Privacy policy

Last updated: February 1, 2026

By the Seasons (“we”, “us”, “our”) operates this website and the Monthly Mail Club. This policy explains how we handle your personal information with transparency and care. By using our Services, you acknowledge the practices described below.

1. Information We Collect

We collect only what is necessary to deliver your letters and provide a premium experience:

  • Identity & Contact Data: Name and postal address (for fulfillment) and email address (for account updates and marketing).

  • Marketing Preferences: Captured via Squirai (pop-up) or at checkout, detailing how you wish to hear from us.

  • Transaction Data: Details about your subscription and payments, processed securely by Shopify and Appstle.

  • Technical Data: Basic info like your IP address and browser type, collected automatically via cookies to ensure the website functions correctly.

2. Why We Process Your Data

Under GDPR, we rely on the following legal bases:

  • Contractual Necessity: We process your name, address, and email to fulfil your subscription and send your letters.

  • Consent: We send marketing emails (via Klaviyo) only if you have explicitly opted in via our sign-up forms or checkout.

  • Legal Obligation: To maintain accurate tax and accounting records.

3. Our Trusted Partners (Third-Party Services)

We share data with specific providers only to the extent necessary to run the Club.

  • Shopify: Our e-commerce platform. Handles checkout and payment processing.

  • Appstle: Manages your subscription billing and renewal cycles.

  • Klaviyo: Our email partner. They store your contact info to send both "transactional" emails (receipts) and "marketing" emails (if opted-in).

  • Squirai: Powers our website pop-up to help us gather email addresses for our mailing list. Data captured here is passed directly to Klaviyo.

4. International Data Transfers

Our partners (Shopify, Klaviyo, Appstle, and Squirai) are headquartered in the United States. This means your data will be transferred and stored outside of the UK/EEA. We ensure these partners adhere to recognized safety standards, such as Standard Contractual Clauses (SCCs), to ensure your information remains protected to UK standards.

5. Data Retention

We keep your information only as long as you are a member. If you cancel your subscription, we retain your order history for the period required by UK tax law (typically 6 years), after which it is securely deleted or anonymized.

6. Your Rights

You have the right to see the data we hold, correct it, or ask us to delete it. You can also "opt-out" of marketing emails at any time by clicking the 'Unsubscribe' link found in the footer of every marketing email we send. To exercise any of these rights, please contact us via the details below.

7. Security & Payments

Your financial security is our priority. We never see or store your credit card information. When you make a purchase, your payment details are encrypted and sent directly to our secure payment processors (Shopify and Stripe). They are industry leaders who meet the highest global security standards (PCI-DSS) to ensure your transactions are safe.

8. Contact Us

If you have any questions about your privacy or how your data is handled, please reach out to us via email at support@bytheseasons.co.uk, or via the Contact Form located in our website header.