Privacy policy
PRIVACY POLICY
Last updated: 7 July 2026
This Privacy Policy explains how Grainwolf collects, uses, stores and shares personal information when you visit our website, join our waitlist, contact us, create an account, place an order, or otherwise use our services.
Grainwolf is operated by Mark Hoskins trading as Grainwolf.
Contact details:
Mark Hoskins trading as Grainwolf
41 Brockworth Crescent
Bristol
BS16 1HQ
United Kingdom
Email: info@grainwolf.com
For the purposes of UK data protection law, including the UK GDPR and the Data Protection Act 2018 as amended by applicable law, Mark Hoskins trading as Grainwolf is the data controller of personal information collected through this website, except where another party, such as Shopify, acts as an independent controller for its own processing.
Please read this Privacy Policy carefully. This Privacy Policy applies when you use our website, provide personal information to us, join our waitlist, contact us, or buy from us.
1. Who we are
Grainwolf is a UK-based matcha, ritual and intentional living brand.
Our website is hosted by Shopify. Shopify provides the ecommerce platform that allows us to operate our online store, manage products, collect orders, process payments, manage customer accounts and provide related services.
2. Personal information we collect
The personal information we collect depends on how you interact with us.
We may collect the following categories of personal information:
Contact information:
name, email address, postal address, billing address, shipping address and phone number.
Order and transaction information:
products viewed, products added to basket, products purchased, order details, payment confirmation, delivery details, returns, refunds, exchanges and customer support records.
Payment information:
payment method, payment confirmation and payment-related details. Payment card details are processed securely by our payment providers and Shopify. We do not store full card numbers ourselves.
Account information:
login details, account preferences, saved addresses and account activity if customer accounts are enabled.
Marketing and waitlist information:
email address, marketing preferences, waitlist sign-up information, consent records, email engagement information and unsubscribe status.
Communication information:
messages you send to us through contact forms, email, social media or customer support channels.
Device and technical information:
IP address, browser type, device type, operating system, approximate location, cookie identifiers, website activity, pages viewed, referring website and other usage data.
3. How we collect personal information
We collect personal information:
- directly from you when you join the waitlist, create an account, contact us, place an order or complete a form;
- automatically when you use our website, including through cookies and similar technologies;
- from Shopify and other service providers who help us operate the website, process payments, manage orders, deliver products, send emails, analyse website performance and protect the website;
- from third-party platforms where you interact with Grainwolf, such as social media platforms or advertising platforms.
4. Why we use your personal information and our lawful bases
We only use personal information where we have a lawful basis to do so.
Purpose: To operate the website and provide basic website functionality
Personal information used: device information, cookie data, usage data
Lawful basis: legitimate interests and, where required, consent for non-essential cookies
Purpose: To process and fulfil orders
Personal information used: name, email address, billing address, shipping address, order details and payment confirmation
Lawful basis: contract
Purpose: To process payments
Personal information used: payment information, billing details and transaction details
Lawful basis: contract and legal obligation
Purpose: To provide customer support
Personal information used: contact details, order details and communication records
Lawful basis: contract or legitimate interests
Purpose: To manage returns, refunds, cancellations and order issues
Personal information used: contact details, order details, refund details and support records
Lawful basis: contract, legal obligation and legitimate interests
Purpose: To send waitlist updates and marketing emails
Personal information used: name, email address, marketing preferences and email engagement data
Lawful basis: consent, or soft opt-in where permitted by applicable law
Purpose: To manage unsubscribe and marketing preferences
Personal information used: email address and consent / unsubscribe records
Lawful basis: legal obligation and legitimate interests
Purpose: To improve our website, products and customer experience
Personal information used: usage data, analytics data, customer feedback and order activity
Lawful basis: legitimate interests and, where required, consent for analytics cookies
Purpose: To prevent fraud, protect the website and secure our services
Personal information used: technical data, order data, account activity and security records
Lawful basis: legitimate interests and legal obligation
Purpose: To comply with accounting, tax, legal and regulatory obligations
Personal information used: order records, invoices, payment records, customer details and communication records
Lawful basis: legal obligation
Our legitimate interests include operating and improving our business, protecting our website, preventing fraud, responding to enquiries, understanding customer behaviour, improving our products and maintaining accurate business records. We only rely on legitimate interests where we consider that our interests are not overridden by your rights and freedoms.
5. Marketing emails and waitlist communications
If you join the Grainwolf waitlist, Founding Pack or email list, we will use your email address to send launch updates, brand updates, product updates, focus guide content, early access information and related Grainwolf communications.
You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in our emails or by contacting us at info@grainwolf.com.
If you unsubscribe, we may keep a limited record of your email address to ensure we do not send further marketing to you.
We do not sell our email list.
6. Cookies and similar technologies
Our website uses cookies and similar technologies.
Cookies are small files placed on your device when you visit a website. Some cookies are essential for the website to function properly. Others help us understand how visitors use the website, personalise the experience, or support marketing and advertising.
We may use the following types of cookies:
Essential cookies:
These are necessary for the website to work, including basket functionality, checkout, security, login, fraud prevention and remembering privacy choices.
Analytics cookies:
These help us understand how visitors use the website so we can improve pages, content, performance and customer experience.
Marketing cookies:
These may be used to measure advertising performance, personalise marketing, or show relevant content or advertisements.
Personalisation cookies:
These may remember preferences or help provide a more relevant website experience.
Where required by law, we only use non-essential cookies if you consent through our cookie banner or cookie preference tool.
You can change or withdraw your cookie choices using the cookie preferences tool on our website where available. You can also manage cookies through your browser settings.
If you disable some cookies, parts of the website may not work properly.
7. Shopify
Our website is powered by Shopify.
When you use our website, Shopify may collect and process personal information about your use of the website, checkout, payment and related services. Some of this processing is carried out on our behalf, and some may be carried out by Shopify as an independent controller.
Information submitted through our website may be transmitted to Shopify and its service providers, including providers located outside the United Kingdom.
You can read Shopify’s privacy information here:
https://www.shopify.com/legal/privacy
You can also read Shopify’s consumer privacy information here:
https://privacy.shopify.com/en
8. Who we share personal information with
We may share personal information with trusted third parties where necessary to operate Grainwolf and provide our services.
These may include:
- Shopify, which hosts and powers our online store;
- payment processors and fraud prevention providers;
- shipping, fulfilment and delivery providers;
- email marketing and communications providers;
- analytics providers;
- website, IT, hosting and security providers;
- professional advisers, including accountants, legal advisers and insurers;
- government, regulatory, law enforcement or tax authorities where required by law;
- third-party platforms such as advertising, analytics or social media platforms, where permitted by law and subject to your cookie or marketing choices.
We only share personal information where there is a lawful basis to do so and where it is necessary for the purposes described in this Privacy Policy.
9. International transfers
Some of our service providers, including Shopify and related technology providers, may process personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we take steps designed to ensure it receives an appropriate level of protection. This may include relying on adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, Standard Contractual Clauses, or other lawful transfer mechanisms where applicable.
10. How long we keep personal information
We keep personal information only for as long as necessary for the purposes described in this Privacy Policy.
Typical retention periods include:
Order and transaction records:
up to 6 years where required for accounting, tax, legal or dispute-resolution purposes.
Customer account information:
for as long as the account remains active, or until deletion is requested, subject to legal and business record requirements.
Customer support messages:
up to 3 years after the enquiry is resolved, unless a longer period is needed for legal, regulatory or dispute reasons.
Marketing and waitlist information:
until you unsubscribe, withdraw consent, or we decide to remove inactive contacts. We may keep a limited suppression record to ensure you are not contacted again.
Cookie and analytics data:
for the period set by the relevant cookie or analytics provider, subject to your consent choices and browser settings.
Legal and compliance records:
for as long as required to comply with legal obligations or protect our legal rights.
11. Your rights
Depending on your circumstances, you may have the following rights under UK data protection law:
- the right to access personal information we hold about you;
- the right to request correction of inaccurate personal information;
- the right to request deletion of your personal information;
- the right to request restriction of processing;
- the right to object to certain processing, including direct marketing;
- the right to data portability;
- the right to withdraw consent where processing is based on consent;
- the right to complain to the UK Information Commissioner’s Office.
These rights are not absolute and may be subject to legal exceptions.
To exercise your rights, contact us at:
info@grainwolf.com
We may need to verify your identity before responding to a request. We aim to respond within one month, unless the request is complex or we are legally permitted to take longer.
12. Your right to complain
If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the UK Information Commissioner’s Office, the UK supervisory authority for data protection matters.
ICO website:
https://ico.org.uk/make-a-complaint/
13. Children
Our website and services are not intended for children.
We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, please contact us at info@grainwolf.com and we will take appropriate steps to delete it where required.
14. Security
We use reasonable technical and organisational measures to protect personal information.
However, no website, internet transmission or storage system can be guaranteed to be completely secure. You are responsible for keeping account login details confidential where customer accounts are available.
15. Third-party links
Our website may include links to third-party websites, platforms or services.
We are not responsible for the privacy practices, content or security of third-party websites. You should read their privacy policies before providing personal information to them.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, website, services, legal obligations or data practices.
The updated version will be posted on this page with a new “Last updated” date.
17. Contact us
If you have questions about this Privacy Policy or how we handle personal information, contact:
Mark Hoskins trading as Grainwolf
41 Brockworth Crescent
Bristol
BS16 1HQ
United Kingdom
Email: info@grainwolf.com