Microcosm Audio Ltd. – Privacy Policy

Effective Date: June 30, 2026

At Microcosm Audio Ltd, accessible from our website, protecting the privacy and security of our customers and site visitors is one of our main priorities. This Privacy Policy outlines the types of personal data we collect through our WooCommerce e-commerce platform and installation services, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.

1. Data Controller Information

Microcosm Audio Ltd is the Data Controller responsible for your personal data.

Company Name: Microcosm Audio Ltd
Company Number: 15812735
VAT Number: 501608333
Registered Address: 44 Rackhouse Rd, Manchester, M23 0BN, United Kingdom
Contact Email: [email protected]

2. Personal Data We Collect

When you browse our website, request a quote, make a purchase, or book an installation, we may collect and process the following personal information:

Identity & Contact Data: Full name, company name, billing address, delivery/venue installation address, email address, and phone number.
Transaction & Order Data: Details of custom speakers, off-the-shelf Hi-Fi hardware purchased, project quotes, order history, and payment status.
Financial Data: Payments processed on our site are handled securely by third-party payment gateways (e.g., Stripe, PayPal). Microcosm Audio Ltd does not store complete credit or debit card numbers on our servers.
Technical & Usage Data: IP address, browser type and version, time zone setting, browser plug-in types, operating system, pages viewed, and items added to your shopping cart.

3. How We Collect Your Data

We collect personal data directly from you when you:

Place an order or purchase products through our WooCommerce checkout.
Request a quote for custom speaker manufacturing or venue installation.
Create an account on our website.
Contact us via email, telephone, or contact forms.
Subscribe to our newsletters or marketing communications.

4. How We Use Your Data & Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases to process your personal data:

Contractual Performance: To process payments, manufacture custom speaker arrays, arrange shipping, and complete physical venue/studio installations as agreed.
Legitimate Interests: To manage our business relationships, prevent fraudulent checkout attempts, maintain acoustic quality assurance records, and improve our website performance.
Legal Obligation: To maintain accounting records, VAT invoices, and comply with tax regulations under UK law.
Consent: To send you promotional emails or direct marketing where you have explicitly opted in (you may withdraw consent at any time).

5. WooCommerce Cookies & Tracking

Our website uses WooCommerce cookies to ensure essential website functionality and improve your shopping experience. These cookies allow our system to:

Keep track of cart data while browsing our store.
Identify session changes and keep your cart active.
Remember login details and user preferences for account holders.

6. Sharing Your Data with Third Parties

We do not sell, rent, or trade your personal data. We share necessary data strictly with trusted service providers to run our operations:

E-Commerce Platform & Hosting: WooCommerce / WordPress core services and secure web hosting infrastructure.
Payment Processors: Secure gateways (e.g., Stripe, PayPal) for transaction verification and processing.
Couriers & Logistics: Freight and courier partners to fulfill physical deliveries to your home or commercial site.
Professional Advisors & Regulators: Accountants, legal advisors, HMRC, and law enforcement agencies when legally required.

7. Data Security & Retention

We implement strict technical and organizational security measures to prevent your personal data from being accidentally lost, unauthorizedly accessed, altered, or disclosed.

We retain order history, tax invoices, and transaction details for a minimum of 6 years following the end of the financial year in which the order occurred, to satisfy UK tax and legal requirements. Personal data no longer needed is securely deleted or anonymized.

8. Your Rights Under UK GDPR

You have statutory rights regarding your personal data, including the right to:

Access: Request a copy of the personal data we hold about you.
Rectification: Request correction of inaccurate or incomplete personal data.
Erasure: Request deletion of your personal data where there is no legal reason for us to retain it.
Restriction: Request that we suspend processing your personal data under certain conditions.
Data Portability: Request transfer of your data to another organization.
Object: Object to processing carried out based on legitimate interests or direct marketing.

To exercise any of these rights, please contact us at [email protected].

9. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can resolve the issue. You also have the right to lodge a complaint at any time with the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113

10. Changes to This Policy

We reserve the right to update this Privacy Policy periodically to reflect operational, legal, or regulatory changes. Updated versions will be posted on this page with an updated Effective Date.