Privacy Policy

Last Updated: 26th June 2026

1. Introduction. Potter World Ltd ("Potter World," "we," "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you visit our website (potterworld.shop), create an account, or make a purchase. By using our Site or placing an order, you consent to the data practices described in this policy.

2. Information We Collect. We collect the following categories of personal information: (a) Identity Data: full legal name, username, date of birth; (b) Contact Data: email address, billing address, shipping address, phone number; (c) Financial Data: payment card type, last four digits, billing address associated with payment method, and transaction authorisation records (processed securely via third-party payment processors — we do not store full card numbers); (d) Transaction Data: details of products purchased, order history, payment records, order confirmation timestamps, and refund/return history; (e) Technical Data: IP address, browser type and version, device type and model, device fingerprint, operating system, screen resolution, time zone, and cookies; (f) Usage Data: browsing history on our Site, search queries, page interaction data, referral sources, session duration, click patterns, and cart activity; (g) Delivery Data: shipping carrier tracking numbers, delivery confirmation timestamps, GPS-verified delivery data (where available from carriers), and signature records; (h) Communication Data: all correspondence with our customer support team, including emails, chat logs, and any submitted photographs or documents.

3. How We Use Your Information. We use your personal data to: process and fulfil your orders; manage your account and verify your identity; communicate order updates, shipping notifications, and customer support responses; send marketing communications (with your consent); improve our Site, products, and services; detect, prevent, and investigate fraud, unauthorised transactions, and payment disputes; maintain transaction records for accounting, tax, and legal compliance; provide evidence in connection with payment disputes, chargebacks, or legal proceedings; enforce our Terms of Purchase, Returns Policy, and other agreements; and comply with legal obligations and respond to lawful requests from authorities.

4. Lawful Basis for Processing. We process your data on the following lawful bases: (a) performance of a contract (order fulfilment, account management); (b) legitimate interests (fraud prevention and detection, chargeback dispute resolution, analytics, service improvement, and protection of our legal rights); (c) consent (marketing communications); and (d) legal obligation (regulatory compliance, tax records, and responding to lawful data requests).

5. Data Sharing. We do not sell your personal information to third parties. We may share your data with: (a) payment processors (e.g., Razorpay, Stripe, PayPal) to complete and verify transactions; (b) delivery partners to ship physical products and obtain delivery confirmation; (c) analytics providers to improve our services; (d) fraud prevention services to detect and prevent unauthorised transactions; (e) financial institutions and payment networks in connection with the investigation and resolution of payment disputes or chargebacks — you acknowledge and consent to the disclosure of your transaction data, delivery records, account activity, IP addresses, device information, and communication history to your bank, card issuer, or payment network for the purpose of resolving any payment dispute; and (f) legal authorities when required by law or to protect our legal rights. All third-party service providers are contractually obligated to handle your data securely and in compliance with applicable data protection laws.

6. Transaction Monitoring & Fraud Prevention. Potter World employs automated and manual fraud detection systems that monitor transactions for suspicious activity. This includes: analysis of IP address geolocation versus billing/shipping addresses; device fingerprinting and recognition; velocity checks on order frequency and value; cross-referencing against known fraud databases; and behavioural analysis of checkout patterns. By placing an order, you consent to this monitoring and acknowledge that suspicious transactions may be declined, delayed for manual review, or reported to relevant authorities.

7. Data Security. We implement industry-standard security measures including SSL/TLS encryption, secure password hashing, access controls, and regular security audits to protect your information. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Data Retention. We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, fraud prevention, and reporting requirements. Specifically: Transaction records (including order details, payment records, IP logs, device fingerprints, delivery confirmations, and all related correspondence) are retained for a minimum of 7 years from the date of transaction, in compliance with tax, accounting, and chargeback dispute regulations. Account data is retained for the duration of your account plus 7 years following closure. Communication records with customer support are retained for 7 years. This extended retention period is necessary to protect both parties in the event of payment disputes, chargebacks, or legal proceedings that may arise after the date of purchase.

9. Your Rights. Depending on your jurisdiction, you may have the right to: access your personal data; rectify inaccurate data; erase your data ("right to be forgotten"); restrict or object to processing; data portability; and withdraw consent. To exercise any of these rights, contact us at privacy@potterworld.shop. Please note: Requests for data erasure may be declined where retention is necessary for compliance with legal obligations, exercise or defence of legal claims, or legitimate business interests including fraud prevention and dispute resolution.

10. Payment Authorisation & Consent. By entering your payment details and completing a purchase on potterworld.shop, you: (a) confirm that you are the authorised cardholder or account holder for the payment method used; (b) authorise Potter World to charge the specified amount to your payment method; (c) acknowledge that the transaction will appear on your statement as "POTTERWORLD" or "POTTER WORLD SHOP"; (d) consent to Potter World retaining transaction records as described in Section 8; and (e) consent to Potter World sharing relevant transaction data with financial institutions, payment processors, and card networks for the purpose of verifying the transaction and resolving any disputes.

11. International Transfers. Your data may be transferred to and processed in countries outside your country of residence, including India (where our payment processing infrastructure is located). We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the relevant authorities.

12. Children's Privacy. Our Site is not intended for children under 16. We do not knowingly collect personal information from children under 16. If we become aware of such collection, we will promptly delete the data.

13. Changes to This Policy. We may update this Privacy Policy from time to time. Material changes will be communicated via email or a prominent notice on our Site. Your continued use of the Site following any changes constitutes your acceptance of the revised policy.

14. Contact. For privacy-related enquiries, contact our Data Protection Officer at privacy@potterworld.shop or write to: Potter World Ltd, Data Protection Officer, 14 Diagon Crescent, London EC2A 4NE, United Kingdom.