Privacy Policy

This policy explains what we do with your personal information when you visit www.potgang.co.uk, buy from us, or get in touch. We've tried to write it in plain English rather than legalese.

Who we are

Pot Gang Ltd is the data controller. We're registered in England and Wales, company number 12685761, at Unit 407, Bon Marche Centre, 241-251 Ferndale Road, London, SW9 8BJ.

If you have any questions about this policy, or you want to exercise any of the rights below, email us at gang@potgang.co.uk and we'll help.

What we collect

Things you give us: your name, email address, delivery and billing address, phone number, and what you've ordered. Payment card details go straight to our payment providers - we never see or store your full card number. If you get in touch, we keep the messages between us and anything you tell us in them.

Things we collect automatically: when you visit the site we collect your IP address, device and browser information, time zone, the pages you look at, what brought you to us, and how you move around the site. We do this with cookies and similar technologies.

Things we get from others: order and delivery updates from our couriers and our warehouse, payment confirmations from our payment providers, and aggregated advertising data from platforms like Meta and Google.

What we use it for, and why we're allowed to

To take and fulfil your order - processing payment, packing your box, getting it to you, and telling you where it is. We need this to perform our contract with you.

To manage your subscription - taking your monthly payment, generating your next box, handling skips, pauses and cancellations. Again, performing our contract with you.

To answer your questions and sort out problems - our legitimate interest in running a business people can talk to, and performing our contract where the query is about your order.

To send you marketing - emails and messages about new boxes, offers and growing tips. We do this with your consent, or on the basis of our legitimate interest where you're an existing customer and we're telling you about similar things. You can stop it at any time, and there's more on that below.

To improve the site and our advertising - understanding how people use the site, which adverts work, and where to spend our money. Our legitimate interest in running and growing the business, and your consent where we're using non-essential cookies.

To prevent fraud and abuse - screening orders and discount code use. Our legitimate interest in not being taken advantage of.

To meet our legal obligations - keeping accounting, tax and VAT records, and responding to lawful requests.

Who we share it with

We don't sell your personal information. We do share it with the companies who help us run Pot Gang, and only so far as they need it to do their job for us. That includes:

• Our shop platform - Shopify, who host our website and store our order and customer records
• Payment providers - Shopify Payments and PayPal, who process your payment
• Our subscription system - Smartrr, which manages recurring orders and payment dates
• Our warehouse and fulfilment partners - including our warehouse management system, Mintsoft, and the fulfilment partner who packs your box
• Our couriers - Royal Mail, Yodel and our own drivers
• Our customer service system - Trengo, where your emails and messages to us are handled
• Our email and messaging platform - Klaviyo, which sends our marketing and stores your contact preferences
• Analytics and advertising partners - including Google, Meta and Lifetimely, who help us understand how the site and our adverts perform
• Other tools that run parts of the shop - such as our cart, referral and reviews apps

We'll also share information where we're legally required to, or where we need to in order to establish or defend a legal claim.

Automated tools in our customer service

We use automated tools, including AI, to help handle enquiries - understanding what you've asked, looking up your order, and drafting or sending replies. That means your message and your order details may be processed automatically. A member of our team is always available, and anything sensitive or complicated goes to a person. If you'd rather deal with a human from the start, just say so and we'll pass you over.

These tools don't make decisions that have a legal or similarly significant effect on you.

Marketing, and how to stop it

You can opt out of our marketing at any time - click unsubscribe in any email, reply STOP to a message, or email gang@potgang.co.uk and we'll take care of it.

Opting out of marketing won't stop the emails you actually need - order confirmations, dispatch notices and anything else about an order you've placed. Those aren't marketing, and we'll keep sending them.

Cookies

We use cookies that are necessary for the site to work - remembering your cart, keeping you logged in, keeping checkout secure. We also use analytics and advertising cookies, which need your consent, to understand how the site is used and to show you relevant adverts. You can manage your choices through the cookie banner, and you can turn cookies off in your browser, though some of the site may not work properly if you do.

We don't currently respond to Do Not Track signals.

Where your information goes

Some of the companies above are based outside the UK, including in the EU and the United States. Where your information is transferred outside the UK, we rely on the UK's adequacy regulations, or on approved safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

How long we keep it

We keep your order, payment and tax records for seven years, because we're required to. We keep your account and subscription details for as long as your account is open, and for a period afterwards in case you come back. We keep customer service conversations for two years. We keep marketing contact details until you opt out, and we clear out contacts who've been inactive for a long time.

If you ask us to delete your account, we'll do it - but we have to hold on to the order and VAT records the law requires us to keep, so it isn't a complete wipe. We'll tell you what's been kept and why.

Your rights

Under UK data protection law you have the right to:

• Ask for a copy of the personal information we hold about you
• Ask us to correct anything that's wrong
• Ask us to delete it, subject to the records we're legally required to keep
• Ask us to restrict how we use it, or object to us using it - including for direct marketing, which you can object to at any time
• Ask for your information in a portable format, or to be sent to someone else
• Withdraw your consent at any time, where we relied on consent

Email gang@potgang.co.uk and we'll respond within one month. It's free, and we may need to check who you are first.

If you're not happy with how we've handled your information, please tell us and we'll try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113.

Children

Pot Gang is sold to adults - you need to be 18 or over to order. We don't knowingly collect information from children. If you think a child has given us their details, get in touch and we'll remove it.

Changes to this policy

We'll update this policy from time to time, to reflect changes in how we work or what the law requires. The version on this page is the current one, and the date below tells you when it last changed.

Pot Gang Ltd
Company No: 12685761
Unit 407, Bon Marche Centre, 241-251 Ferndale Road, London, SW9 8BJ
gang@potgang.co.uk

Last updated: 17 August 2026