Privacy Policy

1. Introduction

This Privacy Policy explains how Gentlemen’s Manor collects, uses, stores, shares, and protects your personal information when you visit our website, place an order, contact us, or otherwise interact with our services.

Gentlemen’s Manor is a commercial brand owned and operated by Hardec B.V.

Data Controller

Hardec B.V.
Registration Number: 08181340
Vreeswijksestraatweg 22
3432 NA Nieuwegein
The Netherlands

Email: support@gentlemensmanor.com
Website: www.gentlemensmanor.com

By using our website, you acknowledge that your personal information will be processed as described in this Privacy Policy. Where consent is legally required, we will request it separately.

2. Information We Collect

2.1 Information You Provide Directly

We may collect personal information that you provide when you place an order, create an account, contact our customer service team, submit a review, or participate in a promotion.

This information may include:

Full name

Email address

Telephone number

Billing address

Shipping address

Order details

Purchase and return history

Account information

Payment method details

Customer service communications

Information submitted through reviews, surveys, promotions, or contact forms

Payment information is generally processed securely by our payment providers. We do not normally receive or store your complete payment card number.

2.2 Information Collected Automatically

When you visit or use our website, certain technical and usage information may be collected automatically.

This information may include:

IP address

Device type

Browser type and version

Operating system

Pages viewed

Time spent on pages

Links clicked

Referring website or advertisement

Shopping cart activity

Cookie identifiers

Analytics and interaction data

Approximate location based on your IP address

2.3 Information Received From Third Parties

We may receive personal information from trusted service providers that assist us in operating our store.

These providers may include:

Shopify

Payment processors

Shipping and fulfilment providers

Fraud prevention services

Analytics providers

Advertising platforms

Customer service providers

Email and marketing platforms

The information received from these providers may be used to fulfil orders, verify payments, prevent fraud, provide customer support, measure advertising performance, and improve our services.

3. How We Use Your Information

We may use your personal information for the following purposes:

Processing and fulfilling your orders

Verifying payments

Preventing fraud and unauthorized transactions

Arranging shipping and delivery

Providing order and tracking updates

Managing returns, exchanges, cancellations, and refunds

Responding to customer service requests

Creating and managing customer accounts

Improving our website, products, and customer experience

Maintaining the security and functionality of our website

Measuring website and advertising performance

Sending promotional communications where you have provided consent or where otherwise legally permitted

Maintaining financial and transactional records

Complying with legal, accounting, tax, and regulatory obligations

Establishing, exercising, or defending legal claims

We will not use your personal information for purposes that are incompatible with the purposes described in this Privacy Policy unless permitted or required by law.

4. Legal Bases for Processing

Where the General Data Protection Regulation or another applicable data protection law applies, we process personal information using one or more of the following legal bases:

Performance of a Contract

We process information when necessary to accept, process, fulfil, deliver, return, or refund an order.

Legal Obligation

We process and retain certain information to comply with tax, accounting, consumer protection, fraud prevention, and other legal obligations.

Legitimate Interests

We may process information where necessary for our legitimate business interests, such as improving our services, protecting our store against fraud, providing customer support, and securing our systems.

We will only rely on legitimate interests where those interests are not overridden by your fundamental rights and freedoms.

Consent

We rely on your consent where required, including for certain marketing communications, advertising technologies, and nonessential cookies.

You may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing that occurred before consent was withdrawn.

5. Sharing Your Information

We only share personal information when necessary to operate our store, provide our services, comply with legal obligations, or protect our legitimate interests.

5.1 Service Providers

We may share personal information with trusted service providers, including:

Payment providers

Shipping carriers

Warehousing and fulfilment partners

Fraud detection providers

Customer service providers

Website hosting providers

Information technology providers

Analytics providers

Marketing and advertising platforms

Email communication providers

Professional advisers, including accountants, auditors, insurers, and legal advisers

These providers are only permitted to process information for the services they provide to us and must protect the information in accordance with applicable privacy and data protection requirements.

5.2 Business Transactions

If Hardec B.V. or Gentlemen’s Manor is involved in a merger, acquisition, restructuring, financing transaction, or sale of business assets, personal information may be transferred as part of that transaction.

5.3 Legal Requirements

We may disclose personal information where necessary to:

Comply with applicable laws and regulations

Respond to a valid court order or government request

Enforce our agreements and policies

Prevent or investigate fraud or unlawful activity

Protect our rights, customers, employees, or service providers

We do not sell or rent your personal information for monetary compensation.

Certain disclosures to advertising or analytics providers may be considered a sale, sharing, or use for targeted advertising under some United States state privacy laws. Where applicable, you may use our cookie or privacy preference controls to opt out.

6. Shopify Platform

Our store is hosted by Shopify, which provides the ecommerce platform and technical infrastructure that allow us to offer and sell our products.

Shopify may process personal information relating to website visits, checkout activity, payments, fraud prevention, cookies, and platform security.

Shopify processes information in accordance with its own privacy documentation and its contractual arrangements with merchants.

You can review the applicable Shopify privacy information through the Shopify Privacy Policy and Shopify Consumer Privacy Policy.

7. Payment Providers

Payments are processed by the payment methods and payment providers displayed during checkout.

Depending on the payment method selected, your information may be processed by providers such as Shopify Payments, PayPal, Apple Pay, Google Pay, card networks, acquiring banks, and other financial service providers.

These providers operate under their own privacy policies and security standards. We encourage you to review the privacy information of your chosen payment provider.

We do not normally store complete credit or debit card details on our own systems.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate our website, remember preferences, analyze website use, protect against fraud, and measure marketing performance.

Cookies may include:

Essential Cookies

These cookies are necessary for functions such as checkout, account login, fraud prevention, security, and shopping cart management.

Functional Cookies

These cookies remember choices and preferences to improve your experience.

Analytics Cookies

These cookies help us understand how visitors use our website and how the website performs.

Advertising Cookies

These cookies may be used to measure advertising campaigns, personalize advertisements, and understand whether visitors complete a purchase after viewing an advertisement.

Where required by law, analytics and advertising cookies will only be activated after you provide consent.

You can manage or withdraw your cookie preferences through the cookie settings available on our website. You can also restrict cookies through your browser settings.

Disabling certain cookies may affect the functionality of our website.

For further information about cookies used by the Shopify platform, please review the Shopify Cookie Policy.

9. Marketing Communications

We may send you promotional emails or other marketing communications where you have provided consent or where otherwise permitted by applicable law.

You can unsubscribe at any time by:

Selecting the unsubscribe link in a marketing email

Adjusting your communication preferences where available

Contacting us at support@gentlemensmanor.com

You may continue to receive transactional communications relating to your orders, payments, deliveries, returns, refunds, account security, or customer service requests.

10. Your Privacy Rights

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

Request access to the personal information we hold about you

Request a copy of your personal information

Request correction of inaccurate or incomplete information

Request deletion of your personal information

Request restriction of processing

Object to certain processing activities

Withdraw consent at any time

Request the portability of your information

Object to direct marketing

Request information about the recipients of your information

Submit a complaint to a competent data protection authority

Certain rights may be subject to legal exceptions. For example, we may be required to retain transactional information to comply with tax, accounting, fraud prevention, or legal obligations.

To exercise a privacy right, contact us at support@gentlemensmanor.com.

Please include sufficient information for us to identify your records and understand your request. We may need to verify your identity before completing the request.

You also have the right to submit a complaint to the competent supervisory authority. In the Netherlands, this is the Autoriteit Persoonsgegevens.

11. United States Privacy Rights

Residents of certain United States states may have additional privacy rights under applicable state law.

Depending on the law that applies, these rights may include:

The right to know which categories of personal information are collected

The right to access specific personal information

The right to correct inaccurate information

The right to request deletion

The right to obtain a portable copy of information

The right to opt out of the sale or sharing of personal information

The right to opt out of targeted advertising

The right to limit certain uses of sensitive personal information

The right to appeal a decision regarding a privacy request

We will not discriminate against you for exercising an applicable privacy right.

Where applicable, you can submit a request by contacting support@gentlemensmanor.com or by using the privacy preference options available on our website.

12. Third Party Websites and Services

Our website may contain links to external websites, applications, payment services, or social media platforms.

These third parties operate independently and have their own privacy practices. We are not responsible for how third parties collect, use, store, or share your personal information.

We encourage you to review the privacy policy of any third party service before providing personal information.

13. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.

The appropriate retention period depends on:

The type of information

The purpose for which it was collected

Legal and contractual requirements

Fraud prevention and security requirements

Potential disputes or legal claims

Financial, order, invoice, payment, and tax records may be retained for up to seven years or for a longer period where required by applicable law.

Customer service correspondence and account information may be retained for as long as necessary to provide support, manage our relationship with you, resolve disputes, or protect our legal rights.

Marketing information is retained until you unsubscribe, withdraw consent, or the information is no longer required.

When personal information is no longer necessary, we will delete, anonymize, or securely dispose of it, unless continued retention is required by law.

14. How We Protect Your Information

We use appropriate technical and organizational measures designed to protect personal information against:

Unauthorized access

Loss

Misuse

Alteration

Disclosure

Destruction

These measures may include encryption, secure hosting, access restrictions, authentication controls, payment tokenization, staff access controls, and security monitoring.

Although we take reasonable measures to protect your information, no website, transmission method, or storage system can be guaranteed to be completely secure.

15. Children’s Privacy

Our website, products, and services are intended for adults aged 18 and older.

We do not knowingly collect personal information from children. If we become aware that a child has provided personal information without appropriate authorization, we will take reasonable steps to delete it.

A parent or legal guardian who believes that a child has provided personal information may contact us at support@gentlemensmanor.com.

16. International Data Transfers

Gentlemen’s Manor is operated from the Netherlands and serves customers in the United States.

Our service providers may store or process personal information in countries other than your country of residence, including the United States, Canada, the United Kingdom, and countries within the European Economic Area.

Privacy and data protection laws in those countries may differ from the laws in your country.

Where required, we use appropriate safeguards for international transfers, which may include:

Adequacy decisions

Standard contractual clauses

Contractual data protection requirements

Other legally recognized transfer mechanisms

17. Automated Decision Making and Fraud Prevention

We and our service providers may use automated systems to identify potentially fraudulent, unauthorized, or high risk transactions.

These systems may consider information such as payment activity, account information, device information, IP address, shipping address, and previous transaction patterns.

An order may be reviewed, delayed, refused, or cancelled where fraud or unauthorized activity is suspected.

Where applicable law gives you rights relating to automated decisions, you may contact us at support@gentlemensmanor.com for further information or to request human review.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, services, technology, legal obligations, or regulatory requirements.

The updated version will be published on this page. Where appropriate, we may provide additional notice of material changes.

We encourage you to review this Privacy Policy periodically.

19. Contact Us

For questions about this Privacy Policy, the processing of your personal information, or the exercise of your privacy rights, please contact:

Gentlemen’s Manor
Operated by Hardec B.V.
Registration Number: 08181340
Vreeswijksestraatweg 22
3432 NA Nieuwegein
The Netherlands

Email: support@gentlemensmanor.com
Website: www.gentlemensmanor.com