Last updated: 7 September 2026

This Privacy Policy describes how GLOWFILLS collects, uses, shares and safeguards personal information in connection with glowfills.com, our sales activities and customer-support services.

It applies to website visitors, customers, representatives of businesses, Delivery recipients and anyone who contacts us or provides information to us.

This Policy describes our privacy practices. Where applicable law requires consent, this Policy does not replace the need to obtain that consent.

1. Who Is Responsible for Your Information?

Glowfills.com is operated by GLOWFILLS.

References in this Policy to “we”, “us” and “our” mean GLOWFILLS.

Where we decide the purposes and methods for processing personal information in connection with our business, we act as the controller of that information.

Some service providers, including payment providers, carriers and Shopify in relation to certain services, may also process personal information independently under their own privacy policies.

Privacy contact: info@glowfills.com
Phone / WhatsApp: +372 5360 2282

2. Personal Information We Collect

The personal information we collect depends upon how you interact with us and which services you use.

Category	Examples	Main purposes
Contact and account information	Name, email address, telephone number, account information and communication preferences	Managing accounts, identifying customers and communicating with you
Billing and Delivery information	Billing and Delivery addresses, recipient details and Delivery instructions	Invoicing, fulfilment, shipping and Delivery assistance
Order and transaction information	Products purchased, quantities, Order history, payment status, transaction references and discounts	Processing purchases, recordkeeping, refunds and dispute resolution
Payment and refund information	Payment confirmations, transfer receipts and bank information provided for refunds	Payment verification, reconciliation and processing refunds
Professional and business information	Business name, professional registration, licence information and relevant authorisations	Eligibility verification and regulatory compliance
Customs and shipment information	Required recipient identification, import documents, tracking information and customs correspondence	Lawful shipping, customs clearance and Delivery investigations
Device and usage information	IP address, browser and device information, approximate location derived from IP address and website activity	Website functionality, security, performance measurement and permitted analytics
Shopping activity	Products viewed, cart activity, purchases and interaction with offers	Shopping functionality, improving our services and permitted personalisation
Communications and Claim records	Emails, messages, complaint information, photographs, videos and supporting documentation	Customer service, investigations, refunds and legal Claims
Submitted content	Reviews, testimonials, photographs and videos provided by you	Publication or promotional use where appropriately authorised and lawful
Privacy and consent records	Cookie selections, marketing preferences, withdrawn consent and privacy requests	Respecting privacy choices and demonstrating compliance

We aim to collect only information relevant to the purpose for which it is needed.

Please avoid providing unnecessary identity documents, financial information or sensitive personal information.

Payment Information

Where card payments are available, they are processed through payment providers.

We do not ask customers to provide complete payment-card information or card security codes through email or messaging services.

We may receive transaction information and limited payment details necessary to confirm a payment or resolve a dispute.

If you provide bank-account information for a refund or transfer verification, that information becomes part of the records we process and protect.

3. Sources of Personal Information

We may obtain personal information:

• Directly from you when you submit an Order, create an account, contact us or make a Claim.

• From a purchaser who identifies you as a recipient or business contact.

• Automatically through glowfills.com and associated technologies.

• From payment providers, carriers and fulfilment partners.

• From professional registers or relevant authorities where verification is necessary.

• From technology partners and other service providers supporting our website and operations.

• From social platforms when you communicate or interact with us through their services.

If you provide another person's personal information, provide only information that is necessary and ensure that you have permission to disclose it.

Where appropriate, you should also make this Privacy Policy available to that person.

4. How We Use Personal Information and Our Legal Grounds

Where applicable law requires us to identify a legal basis for processing, the applicable basis depends upon the purpose and circumstances.

Purpose	Applicable legal basis, where required
Processing an individual customer's Order, payment, Delivery or refund	Performance of a Contract or steps requested before entering into a Contract
Communicating with representatives of business customers	Legitimate interests in managing business relationships
Performing legally required verification and maintaining statutory records	Compliance with applicable legal obligations
Conducting additional proportionate eligibility or fraud checks	Legitimate interests in lawful trading, security and fraud prevention, where permitted
Managing support enquiries, complaints and disputes	Contract performance, legal obligations or legitimate interests, depending upon the circumstances
Protecting accounts, systems and transactions	Legitimate interests in security and fraud prevention and, where applicable, legal obligations
Improving services using information that does not require consent	Legitimate interests in understanding and developing our business, subject to applicable law
Using optional cookies, analytics, tracking or advertising technologies	Consent where required, or another legal basis permitted by applicable law
Sending promotional communications	Consent or another specific legal permission for direct marketing
Publishing identifiable testimonials or promotional material	Consent or another appropriate permission and legal basis
Establishing, exercising or defending legal Claims	Legitimate interests and any additional conditions required for sensitive information

When relying upon legitimate interests, we consider the effect of the processing on individuals and whether their interests or fundamental rights override our interests.

The table above does not allow us to avoid obtaining consent or satisfying another condition where applicable law requires it.

If required information is not provided, we may be unable to process an Order, verify eligibility, complete Delivery or provide a requested service. Where relevant, we will explain this to you.

5. Shopify and Shopify Network Intelligence

Our online store is hosted through Shopify, which provides the platform used to operate our store and associated services.

Shopify receives and processes personal information relating to access to and use of our store, including information provided during shopping and checkout.

Shopify Network Intelligence is enabled for our store.

This feature allows Shopify to combine personal information from interactions with our store with information from interactions involving Shopify and other merchants in order to provide enhanced services.

Depending upon the features being used, these services may include:

• Personalisation.

• Analytics.

• Store improvements.

• Advertising-related services.

For certain enhanced services, Shopify is responsible for its processing of your personal information and for responding to privacy requests concerning that processing.

Additional information about Shopify's privacy practices and available privacy choices can be found through the:

• Shopify Consumer Privacy Policy

• Shopify Privacy Portal

Any applicable consent and opt-out choices must be respected in connection with these services.

6. Service Providers and Other Disclosures

We disclose personal information where doing so is necessary and lawful for the purposes described in this Policy.

Recipients may include:

• Service providers and technology partners: Website hosting, software, account management, communications, customer support, analytics and other operational services.

• Payment and financial providers: Payment processing and verification, reconciliation, refunds and fraud prevention.

• Fulfilment and logistics partners: Order preparation, transportation, Delivery and investigation of shipping problems.

• Manufacturers, suppliers and qualified specialists: Investigation of Product quality, authenticity, conformity or safety concerns.

• Customs and regulatory authorities: Customs clearance, verification and legal compliance.

• Professional advisers and insurers: Accounting, legal advice, insurance matters and dispute resolution.

• Marketing and advertising partners: Where relevant services are used and disclosure is permitted by your privacy choices and applicable law.

We seek to limit disclosures to information relevant to the particular purpose.

Where a service provider processes personal information on our behalf, appropriate contractual protections are required.

Some recipients operate as independent controllers and therefore have their own legal responsibilities and privacy notices.

We may also disclose information where reasonably necessary to:

• Comply with a binding legal requirement.

• Protect individuals from harm.

• Investigate fraud or unlawful conduct.

• Establish, exercise or defend legal Claims.

• Support a genuine business restructuring or transfer, subject to appropriate safeguards and any notice required by law.

7. Sale, Sharing and Advertising Choices

We do not sell customer lists or personal information for money.

However, some privacy laws define terms such as “sale”, “sharing” and “targeted advertising” more broadly than transactions involving monetary payment.

Depending upon the services used and applicable law, certain disclosures involving advertising technologies or Shopify's enhanced services may fall within these broader definitions.

Where such processing takes place and you have a legal right to opt out, you may exercise that right through the relevant privacy controls or by contacting us.

This does not mean that unrelated businesses receive unrestricted access to customer accounts or Order records.

8. Cookies and Similar Technologies

Our website and technology providers may use cookies, pixels, local storage and comparable technologies.

These technologies may be used for:

• Essential functions: Shopping-cart operation, checkout, account access, security and remembering privacy preferences.

• Preferences: Remembering selected settings and improving convenience.

• Analytics: Understanding website activity and measuring performance.

• Marketing and personalisation: Measuring campaigns, personalising content and supporting relevant advertising.

Where required by law, optional technologies will remain inactive until you provide the necessary consent.

You may manage available choices and withdraw consent through the website's cookie or privacy controls.

Browser settings can also be used to restrict cookies, although doing so may affect certain website functions.

Declining optional cookies does not prevent access to essential purchasing functionality.

Information provided through the applicable cookie controls should identify the technologies used, relevant providers and applicable durations.

9. Marketing Communications

We may send promotional communications where you have provided consent or another specific legal basis permits us to do so.

You can stop promotional communications by:

• Using the unsubscribe function included in an email.

• Following an available opt-out instruction through another communication channel.

• Contacting info@glowfills.com.

Withdrawing permission for marketing does not prevent us from sending necessary communications concerning Orders, payments, Delivery, recalls or requests you have submitted.

We may retain limited suppression information so that your marketing opt-out can continue to be respected.

Marketing permission is separate from acceptance of our Terms and Conditions.

10. Professional Verification and Identity Documents

Where necessary, we may process professional registration information, business details, identity information or authorisation documents to verify eligibility or comply with legal obligations.

We aim to:

• Request only information relevant to the required verification.

• Restrict access to personnel and service providers who require the information.

• Avoid retaining complete copies of documents where a limited verification record is sufficient.

• Retain information only for an appropriate purpose and period.

Where unrelated information is not required for verification, you may redact it.

If an unredacted document is necessary, we will explain the requirement.

11. Product Complaints and Sensitive Information

Certain Product complaints may involve treatment photographs, medical reports or other health-related information.

Please do not send identifiable patient records or unnecessary medical information through ordinary email or messaging services.

Contact us first so that we can determine what information is necessary and identify an appropriate method for providing it.

Where sensitive information is required:

• We will identify an appropriate legal basis and any additional condition required by law.

• Its use will be limited to the relevant investigation, safety obligation or legal matter.

• Access and disclosures will be restricted.

• We will request anonymised or redacted information where that is sufficient for the intended purpose.

Consent provided by a customer does not automatically authorise disclosure of another person's medical information.

Where necessary and lawful, relevant information may be provided to manufacturers, qualified specialists, insurers, legal advisers or competent authorities.

Evidence submitted in connection with a complaint will not be reused for marketing purposes without separate appropriate permission.

12. Reviews, Photographs and Testimonials

If you provide content for publication, information you choose to include may become publicly accessible.

Do not include another person's identifying or sensitive information without appropriate permission.

Before using identifiable photographs, videos or testimonials for promotional purposes, we will obtain consent or another permission required by law.

Where publication depends upon consent, you may withdraw that consent by contacting us.

We will explain any practical limitations affecting material that has already been lawfully distributed or independently reproduced by third parties.

13. International Processing and Transfers

GLOWFILLS operates using international service and fulfilment arrangements.

Your personal information may therefore be accessed or processed outside your country of residence, including countries in which Shopify, fulfilment providers, carriers and other relevant service providers operate.

Data-protection standards in those countries may differ.

Where international transfers are legally restricted, an appropriate transfer mechanism must be used, such as:

• A recognised adequacy decision.

• Appropriate contractual protections, including approved standard contractual clauses.

• Another legally permitted transfer mechanism or narrowly applicable exception.

Additional safeguards will be implemented where required.

You may contact us for information concerning applicable safeguards and how to obtain a copy or explanation, subject to necessary redactions.

14. How Long We Keep Personal Information

We retain personal information for as long as reasonably necessary for the purpose for which it is processed, subject to applicable legal requirements.

Record category	Retention considerations
Account and customer records	Whether the account remains active, ongoing service requirements and applicable recordkeeping obligations
Orders, invoices, payments and refunds	Accounting, tax, transaction and legal-Claim requirements
Professional verification records	Purpose of verification, regulatory obligations and whether continued retention remains necessary
Shipping and customs records	Completion of Delivery, customs obligations, shipping disputes and required recordkeeping
Complaints and Product-safety records	Investigations, traceability, regulatory reporting and applicable Claim periods
Marketing preferences	Until changed or withdrawn, with limited information retained where necessary to respect opt-outs
Device and analytics information	Purpose of the technology, configured lifespan and applicable consent requirements
Privacy requests	Demonstrating appropriate handling of requests and satisfying legal obligations

Information may need to be retained for a longer period where an active dispute, investigation or binding legal requirement exists.

Once retention is no longer necessary, information should be deleted or anonymised.

Backup copies may remain temporarily within established backup cycles and should not be restored to ordinary use without an appropriate reason.

A deletion request does not automatically require deletion of information that we are legally required or permitted to retain.

15. Information Security

We use appropriate technical and organisational safeguards designed to protect personal information.

Measures are intended to be proportionate to the nature of the information and associated risks and may include:

• Access controls.

• Secure systems.

• Staff confidentiality obligations.

• Safeguards applicable to service providers.

No website, communication method or data-storage system can be guaranteed to be completely secure.

Please protect your account credentials and avoid sending complete payment-card information or unnecessary sensitive information through customer-support channels.

If a personal-data breach occurs, we will assess the incident and comply with applicable notification and response obligations.

16. Your Privacy Rights

Depending upon where you live and applicable law, you may have rights to:

• Receive information about how we process personal information.

• Request access to personal information.

• Correct inaccurate or incomplete information.

• Request deletion.

• Restrict certain processing.

• Receive eligible information in a portable format.

• Object to processing based upon legitimate interests.

• Object to direct marketing.

• Withdraw consent without affecting processing lawfully carried out before withdrawal.

• Opt out of qualifying sale, sharing or targeted advertising.

• Exercise applicable rights relating to significant automated decisions.

• Complain to a competent data-protection authority.

These rights may be subject to legal requirements, conditions and exceptions.

Where required, we will explain why a request has been refused or restricted.

Where EU or UK data-protection rules apply, an objection to processing for direct-marketing purposes must be respected.

17. Additional United States Privacy Rights

Where an applicable US state privacy law governs our business and your personal information, additional rights may include:

• Knowing the categories and specific personal information collected.

• Knowing relevant sources, purposes and categories of recipients.

• Correcting or deleting eligible information.

• Opting out of qualifying sale, sharing or targeted advertising.

• Limiting certain uses of sensitive personal information where provided by law.

• Using an authorised agent.

• Appealing a privacy-request decision where required.

• Exercising applicable rights without unlawful discrimination.

Where legally required, recognised opt-out preference signals, including Global Privacy Control, must be honoured.

Available rights and procedures depend upon the law applicable to the particular request.

This section does not represent that every US privacy statute applies to every transaction.

18. How to Submit a Privacy Request

Privacy requests may be submitted through:

Email: info@glowfills.com
Phone / WhatsApp: +372 5360 2282

Please clearly describe your request and provide enough information for us to locate the relevant records.

We may verify your identity or the authority of an agent using proportionate information.

We will not request excessive documentation merely to discourage or obstruct a privacy request.

Requests are ordinarily handled without charge, subject to lawful exceptions.

Where the EU or UK GDPR applies, we generally respond within one month.

Where permitted, this period may be extended for complex or numerous requests, provided notice and reasons are given within the initial response period.

Where the CCPA applies, qualifying requests for access, correction or deletion generally have a 45-day response period, subject to a lawful extension.

Different deadlines may apply to certain privacy choices, including opt-out requests.

Any other applicable statutory deadlines will also be respected.

If we cannot fulfil a request completely, we will explain the reason and identify any available review or complaint procedure.

19. Children

Our services are intended for adults and are not directed toward individuals under 18 years of age.

If you believe that a minor has submitted personal information through our services, please contact us.

We will review the circumstances and take appropriate action, including deletion where required.

Limited records may be retained only where justified by a legal obligation or safeguarding purpose.

20. External Websites and Communication Platforms

Links to third-party websites and communications conducted through messaging or social-media platforms may involve personal-information processing by those providers.

Their respective privacy policies govern processing for which they act independently.

Please review the relevant provider's privacy information before submitting sensitive or unnecessary personal information through those services.

21. Changes to This Privacy Policy

We may revise this Privacy Policy to reflect changes in our practices, services or applicable legal requirements.

The updated version will display a revised date.

Where legally required, we will provide additional notice concerning material changes.

If a new processing activity requires consent, merely publishing an updated Privacy Policy does not replace the requirement to obtain that consent.

22. Contact and Complaints

GLOWFILLS

Email: info@glowfills.com
Phone / WhatsApp: +372 5360 2282

Where appropriate, please identify your message as a privacy enquiry.

You may submit a complaint directly to a competent data-protection authority without first contacting us.

Where EU or UK data-protection rules apply, this may include the authority responsible for your habitual place of residence, place of work or the location of the alleged infringement.