between you and us:
    • To provide you with an account on our Site, if you choose to sign up for one;
    • To fulfil any order that you place with us;
    • To collect payment from you;
    • To administer any competitions you have entered;
    • To provide you with a receipt, if you ask us to send this to you electronically; and
    • To protect and defend our legal rights and interests.
  2. Where we have a legitimate interest in using your personal information:

Processing which you might expect us to need to do in order to run our business, for example:

    • To contact you with marketing about our products and services, for example (i) by email, after we presented you with an option on our Site to opt-out (e.g. using a tick box when placing an order) which you declined to take; (ii) by email, after you asked to receive a digital receipt following a purchase in one of our stores; and/ or (iii) by post. This marketing will relate only to products and services similar to those you are purchasing;
    • To tailor and personalise our marketing communications based on your attributes and preferences;



  • We share your information with our core service providers and third party partners as required for our business to function; for example, payment processing, picking, packaging and processing orders, fulfilling deliveries, customer support, IT systems support, and internal audits, for example:
  • If you have made an order, your contact details will be passed to delivery couriers.
  • Your information may be processed by a third party in order to test, enhance or maintain the functionality of our Site and database.

Every external company we work with has a contract with us which clearly sets out our expectations and requirements in handling personal information and obligates them to meet these standards and those contained in the GDPR. We will only share the personal information that each company needs in order to perform the specific services we have instructed them to carry out.



We retain the information you provide for the following periods:

  • For as long as you are subscribed to receive marketing information and, afterwards, indefinitely in our suppression lists to ensure that you do not receive such information;
  • For as long as your account is being used and for a period of three years after the date you cease to use your account, after which period we will anonymise the personal information on file by deleting the personal information and allocating a personally unidentifiable unique reference ID and store the remaining information for a period of five years (“Data Retention Period”). After this time it will be permanently deleted from all systems and back-ups. If you wish to set up an account after this period this will be treated as a new account and your transaction history will not be available; and
  • In the case of any contact you may have with our Customer Service team, for as long as is necessary to provide support-related reports.

Our Data Retention Period has been determined to cover contractual and legal requirements and customer service periods, as well as to cover regulatory requirements, and the resolution of disputes.



Your information may be processed by our staff or by the staff of our suppliers to the extent necessary to fulfil your order. By submitting your personal information to us, you agree to the transfer of your personal information, its storage and processing.

We will keep the data which we collect from you on a secure server. Any information you give us relating to credit card details is handled by a PCI DSS compliant third party and encrypted using secure server technology. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access and require our suppliers to do the same.

Where we have given you a password (or where you have chosen one) to access certain parts of this Site, you are responsible for keeping this password confidential. We ask that you do not share a password with anyone.



You may have certain rights in relation to personal information that we hold about you. These include the right to request access to your personal information, to request that it is erased, that its processing is restricted, or that any inaccurate personal information is rectified. You may also have the right to object to the processing of your personal information, or in some circumstances to obtain a copy of the personal information in a machine readable format and will always have a right at any time to withdraw any consent you have given to us.

In particular, you have the right to object or withdraw your consent (as applicable) to any use we make of your personal information for direct marketing purposes. You have the option to unsubscribe from our e-mails through a link at the bottom of every e-mail we send to you.