Cosmic Loop FX
Privacy Policy

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Last updated: 14 November 2025
This Privacy Policy explains how Infinite Orbits Ltd (“we”, “our”, “us”, “Cosmic Loop FX”) collects, uses and protects your personal data when you visit or make a purchase on our website www.cosmicloopfx.com.

We are committed to protecting your privacy and complying with the UK GDPR, EU GDPR, and the UK Data Protection Act 2018.

1. Who We Are (Data Controller)

This website is operated by:

Infinite Orbits Ltd
58 Ensor Drive, Polesworth, North Warwickshire,
United Kingdom, B78 1JW
Company No. 7542319
Email: info@cosmicloopfx.com

We are the Data Controller responsible for your personal data.

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2. Personal Data We Collect

We collect the following categories of personal information:

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Information you provide directly

• Name

• Billing address & delivery address

• Email address & phone number

• Order details and purchase history

• Messages sent via contact forms or customer support

Payment information

We do not store or process payment card details on our servers.
Payments are processed securely by third-party providers such as:

• Stripe

• PayPal

• Klarna

• Apple Pay / Google Pay (where supported)

If you choose Klarna, additional data may be processed for eligibility checks including:

• Date of birth

• Payment history

• Credit/identity verification
  (This data is handled directly by Klarna.)

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Automatically collected information

When you visit our website, we may collect:

• IP address

• Browser type and device information

• Pages viewed and time spent on the website

• Cookies and tracking data (see Section 10)

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Marketing data

If you sign up for our newsletter or opt-in to marketing, we may collect:

• Email address

• Marketing preferences

• Interaction data (open rates, clicks)

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3. How We Use Your Personal Data

We use your information for the following purposes:

To process and deliver your order

• Payment processing

• Shipping, delivery and tracking

• Fraud prevention

• Customer support

To comply with tax, VAT, and customs laws

For example:

• Collecting EU VAT at checkout

• Preparing documentation for DDP (Delivered Duty Paid) shipments

To improve our website & services

• Website analytics

• Traffic monitoring

• Performance improvements

For marketing (where permitted)

• Email newsletters

• Product updates

• Promotions
  (Only if you have opted in.)

For Klarna payments

• Eligibility checks

• Instalment planning

• Fraud prevention
  (Klarna acts as an independent data controller for these tasks.)

4. Legal Bases for Processing (UK/EU GDPR)

We process your data under the following legal bases:

• Contract – to process orders and deliver goods you purchase.

• Legal Obligation – tax compliance, VAT reporting, accounting.

• Legitimate Interests – fraud prevention, website analytics, service improvement.

• Consent – email marketing and non-essential cookies.

• Klarna’s Legitimate Interests – if you choose “Pay in 3” or “Pay Later”, Klarna may use automated decision-making for creditworthiness checks.

5. Automated Decision Making (Klarna)

If you choose a Klarna payment method, automated systems may assess eligibility.
You have the right to:

• Request human intervention

• Contest the decision

• Contact Klarna directly for more information

Klarna’s privacy policy:
https://www.klarna.com/uk/privacy-notice/

6. Sharing Your Personal Data

We share your data only with trusted third-party processors, including:

Payment processors

• Stripe

• PayPal

• Klarna

• Apple Pay / Google Pay

Shipping & logistics

• Royal Mail

• UPS / DHL / FedEx

• Easyship (DDP, customs processing)

Website & hosting

• Wix (site hosting, analytics, security)

• Google Analytics (site performance and usage tracking)

These processors act under strict data-processing agreements and do not sell or misuse your data.

We do not sell your personal information to anyone.

7. International Data Transfers

Because we use global service providers (Wix, Google, Easyship, Klarna), your data may be transferred outside the UK/EU.

Where transfers occur, we rely on:

• Standard Contractual Clauses (SCCs)

• Equivalent safeguards
  to ensure your data remains protected and compliant.

8. Data Retention

We keep your data only as long as necessary for the purposes collected:

• Order records: 6 years (legal accounting requirement)

• Customer service correspondence: 12 months

• Marketing data: until you withdraw consent

• Cookies: see retention in your browser or cookie banner

After this period, your data is securely deleted or anonymised.

9. Your Rights Under UK GDPR

You have the right to:

• Access your data

• Correct inaccurate data

• Delete your data (“right to be forgotten”)

• Restrict or object to processing

• Receive a copy of your data (data portability)

• Withdraw consent (for marketing & cookies)

• Object to automated decision-making (e.g., Klarna)

To exercise your rights, email: info@cosmicloopfx.com

You can also complain to the ICO (UK regulator):
https://ico.org.uk/

10. Cookies & Tracking Technologies

We use cookies and similar tracking technologies for:

Essential cookies

Required for website functionality, checkout, security.

Analytics cookies

To measure site performance and improve user experience (e.g., Google Analytics).

Marketing cookies

Used for advertising or remarketing (only if you consent).

You can manage cookie preferences through:

• Our cookie banner

• Your browser settings

11. Children’s Privacy

We do not knowingly collect personal data from children under 16 years old.
If you believe a child has provided data, contact us and we will delete it promptly.

12. Changes to This Privacy Policy

We may update this policy from time to time.
Significant changes will be announced via:

• A notification on our website

• Email (if applicable)

13. Contact Us

For any questions about this Privacy Policy or your data rights, please contact:

Infinite Orbits Ltd
Email: info@cosmicloopfx.com
Address: 58 Ensor Drive, Polesworth, North Warwickshire, B78 1JW
United Kingdom​