Privacy Notice
Last updated: 30 July 2026
Volkstoff Limited respects your privacy and is committed to protecting your personal information. This Privacy Notice explains how we collect, use, store and share your information when you visit our website, place an order, create an account, join or register an interest in Volkstoff Dub Club, contact us, subscribe to marketing, submit content or otherwise interact with us.
1. Who We Are
Volkstoff Limited is the controller responsible for the personal information covered by this notice.
Company name: Volkstoff Limited
Company number: 16548413
Registered in: England and Wales
Registered office: 26 Dame Judith Way, Portsmouth, England, PO6 3FJ
Website: www.volkstoff.com
Email: hello@volkstoff.com
We have not appointed a formal Data Protection Officer. Privacy enquiries, data-protection rights requests and complaints should be sent to the email address above.
2. Information We Collect
The information we collect depends on how you interact with Volkstoff.
Identity and contact information
- Your name
- Billing and delivery addresses
- Email address
- Telephone number
- Social media username where you contact us through social media
Order and transaction information
- Products ordered
- Sizes, colours and product options
- Customisation instructions
- Order value and discount codes
- Delivery method
- Payment status and transaction references
- Order history
- Returns, exchanges and refunds
- Complaints, disputes and communications relating to an order
Payment information
Payments may be processed through Stripe, WooPayments, Klarna, PayPal or another payment option shown at checkout.
We do not normally receive or store your complete payment-card number or card security code. We may receive limited information including your payment method, payment status, billing address, card type, the final digits of your card, transaction reference and information relating to refunds, fraud checks, disputes or chargebacks.
Your payment provider may process personal information under its own privacy notice.
Customer account information
If you create a customer account, we may collect your username, encrypted or hashed login credentials, saved addresses, order history, account preferences and information about account activity.
You are responsible for keeping your password and account details secure.
Volkstoff Dub Club information
If you register an interest in or join Volkstoff Dub Club, we may collect your name, contact details, membership number, membership status, vehicle information, event interests, preferences, benefits or discounts used and membership communications.
Participation in a separate Facebook group or another external platform is also subject to that platform’s own privacy terms.
Custom products and vehicle submissions
If you request a personalised product or submit a vehicle for a custom design, we may collect:
- Photographs of your vehicle
- A registration number where visible in a photograph
- Vehicle make, model, year and colour
- Design and customisation instructions
- Names, wording or dates requested for a design
- Uploaded artwork or images
- Design approvals and related communications
Please remove registration numbers, addresses, faces and other unnecessary personal information from submitted photographs where possible.
Photographs, stories, reviews and community content
If you submit content to Volkstoff, we may collect photographs, videos, reviews, testimonials, vehicle details, written stories, social media information and your instructions or permission regarding publication.
We will seek appropriate permission before intentionally publishing identifiable customer photographs, personal stories or testimonials.
Marketing information
This may include whether you have subscribed to marketing, when and how you subscribed, your preferences, promotions you responded to, products or collections you appear interested in and records of unsubscribe or objection requests.
Where permitted and enabled, we may also record whether a marketing email was opened or whether a link was selected.
Website and technical information
When you use our website, we or our service providers may collect:
- IP address
- Browser and device type
- Operating system
- Approximate location based on your IP address
- Pages visited and links selected
- Referring website
- Shopping-basket and checkout activity
- Customer-account login activity
- Session and cookie identifiers
- Website errors and performance information
- Security and fraud-prevention information
Further information is provided in our separate Cookie Policy.
Communications
We may retain emails, contact-form enquiries, customer-service messages, social media messages, complaints and other communications sent to us.
Sensitive personal information
We do not normally need sensitive personal information such as details about your health, ethnicity, religion, political opinions or sexual orientation. Please do not send this information unless it is genuinely necessary and we have agreed to receive it.
3. How We Collect Information
We may collect personal information:
- Directly from you
- When you place or attempt to place an order
- Through checkout and customer-account forms
- Through contact, newsletter, membership or submission forms
- When you contact us by email or social media
- Automatically through our website and cookies
- From payment providers
- From Royal Mail or another delivery provider
- From fraud-prevention, anti-spam and website-security services
- From social media platforms when you interact with our pages
- From competition or event partners where you have been appropriately informed
- From publicly available sources where reasonably necessary
4. How and Why We Use Your Information
Processing and fulfilling orders
We use your information to process orders, confirm payment, manufacture or customise products, arrange delivery, provide order updates, manage returns and refunds, answer enquiries and resolve payment disputes.
Our lawful basis is normally that the processing is necessary to enter into or perform our contract with you.
Customer accounts
We use account information to create and manage accounts, save delivery details, display order history, provide account features, protect accounts and respond to account enquiries.
Our lawful bases are contractual necessity and our legitimate interest in providing secure customer accounts.
Volkstoff Dub Club
We use membership information to register and manage members, issue membership numbers, provide benefits, give access to restricted products or content, communicate about membership and manage community activities.
Our lawful bases may include contractual necessity, steps taken at your request before entering into a membership arrangement, consent and our legitimate interest in operating the Volkstoff community.
Customer service and complaints
We use information to answer questions, correct orders, manage complaints, investigate problems, provide refunds or remedies and improve our service.
Our lawful bases are contractual necessity, compliance with legal obligations and our legitimate interest in providing effective customer service.
Payments, fraud prevention and security
We use relevant information to process payments, confirm transactions, prevent fraud, protect accounts, investigate suspicious activity, secure our website and establish, exercise or defend legal claims.
Our lawful bases are contractual necessity, compliance with legal obligations and our legitimate interest in protecting Volkstoff and our customers.
Accounting and legal obligations
We use and retain relevant information to maintain accounting records, prepare tax returns, comply with company and consumer law, respond to lawful requests, manage product-safety matters and deal with legal claims.
Our lawful bases are compliance with legal obligations and our legitimate interests.
Operating and improving our website
We may use technical information to operate our website, maintain shopping baskets and sessions, detect errors, measure performance, understand how the website is used, improve navigation and content and protect the website.
We rely on our legitimate interests for essential operation, improvement and security. Where cookies or similar technologies require permission, we rely on your consent unless a legal exception applies.
Marketing
We may send information about product launches, offers, promotions, events, Dub Club updates, community news, blog articles and similar Volkstoff products.
Where required, we will obtain your consent.
Where legally permitted, we may email an existing customer about Volkstoff products similar to those they previously purchased or asked us about. Customers will be given an opportunity to opt out when their details are collected and in every marketing email.
You can stop marketing at any time by selecting the unsubscribe link in an email or contacting hello@volkstoff.com.
Competitions and promotions
We may use entry and contact information to administer competitions, verify entries, select and contact winners, provide prizes, prevent fraudulent entries and meet legal requirements.
Customer and community content
We may use photographs, reviews, stories, vehicle submissions and other content to produce custom products, display reviews, feature vehicles, publish stories and promote Volkstoff or Dub Club.
We rely on contractual necessity for custom products and on your consent, permission, agreed submission terms or our legitimate interests for publication and promotion.
You may ask us to stop using your content in the future. This may not affect products, printed materials or publications that were lawfully created or published before your request.
5. Marketing Preferences
We do not sell or rent your personal information to other organisations for their own marketing.
You may object to direct marketing at any time. When you unsubscribe, we may retain a limited suppression record so that you are not accidentally added back to our marketing list.
Unsubscribing from marketing does not prevent us from sending necessary messages about an order, payment, delivery, return, refund, account, membership or another service you requested.
6. Cookies and Similar Technologies
Our website uses cookies and related technologies to support shopping baskets, checkout, customer accounts, payments, security, preferences, analytics and advertising where enabled.
Non-essential technologies will only be used where we have obtained the required permission or a specific legal exception applies.
Further information is provided in our separate Cookie Policy and through the Cookie Settings control on our website.
7. Who We Share Information With
We only share information where reasonably necessary.
Website and technology providers
This includes providers supporting website hosting, WordPress, WooCommerce, Elementor, databases, backups, email delivery, security, anti-spam services and technical maintenance.
Payment providers
This may include Stripe, WooPayments, Klarna, PayPal and any other payment option selected at checkout.
Payment providers may use information for payment processing, authentication, fraud prevention, eligibility checks and regulatory compliance.
Delivery providers
This may include Royal Mail and any alternative courier used to deliver an order. They may receive your name, delivery address, contact details, parcel information and delivery instructions.
Email, analytics and advertising providers
Where enabled and permitted, we may use providers supporting transactional emails, newsletters, website analytics, conversion measurement, advertising and social media.
Professional advisers
We may share information with accountants, legal advisers, insurers, banks and other professional advisers where necessary.
Authorities and legal recipients
We may disclose information where required by law or reasonably necessary to comply with a lawful request, report suspected fraud, protect someone’s safety, enforce an agreement, protect our legal rights or meet tax, accounting or regulatory obligations.
Sale or reorganisation of the business
If Volkstoff Limited is sold, merged, reorganised or transfers part of its business, relevant personal information may be disclosed to advisers, prospective purchasers and a new owner, subject to appropriate confidentiality and data-protection requirements.
8. International Transfers
Some website, payment, email, analytics, social media or technology providers may process personal information outside the United Kingdom.
Where a restricted international transfer takes place, we will use an appropriate legal safeguard where required. This may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another lawful transfer mechanism.
9. How Long We Keep Information
We keep personal information only for as long as reasonably necessary.
Orders and accounting records
Order, transaction, refund, delivery and accounting records will normally be retained for at least six years from the end of the financial year to which they relate.
Customer accounts
Account information will normally be kept while the account remains active. Closed or inactive account information will normally be deleted or anonymised within two years, except where information must be retained for orders, security, disputes or legal obligations.
Customer enquiries
General enquiries will normally be retained for up to two years after the matter is resolved.
Complaints and disputes
Information connected to a significant complaint, payment dispute, product issue or legal claim may be retained for up to six years after the matter is resolved, or longer where legally necessary.
Marketing information
Marketing information will normally be retained until you unsubscribe, withdraw consent or the information is no longer required. We may retain a limited suppression record for longer.
Dub Club information
Active membership information will normally be kept while membership continues. Former-member information may be retained for up to two years after membership ends, except where longer retention is required for payments, disputes, fraud prevention or legal obligations.
Competitions
Competition information will normally be deleted or anonymised within 12 months after the competition ends, unless longer retention is required.
Photographs and community content
Published photographs, reviews, stories and community content may be retained while they remain relevant to Volkstoff’s community, editorial or promotional activities. We will consider reasonable removal requests, subject to existing agreements, printed materials, previous campaigns, archived publications and legal rights.
Security information
Routine website and security logs will normally be retained for no longer than 12 months unless required to investigate fraud, security incidents or misuse.
Backups
Information deleted from active systems may remain in secure backup copies for a limited period until those backups are overwritten.
10. Data Security
We use reasonable technical and organisational measures intended to protect personal information against unauthorised access, accidental loss, misuse, alteration, disclosure and destruction.
Measures may include encrypted website connections, secure payment processing, access controls, software updates, website monitoring, backups and limiting access to those who genuinely need the information.
No internet-based system can be guaranteed to be completely secure. Please contact us promptly if you believe your account or personal information has been compromised.
11. Your Data-Protection Rights
Depending on the circumstances, you may have the right to:
- Be informed about how your information is used
- Request access to personal information we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of information
- Request restriction of processing
- Object to processing based on legitimate interests
- Object to direct marketing at any time
- Request transfer of certain information in a portable format
- Withdraw consent at any time
- Complain about how your personal information has been handled
These rights are not absolute and legal exemptions may apply. For example, we may need to keep order information to meet accounting, tax or legal obligations.
We do not normally charge a fee for exercising a data-protection right. We may ask for information needed to confirm your identity and understand your request.
We will normally respond to a valid rights request without undue delay and within one month.
To exercise a right, email hello@volkstoff.com.
12. Data-Protection Complaints
You may complain directly to Volkstoff if you are unhappy about how we have collected, used, stored, shared or protected your personal information.
Please send complaints to:
Email: hello@volkstoff.com
Post:
Volkstoff Limited
26 Dame Judith Way
Portsmouth
England
PO6 3FJ
Please include your name, contact details, a clear description of your concern, relevant dates or order numbers and the outcome you are seeking.
We will acknowledge a data-protection complaint within 30 days, take appropriate steps to investigate it, keep you informed where appropriate and communicate the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
13. Automated Decision-Making
Volkstoff does not normally make decisions about customers solely through automated processing where the decision has a legal or similarly significant effect.
Payment providers may use automated systems for payment authorisation, fraud prevention, identity verification, risk assessment or eligibility for payment-by-instalment services. The relevant provider is responsible for explaining its processing and review rights.
14. Children
The Volkstoff website and Dub Club services are not designed specifically for children under 13.
We do not knowingly seek personal information directly from children under 13 for marketing or membership purposes.
Customers under 18 should use the website and make purchases with the involvement of a parent or guardian.
A parent or guardian should contact us if they believe a child has provided information without appropriate permission.
15. External Websites and Social Media
Our website may link to Facebook, Instagram, TikTok, YouTube and other external services.
Those organisations control their own websites and may collect information when you visit or use their services. Their activities are governed by their own privacy and cookie notices.
16. Changes to This Privacy Notice
We may update this Privacy Notice when our website, products, services, providers or legal obligations change.
The latest version will be published on this page with an updated date. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected customers.
17. Contact Us
Questions, rights requests and data-protection complaints should be sent to:
Email: hello@volkstoff.com
Post:
Volkstoff Limited
26 Dame Judith Way
Portsmouth
England
PO6 3FJ