PRIVACY POLICY

Last updated: 16 July 2026

1. Introduction

THE CARDENS respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, disclose, store and protect personal data when you:

  • visit thecardens.xyz;
  • create a customer account;
  • place an order;
  • contact us;
  • subscribe to updates or marketing communications;
  • participate in events, tournaments, promotions or other services offered by THE CARDENS.

This Privacy Policy applies to the website thecardens.xyz, including its online store and related services.

By using the Website, you acknowledge that your personal data may be processed as described in this Privacy Policy.

2. Data Controller

The controller responsible for the processing of personal data through the Website is:

THE CARDENS
Bellinzona, Canton of Ticino
Switzerland
Telephone: +41 78 261 86 67
Website: thecardens.xyz

A full business address and dedicated privacy contact email will be added before the definitive publication of this Privacy Policy.

3. Applicable Data Protection Laws

We process personal data in accordance with applicable Swiss data protection legislation, including the Swiss Federal Act on Data Protection and its implementing regulations.

Where another data protection law applies to a particular processing activity, we will also comply with that law to the extent required.

4. Personal Data We Collect

Depending on how you interact with the Website, we may collect the following categories of personal data.

4.1 Identification and contact information

This may include:

  • first and last name;
  • billing address;
  • shipping address;
  • telephone number;
  • email address, once email contact functionality is activated;
  • customer account details;
  • company name, where relevant.

4.2 Order and transaction information

This may include:

  • products ordered;
  • order number;
  • order date;
  • purchase value;
  • discounts and promotional codes;
  • shipping method;
  • billing and delivery details;
  • order status;
  • payment status;
  • returns, refunds and customer service history.

4.3 Payment information

Payments may be processed through third-party payment service providers made available during checkout.

Depending on the selected payment method, the payment provider may process information such as:

  • cardholder name;
  • payment card details;
  • bank or payment account information;
  • transaction identifiers;
  • payment authentication data;
  • billing address;
  • fraud-prevention information.

THE CARDENS does not normally receive or store complete payment card numbers when payments are processed directly by an external payment provider.

The names of the payment providers used by the Website and links to their privacy information must be added to this Privacy Policy once the payment system has been selected and activated.

4.4 Account information

When you create an account, we may process:

  • login credentials;
  • account preferences;
  • saved addresses;
  • order history;
  • wishlist information;
  • communication preferences.

Passwords are intended to be stored in encrypted or hashed form and should not be accessible to THE CARDENS in readable form.

4.5 Communications

When you contact us, we may process:

  • the content of your message;
  • your contact details;
  • correspondence history;
  • telephone communications;
  • information submitted in customer service forms;
  • photos and details of trading cards submitted for evaluation or sale.

Please do not send unnecessary sensitive personal information through contact forms or ordinary communications.

4.6 Information concerning card evaluations

When you ask THE CARDENS to evaluate or assist with the sale of collectible cards, we may process:

  • photographs of the cards;
  • card names, editions and conditions;
  • grading information;
  • proof of ownership where reasonably necessary;
  • requested valuation;
  • correspondence relating to a possible purchase, consignment or sale;
  • shipping or handover details.

Submitting photographs does not automatically create an obligation for THE CARDENS to purchase, list or sell the cards.

4.7 Technical and usage information

When you use the Website, technical information may be collected automatically, including:

  • IP address;
  • browser type and version;
  • device type;
  • operating system;
  • language and regional settings;
  • referring website;
  • pages visited;
  • date and time of access;
  • approximate geographic location derived from the IP address;
  • shopping cart activity;
  • session identifiers;
  • error and security logs.

4.8 Cookies and similar technologies

The Website may use cookies, pixels, local storage and comparable technologies to:

  • operate the shopping cart;
  • maintain user sessions;
  • remember user preferences;
  • secure the Website;
  • prevent fraud;
  • analyse Website performance;
  • measure traffic;
  • support embedded content;
  • personalise content, where permitted;
  • manage marketing campaigns, where consent or another valid basis is available.

Further information should be provided in a separate Cookie Policy or cookie preference interface once the final analytics, marketing and third-party tools have been selected.

5. How We Collect Personal Data

We may collect personal data:

  • directly from you;
  • when you place an order;
  • when you create an account;
  • when you complete a contact or subscription form;
  • when you contact us by telephone;
  • when you submit cards for evaluation;
  • automatically through the Website;
  • from payment, delivery and technology providers;
  • from fraud-prevention and security services;
  • from publicly available sources where legally permitted.

6. Purposes of Processing

We may process personal data for the following purposes.

6.1 Processing and fulfilling orders

We use personal data to:

  • receive and confirm orders;
  • verify product availability;
  • process payments;
  • prepare and dispatch products;
  • provide tracking and delivery updates;
  • issue invoices and confirmations;
  • manage cancellations, returns and refunds;
  • communicate about an order.

6.2 Customer accounts

We use account information to:

  • create and maintain customer accounts;
  • provide access to previous orders;
  • save customer preferences;
  • simplify future purchases;
  • secure account access.

6.3 Customer service

We process communications to:

  • answer questions;
  • respond to complaints;
  • resolve delivery or payment issues;
  • provide information about products;
  • manage warranty or defect claims;
  • assist with returns and refunds.

6.4 Card valuation and collection services

We may process submitted card information to:

  • evaluate collectible cards;
  • provide preliminary estimates;
  • assess authenticity or condition where possible;
  • discuss purchase or consignment opportunities;
  • arrange delivery, inspection or collection;
  • facilitate a possible sale.

Any preliminary online valuation may change following physical inspection.

6.5 Events and tournaments

Where THE CARDENS organises events or tournaments, we may process personal data to:

  • register participants;
  • communicate event information;
  • manage attendance;
  • create pairings or rankings;
  • administer prizes;
  • document the event;
  • comply with venue and safety requirements.

Additional notices may be provided for specific events.

6.6 Website security and fraud prevention

We may process technical and transaction data to:

  • prevent unauthorised access;
  • identify suspicious transactions;
  • detect misuse;
  • protect customers and the business;
  • maintain security logs;
  • investigate security incidents.

6.7 Legal and administrative obligations

We may process and retain personal data to:

  • maintain accounting records;
  • comply with tax and commercial obligations;
  • respond to lawful requests from authorities;
  • establish, exercise or defend legal claims;
  • enforce our Terms and Conditions;
  • document transactions and customer communications.

6.8 Marketing communications

Where permitted, we may send information about:

  • new products;
  • restocks;
  • special releases;
  • pre-orders;
  • promotions;
  • store events;
  • tournaments;
  • community activities.

You may unsubscribe from electronic marketing communications at any time through the unsubscribe mechanism provided or by contacting us.

Service messages relating to active orders or customer accounts are not marketing communications and may still be sent when necessary.

7. Grounds for Processing

Depending on the circumstances, personal data may be processed because:

  • processing is necessary to enter into or perform a contract;
  • processing is necessary to comply with legal obligations;
  • processing is necessary for legitimate business purposes;
  • you have voluntarily provided the information;
  • you have given consent where consent is required;
  • processing is necessary to establish, exercise or defend legal claims.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing already carried out before consent was withdrawn.

8. Disclosure of Personal Data

We may share personal data with service providers that assist us in operating the business, including:

  • website hosting providers;
  • WordPress and WooCommerce service providers;
  • payment processors;
  • banks and financial institutions;
  • shipping and delivery companies;
  • fulfilment providers;
  • IT support and cybersecurity providers;
  • customer support providers;
  • accounting and professional advisers;
  • analytics and cookie service providers;
  • marketing and newsletter providers;
  • fraud-prevention services;
  • public authorities where disclosure is legally required.

These recipients should receive only the information reasonably necessary to perform their services.

We do not sell personal data as an independent commercial product.

9. Shipping Providers

THE CARDENS currently intends to deliver orders exclusively within Switzerland.

To complete a delivery, we may provide the selected carrier with information including:

  • recipient name;
  • delivery address;
  • telephone number;
  • order or parcel reference;
  • delivery instructions;
  • email address, once available and where required for tracking.

The identity of the shipping provider or providers should be added before the Website begins accepting live orders.

10. International Data Transfers

Although THE CARDENS sells products only within Switzerland, some technology, hosting, analytics, payment or software providers may process data outside Switzerland.

Where personal data is transferred to another country, we will take appropriate measures required by applicable law. Depending on the destination and provider, such measures may include:

  • selecting providers located in countries recognised as providing adequate protection;
  • entering into appropriate contractual safeguards;
  • applying supplementary technical or organisational safeguards;
  • obtaining consent where legally appropriate.

The Internet may involve data transmission through infrastructure located in multiple countries.

11. Data Retention

We retain personal data only for as long as reasonably necessary for the relevant purpose or as required by law.

Retention periods may depend on:

  • the duration of the customer relationship;
  • contractual obligations;
  • accounting and tax requirements;
  • warranty periods;
  • dispute and limitation periods;
  • fraud-prevention requirements;
  • technical and security needs.

Order, payment and invoice information may be retained for the period required by applicable commercial, accounting and tax laws.

Information that is no longer required will be deleted, anonymised or securely archived where deletion is not yet legally possible.

12. Data Security

We use reasonable technical and organisational safeguards designed to protect personal data from:

  • unauthorised access;
  • loss;
  • misuse;
  • alteration;
  • disclosure;
  • destruction.

Measures may include access controls, encrypted connections, software updates, backups, secure hosting, authentication controls and restricted administrative access.

No online system can guarantee absolute security. Customers are responsible for keeping account passwords confidential and should notify us if they suspect unauthorised use of their account.

13. Data Breaches

If a personal data breach occurs, THE CARDENS will assess the nature and potential consequences of the incident.

Where notification is required by applicable law, we will notify the competent authority and, where necessary, affected individuals.

14. Your Data Protection Rights

Subject to applicable law and any lawful limitations, you may have the right to:

  • request confirmation as to whether we process your personal data;
  • request access to your personal data;
  • request correction of inaccurate or incomplete data;
  • request deletion or destruction of data;
  • object to certain processing;
  • withdraw consent;
  • request restriction of processing where applicable;
  • request delivery or transfer of certain data where applicable;
  • lodge a complaint with the competent data protection authority.

We may need to verify your identity before responding to a request.

Certain information cannot be deleted immediately where retention is required for accounting, contractual, fraud-prevention or legal purposes.

Requests may initially be made by telephone at +41 78 261 86 67. A dedicated written contact channel should be added before the definitive launch of the Website.

15. Cookies and User Choices

Essential cookies may be required for:

  • shopping cart functionality;
  • checkout;
  • account login;
  • security;
  • language and session preferences.

Non-essential analytics, advertising or personalisation technologies should be managed through the Website’s cookie settings where required.

Disabling essential cookies may prevent parts of the Website from functioning correctly.

Browser settings may also allow users to block or delete cookies. However, browser controls may not manage every comparable technology used by a website.

 

16. Third-Party Links and Embedded Content

The Website may contain links to third-party websites or embedded services.

THE CARDENS is not responsible for the privacy practices, security or content of independent third-party services. Users should review the privacy policies of those providers before submitting personal information.

17. Social Media

If the Website links to social media platforms, those platforms may process personal data independently when users interact with their services.

THE CARDENS does not control the data-processing activities carried out independently by social media providers.

18. Children’s Privacy

The Website and online store are not intended to collect personal data directly from young children without the involvement of a parent or legal guardian.

Customers who are not legally capable of entering into a binding purchase contract should place orders only with the consent and involvement of a parent or legal representative.

If we become aware that personal data has been submitted improperly by a child, we may delete it or request confirmation from a parent or legal representative.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect:

  • legal developments;
  • changes to the Website;
  • new payment or shipping providers;
  • new services;
  • changes to data-processing practices.

The current version will be published on thecardens.xyz with its revision date.

Material changes may also be communicated through the Website or another appropriate method.

20. Contact

Questions concerning privacy or personal data may be addressed to:

THE CARDENS
Bellinzona, Canton of Ticino
Switzerland
Telephone: +41 78 261 86 67
Website: thecardens.xyz

A full postal address and dedicated privacy email address will be added before final publication.

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