Privacy Policy
Your Privacy Is Not
a Side Note — It’s a Priority
We believe you have the right to know exactly what happens with your personal information when you use SwapMyFilter. This policy explains it plainly — no legalese fog, no buried surprises.
Who We Are
SwapMyFilter (“we,” “our,” “us,” or “the Company”) operates the website swapmyfilter.com (the “Site”) and provides refrigerator water filter products and related informational content to consumers in the United States.
This Privacy Policy governs all personal data collected from visitors and customers of swapmyfilter.com. By using our Site or purchasing from us, you agree to the collection and use of information in accordance with this policy.
Contact Information:
SwapMyFilter
Email: privacy@swapmyfilter.com
Support: support@swapmyfilter.com
Website: www.swapmyfilter.com
What Personal Information We Collect
We collect only the information necessary to operate our store, process your orders, provide customer support, and improve your experience. Here is a clear breakdown of what we collect and why:
| Data Category | Specific Data Points | Why We Collect It |
|---|---|---|
| Identity Data | First name, last name | To address you correctly and process your order |
| Contact Data | Email address, phone number (optional) | Order confirmations, shipping updates, support responses |
| Delivery Data | Shipping address, city, state, ZIP code | To fulfill and deliver your order |
| Financial Data | Billing address only — we never store card numbers | Fraud prevention and billing verification (payment is processed by Stripe/PayPal) |
| Transaction Data | Order history, products purchased, order amounts | Order management, customer support, warranty resolution |
| Technical Data | IP address, browser type, device type, operating system | Site security, performance optimization, fraud detection |
| Usage Data | Pages visited, links clicked, time on site, referral source | Understanding how customers use the site, improving navigation and content |
| Marketing Preferences | Email subscription status, communication preferences | Ensuring we only contact you with content you’ve agreed to receive |
| Customer Support Data | Messages, queries, complaints, and correspondence | Resolving your issue and improving our service |
| Appliance Data | Refrigerator model numbers you enter voluntarily | To match you with the correct filter product |
We never collect or store full credit card numbers, CVV codes, or bank account details. All payment processing is handled by PCI-DSS compliant third-party processors (Stripe, PayPal). We receive only a transaction confirmation — never your raw payment credentials.
How We Collect Your Information
We collect information through the following methods:
- Direct submission: When you place an order, create an account, fill out our contact form, subscribe to our email list, or use the Filter Compatibility Checker
- Automated collection: As you browse our Site, we automatically collect technical and usage data via cookies, server logs, and analytics tools (see Cookies section below)
- Third-party sources: We may receive information from payment processors confirming successful transactions, and from shipping carriers confirming delivery status
- Email interactions: When you open or click links in our emails, our email service provider (Mailerlite) records this to help us understand which content is useful to our subscribers
We do not purchase email lists, do not scrape publicly available data, and do not acquire personal data from data brokers or marketing companies.
How We Use Your Information
We use your personal information only for the purposes listed below. We never use your data in ways you would not reasonably expect from an online retailer.
| Purpose | Legal Basis | Description |
|---|---|---|
| Order Fulfillment | Contract performance | Processing, packing, shipping, and tracking your order |
| Customer Support | Contract performance | Responding to your queries, resolving returns or complaints |
| Account Management | Contract performance | Managing your customer account, order history, and preferences |
| Payment Processing | Contract performance / Legal obligation | Verifying billing details, preventing fraud, complying with financial regulations |
| Email Marketing | Consent | Sending promotional emails, filter reminders, and offers to subscribers who opted in |
| Site Analytics | Legitimate interests | Understanding how customers use our site to improve the shopping experience |
| Legal Compliance | Legal obligation | Complying with applicable laws, regulations, and court orders |
| Fraud Prevention | Legitimate interests | Detecting and preventing fraudulent orders and chargebacks |
| Product Improvement | Legitimate interests | Analysing purchase patterns to improve our catalog and recommendations |
We will never use your information for purposes beyond those listed above without obtaining your explicit consent first.
Who We Share Your Information With
We share your data only with trusted third-party service providers who help us operate our business. All third parties we work with are contractually required to protect your data and may only use it for the specific purpose for which it was shared.
| Service Provider | Purpose | Data Shared |
|---|---|---|
| Stripe / PayPal | Payment processing | Billing address, transaction amount — never full card details |
| USPS / UPS / FedEx / DHL | Order shipping & delivery | Name, shipping address, phone number (for delivery notifications) |
| Mailerlite | Email marketing platform | Name, email address, subscription preferences |
| WooCommerce / WordPress | Store platform & order management | All order and customer data stored on our hosted server |
| Google Analytics | Website analytics | Anonymised browsing data, device type, traffic source |
| CJdropshipping / EPROLO | Order fulfillment & warehousing | Name, shipping address, product details for fulfillment |
| Cloudflare | Security & site performance | IP address, technical request data (for DDoS protection) |
SwapMyFilter does not and will never sell, rent, trade, or lease your personal information to third parties for commercial purposes. We are not in the data business. We are in the filter business. Your information exists solely to serve you as a customer.
We may also disclose your information when required by law, such as in response to a valid subpoena, court order, or government request, or to protect the rights, property, or safety of SwapMyFilter, our customers, or the public.
Cookies & Tracking Technologies
Our website uses cookies and similar technologies. Cookies are small text files stored on your device. Here is what each type does and how to control them:
| Cookie Type | Purpose | Can You Opt Out? |
|---|---|---|
| Essential Cookies | Required for the website to function — shopping cart, login sessions, checkout security | No — these are required for the site to work |
| Analytics Cookies | Google Analytics — tracks page views, traffic sources, and user behaviour in aggregate anonymised form | Yes — via cookie consent banner or browser settings |
| Marketing Cookies | Retargeting pixels (e.g., Pinterest Tag) that may show you our ads on other platforms after visiting our site | Yes — via cookie consent banner |
| Preference Cookies | Remembers your preferences such as currency, language, and previously viewed products | Yes — clearing browser cookies removes these |
| Performance Cookies | Cloudflare and hosting provider cookies that help the site load faster and stay secure | No — these are infrastructure-level |
Managing Cookies: You can control or delete cookies through your browser settings. Please note that disabling non-essential cookies will not affect your ability to shop on our site, though some features (like saved cart items) may not persist between sessions.
On your first visit, our cookie consent banner will give you the opportunity to accept or decline non-essential cookies. You can update your preferences at any time by clearing your browser cookies and revisiting the site.
Data Security
We take the security of your personal information seriously. We implement the following technical and organisational measures to protect your data:
- 256-bit SSL/TLS encryption on every page of our website — your browser will show a padlock icon confirming this
- PCI-DSS compliant payment processing — we never touch or store raw card data; all payments are tokenised by Stripe or PayPal
- Regular security audits of our website and hosting environment
- Access controls — only authorised team members can access customer data, and only to the extent necessary for their role
- Secure hosting with automatic backups, firewall protection, and DDoS mitigation via Cloudflare
- Strong password policies and two-factor authentication for all administrative accounts
Despite our best efforts, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee absolute security. If you believe your account has been compromised, contact us immediately at security@swapmyfilter.com.
Data Breach Notification: In the unlikely event of a data breach that affects your personal information, we will notify affected customers within 72 hours of discovering the breach, in accordance with applicable US state privacy laws.
How Long We Keep Your Data
We retain your personal information only for as long as necessary to fulfil the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements.
| Data Type | Retention Period | Reason |
|---|---|---|
| Order & transaction records | 7 years | Legal and tax compliance requirements |
| Customer account data | Duration of account + 3 years after last activity | Customer service and dispute resolution |
| Email marketing data | Until you unsubscribe + 1 year | Suppression list management (to prevent re-adding you) |
| Support communications | 3 years after resolution | Reference for repeat issues; quality review |
| Analytics data | 26 months (Google Analytics default) | Trend analysis and site improvement |
| Security/server logs | 90 days | Security monitoring and fraud detection |
After these retention periods, your data is securely deleted or anonymised so that it can no longer be associated with you. You may request earlier deletion of your data — see Your Rights below.
Your Privacy Rights
You have the following rights regarding your personal information. These rights apply regardless of which US state you reside in. Residents of California (CCPA), Virginia (VCDPA), Colorado, and other states with specific privacy laws have additional protections noted below.
Right to Access
Request a copy of all personal data we hold about you
Right to Correct
Request correction of inaccurate or incomplete data
Right to Delete
Request deletion of your personal data (subject to legal retention obligations)
Right to Portability
Request your data in a structured, machine-readable format
Right to Object
Object to processing of your data for marketing purposes at any time
Right to Restrict
Request that we limit how we use your data in certain circumstances
Under the California Consumer Privacy Act (CCPA), California residents have the additional right to: (1) know whether their personal information is sold or disclosed and to whom; (2) opt out of the sale of personal information (note: we do not sell personal information); (3) receive equal service and price, even if they exercise their privacy rights; and (4) request disclosure of specific pieces of personal information collected about them in the preceding 12 months. To exercise these rights, contact us at privacy@swapmyfilter.com.
To exercise any of these rights, email privacy@swapmyfilter.com with your name, email address used on our site, and the specific right you wish to exercise. We will respond within 30 days. We may need to verify your identity before fulfilling your request.
Opting Out of Email Marketing: Every marketing email we send contains a clear, one-click unsubscribe link at the bottom. Clicking it removes you from all marketing communications immediately. You will still receive transactional emails (order confirmations, shipping notifications) which are necessary to fulfil your orders.
Children’s Privacy
SwapMyFilter is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@swapmyfilter.com and we will delete that information promptly.
Our products are household consumer goods intended for adults managing a home. We have no marketing programs directed at children and do not use marketing channels primarily used by minors.
Third-Party Websites & Links
Our website may contain links to third-party websites, including manufacturer websites, reference sources, and partner sites. These sites have their own privacy policies and we are not responsible for their practices.
When you click a link and leave swapmyfilter.com, this Privacy Policy no longer applies. We encourage you to review the privacy policies of any third-party sites you visit. We do not endorse, control, or make any representations about third-party sites.
This Site participates in the Amazon Associates Programme and may contain affiliate links to Amazon.com. When you click an Amazon affiliate link, Amazon may use cookies to track that referral. Amazon’s privacy policy governs any data collected on Amazon’s platform. Please see our full Affiliate Disclosure for more details.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will:
- Post the updated policy on this page with a new “Last Updated” date
- Send an email notification to registered customers and email subscribers for significant changes
- Display a notice on our homepage for 30 days following material updates
We encourage you to review this policy periodically. Your continued use of our Site after changes are posted constitutes your acceptance of those changes. If you disagree with any changes, please discontinue use of the Site and contact us.
The current version of this policy is always accessible at swapmyfilter.com/privacy-policy. Previous versions are available upon request.
Privacy Questions & Contact
If you have questions about this Privacy Policy, want to exercise any of your privacy rights, or have concerns about how we handle your data, please contact us:
- Privacy Email: privacy@swapmyfilter.com
- General Support: support@swapmyfilter.com
- Contact Form: swapmyfilter.com/contact-us
We respond to all privacy-related requests within 30 days. Complex requests may take up to 90 days — we will notify you within the initial 30 days if additional time is needed and explain why.
This Privacy Policy was last updated on January 2025 and is effective as of January 1, 2025.