PRIVACY POLICY
Last updated January 09, 2026
This Privacy Policy explains how Imperium Grading Ltd (“Imperium Grading”, “we”, “us”, “our”) collects and uses your personal information when you visit our website, create an account, contact us, or use our card authentication, grading, reholder, crossover and encapsulation services (the Services).
We are committed to protecting your personal information and to being transparent about how we use it. Please read this Policy alongside our Terms and Conditions.
1. Who we are (data controller)
Imperium Grading Ltd is the data controller for the personal information we collect and process in connection with the Services.
Company number: 16767488
Registered office: Imperium Grading, Steel House, 4300 Parkway, Whiteley, Fareham PO15 7FP, United Kingdom
Trading address: Imperium Grading, Steel House, 4300 Parkway, Whiteley, Fareham PO15 7FP, United Kingdom
Email: [email protected]
If you have questions about this Policy or your data, please contact us using the details above.
2. The personal information we collect
We only collect information that we need to deliver the Services, run our business, comply with the law, and improve our products. The information we collect may include:
Identity and contact details – name, username, postal address, email address, phone number, country.
Account information – login credentials, preferences, communication settings.
Submission details – order references, declared card values, card set and identifiers, images/ scans we create of your cards/ slabs, grading results and label data, shipping selections.
Transaction information – details of products/Services purchased, dates and totals. Note: We do not store full payment card numbers; payments are processed by our payment provider(s).
Communications – emails, messages, and support enquiries.
Marketing preferences – your choices about newsletters, promotions, and community updates.
Technical data – device and browser type, IP address, cookie identifiers, pages viewed, and interactions with our website.
CCTV/visits (if you attend our premises) – visitor logs and CCTV recordings for security.
We do not routinely collect special category data. If you disclose such information to us (for example, accessibility needs), we will handle it carefully and only as necessary to provide support.
3. How we get your information
Directly from you when you browse our site, create an account, submit cards, contact us, or set preferences.
Automatically through cookies and similar technologies when you use our website (see Cookies below).
From third parties such as payment providers (confirmation of payment), shipping carriers (tracking/ delivery confirmations), fraud‑prevention/identity‑verification services, and analytics providers.
4. How we use your information and legal bases
We use your information for the following purposes under the UK GDPR legal bases set out below:
To provide and administer the Services – to register your account, accept and track submissions, authenticate and grade cards, create labels, encapsulate cards, arrange shipping, handle support, and take payment. Legal basis: performance of a contract; legitimate interests (efficient operation and quality control); legal obligations (tax/record‑keeping).
To operate, secure and improve our website and Services – troubleshooting, analytics, testing, system maintenance, and security monitoring. Legal basis: legitimate interests.
To communicate with you – service messages, updates about your order, terms changes, security or privacy notices. Legal basis: performance of a contract; legal obligations; legitimate interests (keeping you informed).
To prevent and detect fraud or misuse – identity checks, unusual activity monitoring, and enforcing our terms. Legal basis: legitimate interests; legal obligations.
To provide marketing – sending newsletters or promotions where permitted. Legal basis: consent (where required) or legitimate interests (for our own similar products/services to existing customers). You can opt out at any time (see Marketing choices).
To publish or display images of your graded items – photographing/ scanning cards and slabs for order processing, anti‑fraud, training, population reporting and marketing (including social media and our website). Legal basis: legitimate interests. We will honour reasonable requests not to use specific images for marketing—see Your rights.
5. Sharing your information
We share your information only with trusted recipients and only when necessary:
Service providers/ processors who support our business (e.g., website hosting, IT support, payment processing, shipping carriers and brokers, customer support software, cloud storage, email delivery, analytics, anti‑fraud tools). They act on our instructions and are bound by contracts to protect your data.
Professional advisers (lawyers, accountants, auditors) under confidentiality obligations.
Authorities and regulators where required by law or to protect our rights (e.g., to prevent fraud or respond to lawful requests).
Business transferees in connection with mergers, acquisitions, or reorganisation (your data will remain protected and you will be notified where required by law).
We do not sell your personal information.
7. Data retention
We keep your information only for as long as needed for the purposes described in this Policy:
Account and submission records: generally 6 years after your last interaction for tax, accounting and legal purposes.
Operational logs and analytics: typically 12–36 months.
CCTV/visitor logs: usually 30–90 days, unless required longer for incident investigation.
Marketing preferences and suppression lists: kept indefinitely to respect opt‑outs.
We may retain information longer where necessary to resolve disputes, enforce agreements, or comply with legal obligations.
8. Security
We use administrative, technical and physical safeguards to protect your information, including access controls, encryption in transit, secure hosting, and regular monitoring. No system is completely secure; if we become aware of a personal data breach likely to result in a risk to your rights, we will notify you and the ICO where required by law.
9. Your rights
Under UK data protection law, you have rights which may include the right to:
Access your personal data and receive a copy;
Rectify inaccurate or incomplete data;
Erase data in certain circumstances;
Restrict or object to processing (including for direct marketing);
Data portability for information you provided to us;
Withdraw consent where processing relies on your consent;
Complain to the UK Information Commissioner’s Office (ICO).
To exercise your rights, contact us at [[email protected]]. We may need to verify your identity. We aim to respond within one month.
ICO contact: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. ico.org.uk / 0303 123 1113.
10. Marketing choices
You control how we use your information for marketing. You can opt out at any time by clicking unsubscribe in our emails or contacting us at [email protected]. If you opt out, we may still send essential service messages.
If you prefer that images of your graded items are not used for marketing, tell us at any time and include your order reference(s). We will respect reasonable requests going forward.
11. Cookies and similar technologies
We use cookies and similar technologies to run our site and understand how it is used.
Essential cookies are necessary for site functionality (e.g., login, basket, security).
**Analytics/ performance cookies help us improve the site (e.g., pages visited, events).
Advertising/ social media cookies (if used) help measure campaigns and show relevant content.
12. Children
Our Services are not directed at children under 13. If you believe a child has provided us with personal information, please contact us so that we can delete it where appropriate.
13. Changes to this Policy
We may update this Policy from time to time. We will post the new version on our website and update the Last updated date. If changes are material, we will take additional steps to inform you.
14. Contact us
If you have questions or concerns about this Policy or your personal information, please contact [email protected] or write to Imperium Grading, Steel House, 4300 Parkway, Whiteley, Fareham PO15 7FP, United Kingdom