Privacy policy

1. Who We Are

Access Displays Ltd. (“we,” “us,” or “our”) is the data controller responsible for your personal data. This means we decide how and why your personal data is processed. We’re committed to protecting your privacy.

  • Our ICO Registration Number: ZB363384
  • Contact Information: You can reach our Data Protection Officer at sales@accessdisplays.co.uk or by writing to us at Access Displays Ltd, Unit 38, Whitehill Industrial Estate, Whitehill Lane, Royal Wootton Basset, Swindon, SN4 7DB.

2. How We Use Your Data and Our Legal Basis

We only process your personal data when we have a valid legal reason to do so. Here’s a breakdown of the data we collect and why:

  • Usage Data: We collect information about how you use our website (e.g., your IP address, pages visited, and time spent on the site). We use this to analyse and improve our website’s performance. Our legal basis for this is our legitimate interest in monitoring and improving our services.
  • Account Data: When you create an account, we collect your name and email address. We use this to provide our services and manage your account. The legal basis is to perform a contract with you.
  • Enquiry and Transaction Data: When you contact us or make a purchase, we collect your contact details and transaction information. We use this to process your request or order. The legal basis is to perform a contract with you or, in the case of a sales enquiry, our legitimate interest in responding to your request and providing relevant information.
  • Communications Data: When you communicate with us by email or telephone, we may collect any personal data you provide, such as your name, contact details, and the content of your message. We process this data to respond to your enquiry, provide customer service, and maintain a record of our communications. The legal basis is our legitimate interest in managing our business and responding to customer queries.
  • Marketing from Enquiries: We may use your enquiry data to send you information about other relevant products and services that we believe may be of interest to you. We do this under the legal basis of legitimate interest, as there is a clear business relationship. You have the right to object to this processing at any time.
  • Newsletter Marketing: If you sign up for our newsletter, we use your email to send you updates and promotional materials. We rely on your explicit consent for this purpose. You can withdraw your consent at any time.

3. Data Acquired from Third Parties

We obtain personal data from third-party sources, such as data providers who assist us in building business-to-business marketing lists. The categories of data we may acquire include your name, job title, company name, and business email address.

We process this data under the legal basis of our legitimate interests, specifically to market our services to relevant businesses. We will provide you with a copy of this privacy policy and information about your data rights within one month of obtaining your data.

4. Who We Share Your Data With

We only share your personal data with third parties when it’s necessary and secure.

  • Service Providers: We share data with our payment processors (e.g., PayPal) to complete your transactions. We have data processing agreements in place to ensure they handle your data securely.
  • Customer Data Storage: For customer data, including enquiries and sales leads, we use a secure, cloud-based CRM platform to store and manage this information. Your data may be transferred to and stored in a location outside of the UK and the European Economic Area (EEA). We ensure that any such transfer is lawful and that adequate safeguards are in place, such as the use of Standard Contractual Clauses (SCCs), to protect your personal data in accordance with UK GDPR.
  • Email Marketing: We use a third-party email marketing platform to manage our mailing lists and send you marketing communications. Your contact details are stored on this platform, which is located in the European Union.
  • Selected Partners: If you submit an enquiry for a product that a third-party partner provides, we may share your contact details with them to allow them to respond to your request. We will clearly inform you if we intend to do this. These partners will have their own privacy policies.

5. How Long We Keep Your Data

We will not keep your personal data for longer than is necessary. We retain personal data based on the purpose for which it was collected and legal requirements.

  • Customer & Transaction Data: We keep this for a minimum of 7 years to comply with tax and legal obligations.
  • Enquiry Data: We hold this for up to 2 years after our last communication with you. After this period, we anonymise the data for reporting and business performance purposes.
  • Marketing Data: We keep your data until you unsubscribe.

6. Your Data Rights

Under UK GDPR, you have the right to:

  • Access Your Data: You can request a copy of the personal data we hold about you. This is a free service. We will require proof of identity to verify your request.
  • Rectification: You can ask us to correct any inaccurate or incomplete personal data.
  • Erasure (Right to be Forgotten): You can ask us to delete your personal data.
  • Restriction: You can request that we limit the processing of your data.
  • Object: You have the right to object to us processing your data, particularly for direct marketing purposes.
  • Data Portability: You can request a copy of your data in a machine-readable format to transfer to another service.

7. About Cookies

We use cookies to ensure our website functions correctly. Cookies are small text files placed on your device. We use them for:

  • Essential Cookies: To make our website work, remember your login, and keep your session secure.
  • Analytics Cookies: To help us understand how people use our website so we can improve it. We use Google Analytics for this purpose.
  • Cookie Consent: We’ll use a cookie consent banner that gives you the choice to accept or decline non-essential cookies before they are placed on your device.