Privacy policy

Privacy Policy

Effective Date: 22 Jun2 2025

This Privacy Policy describes how Harley Supplies Ltd (“Harley Supplies”, “we”, “us”, or “our”) collects, uses, and discloses your personal information when you visit, use our services, or make a purchase from https://harley-supplies.myshopify.com (the “Site”). This includes any other communications you may have with us regarding the Site (collectively, the “Services”). For the purposes of this Privacy Policy, “you” refers to any individual accessing or using the Services, including website visitors, customers, healthcare professionals, or prescriber account holders. Please read this Privacy Policy carefully to understand how we handle your data and your rights in relation to it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal or regulatory reasons. Updates will be posted to this page, and the “Effective Date” above will be revised. Where required, we will provide additional notice or seek consent for significant changes.

How We Collect and Use Personal Information

1. Information You Provide Directly

This includes:

  • Contact details: name, email, phone number, address

  • Order and account details: billing/shipping address, order history, payment confirmations

  • Professional verification details: GMC/GDC/NMC/GPhC registration, photo identification, and proof of prescribing authority

  • Customer support communications: emails, messages, or other correspondence

Some services (e.g. accessing prescription-only products) require you to provide specific information. If you choose not to provide this information, we may be unable to provide the Services.

2. Information We Collect Automatically

We may collect “Usage Data” through cookies or similar technologies, such as:

  • IP address and browser type

  • Device identifiers

  • Interaction data (pages visited, time spent, errors encountered)

More information on cookies is in the [Cookies] section below.

3. Information from Third Parties

We may collect information from:

  • Our e-commerce provider (Shopify)

  • Payment processors

  • Warehouse and fulfilment partners

  • Professional registration databases (for prescriber verification)

  • Analytics or advertising platforms

This information is processed in accordance with this Privacy Policy.

Special Category: Prescription-Only Products

Some items on our Site are classified as Prescription-Only Medicines (POMs) or regulated medical devices. These are available exclusively to registered healthcare professionals. As part of our verification process, you will be required to upload valid photo identification, which will be reviewed manually by our team. We will confirm professional status via public registers (e.g. GMC, NMC, GPhC). By registering for a prescriber account and purchasing these items, you confirm that:

  • You are an authorised UK prescriber or are purchasing on behalf of one

  • You accept full responsibility for the appropriate use and administration of these products

  • You agree not to make these products available to unauthorised individuals or the general public

Harley Supplies reserves the right to deny access to restricted products where appropriate.

How We Use Your Personal Information

We may use your data to:

  • Provide and fulfil the Services (process orders, manage your account, ship items)

  • Communicate with you (e.g. support, order confirmations, account access)

  • Verify prescriber status and eligibility for certain products

  • Comply with legal or regulatory requirements

  • Monitor and improve our Site

  • Prevent fraud, security breaches, or misuse

  • Send marketing communications (if you opt-in)

The legal bases for this processing include performance of a contract, legitimate interests, legal obligations, and, where applicable, your consent.

Cookies

We use cookies to improve your experience, enable core features, and conduct analytics. By using the Site, you consent to our use of cookies unless disabled via your browser settings. See Shopify’s Cookie Policy for more on cookie usage.

Disclosure of Personal Information

We may share personal data with:

  • Service providers (e.g. Shopify, payment gateways, fulfilment partners)

  • Professional verification bodies

  • Business partners (only where relevant and permitted)

  • Legal authorities if required (e.g. for compliance, fraud, or enforcement)

  • Affiliates or successors in the event of merger or acquisition

We do not sell or share your personal information for third-party marketing purposes.

Retention and Security

We retain your data only as long as necessary for the purpose collected, or as legally required. We apply reasonable organisational and technical safeguards, but no system is completely secure. Please contact us immediately at info@harley-supplies.com if you believe your data has been compromised.

Your Rights

Depending on your location, you may have the right to:

  • Access your personal data

  • Request correction or deletion

  • Withdraw consent

  • Restrict or object to processing

  • Lodge a complaint with the ICO (UK) or your local supervisory authority

To exercise any of these rights, email us at info@harley-supplies.com. We may require proof of identity.

International Transfers

We may process or store your information outside of your home country, including in the UK, EU, and US. Where applicable, we rely on Standard Contractual Clauses or adequacy decisions for data protection.

Contact

Data Controller: Harley Supplies Ltd

Email: info@harley-supplies.com