Privacy Policy

Last updated: . This Privacy Policy describes how ErgoBloom, operated by Vibeplant at vibeplant.world, collects, uses, stores, and protects personal data when you browse our website, purchase ergonomic workstation products, book habit consultations, or communicate with our United Kingdom team.

Data Controller

The data controller responsible for your personal data is Vibeplant, ErgoBloom, Building B, Riverside Way, Camberley GU15 3YL, United Kingdom. For privacy enquiries contact us via the details on Touch Base. Email: office@vibeplant.world. Phone: +443333252501.

Scope of This Policy

This policy applies to personal data processed through our ergonomic habit guidance services, educational content, product enquiries, studio visits, and online forms. It covers data collected via vibeplant.world and related communications. It does not apply to third-party websites linked from our pages.

Categories of Personal Data

We may process the following categories of data depending on how you interact with ErgoBloom:

• Identity and contact data: name, email address, telephone number, delivery address, and billing address when you order lumbar cushions, sit-stand converters, keyboard trays, or related accessories.
• Communication data: messages you send through our contact form, email correspondence, consultation notes, and feedback about workspace comfort.
• Transaction data: order history, payment status, invoices, returns, and warranty records for ergonomic products.
• Technical data: IP address, browser type, device identifiers, pages viewed, referral source, session duration, and cookie preferences.
• Usage data: interaction with habit guides, product pages, and preference settings you choose on our site.
• Studio visit data: appointment times, accessibility requirements, and optional photographs of your desk setup when you consent for personalised recommendations.

How We Collect Data

We collect data directly when you submit forms, place orders, visit our Camberley studio, or speak with our team. We collect data automatically through cookies and similar technologies as described in our Cookies Policy. We may receive limited data from payment processors and delivery partners solely to fulfil your order.

Purposes and Legal Bases

Under UK GDPR we rely on the following legal bases:

• Contract: processing necessary to supply products, deliver orders, provide habit consultations you request, and manage returns under our Return Policy.
• Legitimate interests: improving website security, analysing aggregated traffic, preventing fraud, and developing ergonomic content—balanced against your rights.
• Consent: sending optional marketing about new workstation picks, habit guides, or studio events; placing non-essential cookies; and using desk photographs for tailored advice.
• Legal obligation: retaining tax and accounting records, responding to lawful requests from authorities.

How We Use Your Data

We use personal data to respond to enquiries about posture-friendly habits, recommend suitable ergonomic accessories, process payments, arrange courier delivery across the UK, provide post-purchase support, personalise educational content, maintain website functionality, and comply with applicable law. We do not use your data to make automated decisions that produce legal or similarly significant effects without human review.

Product and Habit Consultations

When you share information about your desk height, chair model, or discomfort patterns, we use that information solely to suggest ergonomic habits and compatible products. Notes are stored securely and accessed only by trained ErgoBloom staff. You may request deletion of consultation notes where no statutory retention applies.

Marketing Communications

We send marketing only with your explicit consent or where you are an existing customer and the message relates to similar ergonomic products or services. Each email includes an unsubscribe link. You may opt out at any time without affecting core service messages such as order confirmations.

Data Sharing

We share personal data only when necessary with:

• Payment service providers to process card transactions securely.
• Courier and logistics partners to deliver physical products to your address.
• IT hosting and email providers bound by data processing agreements.
• Professional advisers such as accountants or insurers under confidentiality duties.
• Authorities when required by law or to protect rights and safety.

We do not sell personal data. Processors may not use your data for their own marketing.

International Transfers

Our primary systems are located within the United Kingdom or European Economic Area. If a processor transfers data outside the UK, we ensure appropriate safeguards such as UK International Data Transfer Agreements or adequacy regulations are in place.

Retention Periods

We retain data only as long as needed for the purposes collected. Order and invoice records are typically kept for seven years for tax compliance. Contact form messages are retained up to twenty-four months unless an active customer relationship continues. Marketing consent records are kept until you withdraw consent plus a short audit period. Technical logs may be retained up to twelve months for security monitoring.

Security Measures

Vibeplant implements administrative, technical, and organisational measures including access controls, encrypted connections via HTTPS, staff training on data minimisation, and regular review of supplier security practices. No online transmission is completely secure; we encourage strong passwords on any account features we provide.

Your Rights

UK residents may exercise the following rights subject to exemptions:

• Access: obtain a copy of personal data we hold about you.
• Rectification: correct inaccurate or incomplete data.
• Erasure: request deletion where no lawful reason to retain exists.
• Restriction: limit processing in defined circumstances.
• Portability: receive data you provided in a structured, machine-readable format where processing is automated and based on consent or contract.
• Objection: object to processing based on legitimate interests or for direct marketing.
• Withdraw consent: where processing relies on consent, without affecting prior lawful processing.

To exercise rights, contact us using the details above. We respond within one month, extendable where requests are complex. You may lodge a complaint with the Information Commissioner's Office at ico.org.uk.

Children

Our services target adults managing workstation comfort. We do not knowingly collect data from individuals under sixteen. If you believe a child has provided data, contact us for prompt deletion.

Third-Party Links

Embedded maps or external resources may collect data under their own policies. Review third-party privacy terms when leaving vibeplant.ddd.

Changes to This Policy

We may update this Privacy Policy to reflect product line changes, legal requirements, or new habit programmes. Material changes will be posted on this page with an updated date. Continued use after changes constitutes acknowledgement where permitted by law.

Contact

ErgoBloom, Vibeplant, Building B, Riverside Way, Camberley GU15 3YL, United Kingdom. Phone: +443333252501. Email: office@vibeplant.world.