Privacy policy

Codila, LLC and Codila SRL (together, “Codila”) are responsible for your personal data. Where this policy says “we”, it means Codila.

Privacy requests

[email protected]

It covers codila.com, the shopping assistant on it, the emails and text messages we send you, and orders prepared for you by apps that use the Universal Commerce Protocol. Cookies and other storage in your browser are described in more detail in our cookie policy. What you can ask us to do with your data, and how, is on your data rights.

Every request from your browser reaches us through Cloudflare, which routes and protects traffic, and is answered by our servers on Amazon Web Services (AWS). Both process your IP address, your browser details and the address of the page you asked for, so that the page can be delivered and attacks can be blocked. Cloudflare also tells our servers which country a request comes from; we use that to decide whether to show the cookie banner.

Our servers keep application logs, used to find and fix faults, which can include details of the request that went wrong. They are deleted automatically after 30 days.

Your browser also contacts some services directly while you use the site:

• Google Fonts supplies the site’s typefaces on every page, so Google receives your IP address and browser details.
• Amazon S3 and Amazon CloudFront, both part of AWS, deliver our photographs and videos.
• Stripe loads its payment form on the checkout page.
• Google Places suggests addresses in the address fields at checkout and in your address book. When suggestions are active, what you type into the address field is sent to Google together with your IP address.

Legal basis: our legitimate interest in running a secure website that works (GDPR Article 6(1)(f)).

We run our own analytics. No analytics company receives this data, and we use no advertising or social-media trackers.

Our analytics runs only if you allow it in the cookie banner, by choosing “Accept All” or by switching on Analytics under “Manage”. Until you do, and if you choose “Necessary Only”, it does not run. The banner asks for your choice if you are in the European Economic Area, the United Kingdom or Switzerland, or we cannot tell where you are; visitors elsewhere are not shown it, and our analytics does not run for them. It also does not run while your browser sends a Do Not Track signal, whatever you chose. The cookie policy sets out how to change your choice.

When it runs, it keeps a random visitor identifier in your browser and records the pages you view, how far you scroll, how long you stay on a page, the page that sent you here, any campaign tags in the link you followed, your device type, browser, operating system and screen size, and actions such as viewing a product, adding it to your bag or wishlist, searching, starting checkout, signing up to the newsletter or opening the assistant. With each batch our server also records your IP address, and the country and, where available, the region and city that Cloudflare derives from it.

Legal basis: your consent (Article 6(1)(a)). You can withdraw it at any time, as set out on your data rights.

To create an account you give us your name, your email address and a password. We keep the password only as a one-way bcrypt hash, never in a form anyone can read back. Your account then holds your saved addresses, orders, invoices and appointments, and the records of any past bespoke commission.

Signing in with Google. If you sign in with Google or link your Google account, Google gives us your name, your email address and your Google account identifier. We also ask Google for permission to manage events in your Google Calendar, and store the access and refresh tokens Google issues. We use them only for Codila appointments: when you book while signed in with a linked Google account, the appointment is added to your Google Calendar, and you can add or remove one yourself from your appointments page. You can unlink Google on your profile page, and withdraw Codila’s access in your Google account settings at any time.

We keep a log of security-relevant events on your account, with the IP address and browser details involved. You can read it on your account’s security page.

Legal basis: the contract with you (Article 6(1)(b)); for the security log, our legitimate interest in protecting your account (Article 6(1)(f)).

To fulfil an order we need your name, email address, delivery address and the phone number you give for delivery, your billing address if it is different and, if you buy as a company, the company name, address and VAT number for the invoice. We use them to take payment, prepare and send the order, issue the invoice, answer your questions about it and keep the records accounting and tax law require.

Payments are processed by Stripe. Your card details go from your browser straight to Stripe and never reach our servers. We send Stripe the amount, the currency, the items, your delivery address and your account identifier, and, for an order prepared by an app or AI agent, your email address; Stripe tells us whether the payment went through. Stripe may screen a payment for fraud as part of processing it.

We give your name, delivery address and phone number to the delivery company named in your shipping email, so that it can deliver the parcel.

Anyone with the order number and the email address used for an order can see its progress on the order tracking page.

Legal basis: the contract with you (Article 6(1)(b)) and our legal obligation to keep accounting records (Article 6(1)(c)).

While you fill in the checkout, the name and phone number you type are saved on our servers as you go, before you pay, together with the checkout step you reached, the value and number of items in your bag, the page address, the page that sent you here and your browser details. The newsletter box at the foot of our shop pages does the same with the email address you type, before you press subscribe. Each is kept as a lead record that our staff can see, so that we know where checkouts are left unfinished.

Your browser also keeps a copy of the details you entered at checkout, so that you do not lose them if you leave the page. That copy stays on your device; it is removed when your payment succeeds and ignored after 24 hours.

Legal basis: our legitimate interest in understanding why checkouts are not completed (Article 6(1)(f)). You can object to it; see your data rights.

We send emails through Amazon Simple Email Service (AWS): order confirmations, shipping and delivery updates, invoices, any message our staff write to you about an order, and a sign-in link when one is requested for your email address. If you gave us a phone number, we can send the same order updates by text message through Twilio. We keep a record of the order updates and staff messages we send you, by email or text message, with their content and whether they were sent.

For a sign-in link we store the email address it was sent to and a one-way hash of the link, never the link itself. The link works once, and stops working 15 minutes after it is sent.

Legal basis: the contract with you (Article 6(1)(b)).

If you subscribe, we store your email address with the date, the address of the page you subscribed from, including any campaign tags in it, your browser, device and operating system, and your IP address. To record the country, region and city you subscribed from, our server sends your IP address to ip-api.com, a geolocation service. We use your subscription to send you news from Codila.

You can unsubscribe at any time by writing to [email protected].

Legal basis: your consent (Article 6(1)(a)).

If you ask to be told when a piece is back in stock, we store your name, email address, your phone number if you give one, the piece and the size, so that we can tell you when it returns.

If you book an appointment, we store your name, email address, phone number, the date and time you prefer and your notes, so that we can prepare for your visit. If you are signed in with a linked Google account, it is also added to your Google Calendar, as described under your account.

Legal basis: steps you ask us to take (Article 6(1)(b)).

We no longer take bespoke commissions. If you commissioned a bespoke piece before we stopped, we still hold what we recorded for it: the piece you wanted, your design and fabric choices, your budget and your body measurements, which can include your height and weight. They were used to make your piece, and we keep them as the record of that commission.

Legal basis: the contract with you (Article 6(1)(b)).

The assistant is an AI model provided by OpenAI. What you type, the earlier messages in the conversation and details of the product you are looking at are sent to OpenAI to produce each answer, so do not tell it anything you would not want stored. We keep the conversation on our servers, linked to your account if you are signed in, or to a random identifier kept in a cookie if you are not.

If you ask the assistant to book an appointment or send us a message, it passes us the name, email address, phone number and message you give it, and we treat them as described above.

To limit how much the assistant can be used from one connection, we keep a keyed hash of your IP address, not the address itself.

Legal basis: our legitimate interest in offering the assistant and protecting it from abuse (Article 6(1)(f)), and steps you ask us to take (Article 6(1)(b)).

If you send us feedback from your account, we store your message, your rating, the page you were on and any screenshot you choose to attach.

Legal basis: our legitimate interest in improving the shop (Article 6(1)(f)).

Codila supports the Universal Commerce Protocol, which lets an app or AI agent you use prepare a checkout with us for you. That platform sends us what the order needs, such as the items, your email address and your delivery address, and we send it updates on the order it prepared: its status, items, totals and delivery events. Payment is always completed on our own checkout page. What the platform does with your data is governed by its own privacy policy.

Legal basis: the contract with you (Article 6(1)(b)).

Our staff manage orders, customers, appointments and messages in an administration area. They can use an AI assistant there, also provided by OpenAI: when they ask it about an order, a customer or an appointment, the records needed to answer are sent to OpenAI. Staff can reach the same records through our command-line and MCP tools, including from AI assistants they run themselves.

In the administration area, customer pictures are looked up from Gravatar, a service of Automattic, using a one-way hash of the customer’s email address.

Legal basis: our legitimate interest in running the shop efficiently (Article 6(1)(f)).

We do not sell your personal data. It reaches these providers, each only for what is described above:

We also disclose personal data when the law requires it, for example to a tax authority or a court, and to professional advisers bound by confidentiality where we need their advice.

Our servers and database are in AWS’s US East (N. Virginia) region, in the United States, and several of the providers above also process data in the United States or other countries outside the European Economic Area.

These periods are enforced automatically:

• Your signed-in session ends after 30 days without activity.
• Server application logs are deleted after 30 days.
• The cookie that records your cookie choice expires after 12 months. A copy of the same choice in your browser’s local storage has no expiry: it stays until you clear this site’s data in your browser.
• Checkout details kept in your browser are ignored after 24 hours.
• The cookie that holds your assistant conversation together expires after 30 days.

We have not yet set automatic deletion periods for the other records described here. Until we do, we keep them until you ask us to delete them or we delete them ourselves, except for order and invoice records, which accounting and tax law require us to keep.

You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, or to give it to you in a portable format, and you can withdraw a consent at any time. What each right means at Codila, what you can do yourself in your account and how to ask us for the rest is set out on your data rights.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. The assistant writes its answers automatically, but it does not decide anything about you.

Connections to codila.com are encrypted, and browsers are told to use only encrypted connections to it. Passwords are stored as bcrypt hashes. Card details never touch our servers. Only staff accounts with the administrator role can open the administration area.

When we change this policy, we change the date at the top of this page.

Write to [email protected].

You also have the right to complain to a data protection supervisory authority, in particular in the country where you live or work or where you think the problem happened. The European Data Protection Board lists the authority for each EU and EEA country. In the United Kingdom it is the Information Commissioner’s Office, and in Switzerland the Federal Data Protection and Information Commissioner.