Privacy policy
Last updated: 26.08.26
Aqua Samples Limited operates this website and online store (the “Services”). This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information when you visit, interact with, or make a purchase from our website, or otherwise communicate with us.
For the purposes of applicable UK data protection law, Aqua Samples is the data controller of your personal information. The Services are hosted on Shopify, which acts as a data processor and sub-processor.
If there is a conflict between this Privacy Policy and our Terms of Service, this Privacy Policy will apply in respect of personal data.
By using the Services, you acknowledge that you have read and understood this Privacy Policy.
Personal Information We Collect or Process
When we use the term “personal information,” we mean information that identifies, relates to, describes, or can reasonably be linked to an identifiable individual or business contact.
We may collect or process the following categories of personal information, depending on how you interact with the Services and as permitted or required by law:
Contact Information
Name, company name, billing address, shipping address, email address, and telephone number.
Financial and Transaction Information
Payment method, payment confirmation, transaction history, order details, and purchase records.
Payment card details are processed securely by Shopify and its payment providers and are not stored directly 'with or by' Aqua Samples Limited .
Account Information
Username, password, preferences, and account settings (where an account is created).
Order and Usage Information
Products viewed, added to cart, purchased, returned, cancelled, or exchanged, and interaction with the Services.
Communications
Information you provide when contacting us, including emails, support enquiries, and order-related correspondence.
Device and Technical Information
IP address, browser type, device identifiers, operating system, and information collected through cookies and similar technologies.
Site and Compliance Information (Industry-Specific)
Where relevant to water sampling and testing services, we may also collect:
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Business name and trading name
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Site name and site address
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Site reference numbers or internal identifiers
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Sampling point descriptions or locations
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Asset identifiers or descriptions (where provided)
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Order notes or instructions supplied by the customer
Sources of Personal Information
We collect personal information from the following sources:
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Directly from you, when you place an order, create an account, complete forms, or communicate with us
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Automatically, through your use of the Services, including cookies and similar technologies
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From service providers, including Shopify and logistics, analytics, advertising, and IT providers
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From third-party partners, where permitted by law
How We Use Your Personal Information
We use personal information for the following purposes:
Provision of Services
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Processing orders for water sampling kits
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Managing customer accounts and preferences
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Associating orders and samples with the correct site references
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Facilitating shipping and returns
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Receiving and processing laboratory results
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Delivering reports and documentation
Results are delivered as PDF documents by email and/or via a secure customer portal.
We use the following processors and sub-processors to deliver the Services: Shopify (e-commerce platform and hosting), Resend (transactional email delivery), Supabase (results-processing and data storage, hosted in the UK), Cheshire Scientific Ltd (accredited laboratory), GoDaddy (domain and DNS), Microsoft 365 (business email), Mailchimp (marketing email), and our analytics and advertising providers (see the Cookies section). A current list of sub-processors is available on request.
Use of Results and Compliance Responsibility
Water sample results, reports, and related documentation are provided for monitoring and informational purposes only.
They:
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Do not constitute legal, regulatory, or professional advice
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Do not replace a Legionella Risk Assessment
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Do not transfer statutory responsibility or dutyholder obligations
Responsibility for interpretation of results, implementation of control measures, and compliance with applicable legislation (including ACoP L8 and HSG274) remains with the dutyholder or responsible person.
Marketing, Advertising, and Analytics
We may use personal information for marketing and advertising purposes, including:
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Sending service updates and marketing communications (where consent has been given or where permitted under legitimate interests)
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Running advertising campaigns on platforms such as Meta (Facebook/Instagram) and Google
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Retargeting users who have interacted with the Services
Cookies and similar technologies: our website uses cookies for functionality, analytics, and advertising. Where required, we ask for your consent through a cookie banner, and you can manage your preferences at any time. Full details are set out in our Cookie Policy.
Security and Fraud Prevention
To authenticate accounts, process payments securely, detect fraud, prevent misuse of the Services, and protect users and our business.
Legal and Regulatory Compliance
To comply with applicable law, respond to lawful requests, enforce our terms, and protect our rights and the rights of others.
International Transfers
Your personal information may be stored or processed outside the UK or EEA.
Where this occurs, we rely on recognised transfer mechanisms such as UK Addendum and Standard Contractual Clauses, unless the destination country has been deemed to provide an adequate level of protection.
Children’s Data
The Services are intended for business and professional use. We do not knowingly collect personal information from children.
Data Retention
We retain personal information for as long as reasonably necessary to:
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Provide access to order history and reports
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Respond to enquiries and disputes
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Support regulatory, audit, or compliance enquiries
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Meet legal, accounting, and contractual obligations
Aqua Samples Limited orders, site data, and results may be retained for a minimum period consistent with industry practice and regulatory expectations.
Your Rights
Depending on your location, you may have rights to:
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Access your personal information
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Request correction or deletion
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Object to or restrict processing
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Request data portability
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Withdraw consent where processing is based on consent
Requests can be made using the contact details below. We may verify your identity before responding.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.
Contact
For questions about this Privacy Policy or to exercise your data protection rights, please contact: