Privacy notice
Last updated: 4 November 2026
This notice explains what the shop records about you when you join the list, ask us a question or, once ordering opens, place an order. We only ask for what we need, and we never sell your details.
Who we are
Newcastle Solar Shop, trading as Newcastle Solar Shop, is responsible for your personal details (the "controller").
- Address: Newcastle upon Tyne
- Email: through our contact form
What the shop records about you
When you join the list
- your first name and email address
- which product or shelf you picked, if you picked one
- when and on which page you signed up, and the wording you agreed to
When you ask a question Your name, email address and whatever you tell us in your message.
When ordering opens and you buy Your name, email, phone number, delivery or collection details, what you order, the price and that you accepted our terms. Square handles your card on its own secure page: we never see or store card details.
When you browse Only if you allow analytics cookies: how you use the site, through Google Analytics and Microsoft Clarity. See our cookie policy.
We don't need sensitive information, such as health details. Please don't send it.
Sizer and finder data
The battery sizer and the kit accessory finder work in your browser. The appliances, hours, kit and answers you enter aren't sent to us or stored by us.
If you allow analytics cookies, Google Analytics may record that you used a tool and the size it suggested, but not the details you typed.
How we use it, and why we're allowed to
| What we do | Our legal reason |
|---|---|
| Send the emails you asked for when you joined the list | Your consent |
| Answer your questions | Our legitimate interest in replying to you, or steps you ask us to take before you buy |
| Take payment, deliver or hand over your order, and send order updates | To carry out our contract with you |
| Deal with cancellations, returns, faults and warranty claims | To carry out our contract, and our legal duties |
| Contact you about a safety notice or recall for something you bought | Our legal duties on product safety, and our legitimate interest in keeping customers safe |
| Keep sales and VAT records | Our legal duties (tax law) |
| Keep records of electrical items and batteries we take back for recycling | Our legal duties (WEEE and battery rules) |
| Prevent fraud and misuse of the site | Our legitimate interest in protecting the business and customers |
| Analytics | Your consent (through the cookie banner) |
The list
The list is our email list for:
- when the item you picked is ready to order;
- stock arrivals and new products;
- offers from Newcastle Solar Shop.
We only add you if you tick the box. It's never ticked for you.
Every email has an unsubscribe link, or use our contact form. Once you leave, we stop straight away and keep only your email address on a "do not email" list, so we don't add you back by mistake.
Emails about an order you've placed, such as your confirmation and dispatch updates, aren't marketing. You'll get them even if you're not on the list.
Who we share it with
We use trusted services to run the shop. They only use your details to do their job for us.
| Who | What for | What they see |
|---|---|---|
| Zoho (Zoho CRM and Zoho Flow) | Our customer records and the list | List sign-ups, questions and orders |
| Zoho Mail | Sending and receiving email | Your emails to and from us |
| Zoho | Sending list emails | Your first name and email address |
| Cloudflare | Hosting this website, security, and a backup copy of sign-ups, questions and orders | Website traffic; what you send us |
| Square (once ordering opens) | Taking payments and refunds | Payment details, name, email, order total |
| Our couriers (we'll name them when ordering opens) | Delivering your order | Name, delivery address, phone number, delivery notes |
| Google Analytics, Microsoft Clarity | Site analytics, only if you allow cookies | How the site is used, not your contact details |
| Our accountant | Our accounts and VAT | Sales records |
| A product's maker | Handling a warranty claim, only with your agreement | What's needed for the claim |
We'd only share your details with anyone else if the law requires it, for example with HMRC or the police.
Where your details are held
Most of our services store data in the UK or the EU. Some, such as Cloudflare, Google and Microsoft, may process data in the USA or elsewhere. Where that happens, the transfer is covered by UK adequacy rules or approved contract terms. Zoho stores our customer records and email in its EU data centre.
Newcastle Solar Shop sometimes works from Spain, so your details may be viewed from there. The UK recognises the EU and EEA as giving your data adequate protection.
How long we keep it
- The list: until you unsubscribe, or after 24 months without opening any of our emails.
- Proof of your list consent: while we email you, and for 6 years after you leave, in case we need to show you agreed.
- Questions that don't lead to an order: [HOW LONG WE KEEP ENQUIRIES].
- Orders, payments and refunds: [HOW LONG WE KEEP ORDER RECORDS], for tax and accounting records.
- Records of electrical items and batteries taken back for recycling: 4 years.
After that, we delete your details or make them anonymous.
Your rights
You can ask us to:
- give you a copy of your details;
- correct anything that's wrong;
- delete your details;
- stop or limit how we use them;
- move them to another organisation, where that applies.
You can also object to us using your details for our legitimate interests, and withdraw consent at any time, for example by unsubscribing.
Some rights have limits. For example, we must keep sales records for tax. We'll explain if a limit applies.
To use any of these rights, use our contact form. We'll reply within one month, free of charge.
Complaints
If you're unhappy with how we've handled your details, please tell us first through our contact form so we can put it right.
You can also complain to the Information Commissioner's Office (ICO): ico.org.uk, or 0303 123 1113.
Other things to know
- We don't make decisions about you using fully automated systems.
- The shop is for adults. We don't knowingly collect details from anyone under 18.
- Joining the list is optional. Once ordering opens, we'll need your details to deliver an order.
Changes to this notice
We'll update this page if anything changes and show the date at the top.