Privacy Policy

Last updated: 27 May 2026

1. Who We Are

Access Displays Ltd. (“we”, “us”, or “our”) is the data controller responsible for your personal data. This means that we determine how and why your personal data is processed. We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner.

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

2. How We Use Your Data and Our Legal Basis

We will only process your personal data where we have a lawful basis to do so. The table below summarises the categories of personal data we collect, the purposes for which we use it, and the legal basis relied upon:

Data Category	Purpose of Processing	Legal Basis for Processing
Usage Data (IP address, pages visited, time spent on site)	To analyse, maintain and improve the performance of our website.	Legitimate Interests: To operate and improve our business, provided these are not overridden by your rights and freedoms.
Account Data (Name, email address)	To provide our services and to administer your account.	Performance of a Contract with you.
Enquiry & Transaction Data (Contact details, transaction info)	To respond to enquiries, process orders, and provide products or services.	Performance of a Contract (for purchases/orders) or Legitimate Interests (for sales enquiries).
Communications Data (Name, contact details, message content)	To respond to enquiries, provide customer support, and maintain communication records.	Legitimate Interests: To operate and improve our business.
Marketing from Enquiries (Enquiry details)	To send you information about other relevant products and services of interest.	Legitimate Interests: To operate and improve our business (You can object at any time).
Marketing Communications (Contact details)	To send marketing communications relevant to your business or previous interactions.	Legitimate Interests: To operate, promote and improve our business (You can opt out at any time).

 

3. Data Acquired from Third Parties

We may obtain personal data from third-party sources, such as data providers who assist us in compiling business-to-business marketing lists.

• Categories of Data: Your name, job title, company name and business email address.
• Legal Basis: We process this data under our legitimate interests, namely to operate and improve our business, provided that those interests are not overridden by your rights and freedoms.
• Notification: Where required, we will provide you with this privacy policy and information about your data rights within one month of obtaining your personal data.

4. Who We Share Your Data With

We only share your personal data with third parties where this is necessary for legitimate business purposes, to provide our services, or to comply with legal obligations. Where we do so, we take appropriate steps to ensure that your data is handled securely and lawfully.

• Service Providers: We may share personal data with service providers, including payment processors such as PayPal, where this is necessary to complete transactions and deliver our services. Where required, we put appropriate contractual arrangements in place to help ensure that such providers process personal data securely and in accordance with applicable data protection laws.
• Customer Data Storage: For customer data, including enquiries and sales leads, we use secure, cloud-based CRM and accounting platforms, namely Microsoft Dynamics 365 and Sage Accounting, to store and manage this information. Your data may be transferred to and stored in locations outside the UK and the European Economic Area (EEA). Where this occurs, we ensure that the transfer is lawful and that appropriate safeguards are in place, including, where relevant, the use of Standard Contractual Clauses (SCCs) or the UK International Data Transfer Agreement (IDTA), 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 marketing communications. Your contact details are stored on this platform, which is located in the European Union.
• Selected Partners: In some cases, your enquiry may relate to products or services provided by one of our trusted third-party partners or suppliers. Where necessary to respond to your enquiry or fulfil your request, we may share relevant personal data, such as your name, company name, email address, telephone number and enquiry details, with the appropriate partner, such as trusted exhibition stand manufacturers, display providers, or logistics partners. We only share information that is necessary for the specific enquiry, and we will make it clear where your data is being passed to a third party. These third parties are independently responsible for handling your personal data and will do so in accordance with their own privacy policies.
• How We Protect Your Data: We implement appropriate technical and organisational security measures designed to protect your personal data against unauthorised access, alteration, disclosure or destruction.

5. How Long We Keep Your Data

We will not retain your personal data for longer than is necessary for the purposes for which it was collected, including for the purposes of satisfying legal, regulatory, tax, accounting or reporting requirements.

• Customer and Transaction Data: We retain this data for a minimum of seven years in order to comply with tax, accounting and other legal obligations.
• Enquiry Data: We retain enquiry and communications data for as long as necessary to manage our relationship with you, maintain an accurate history of communications, respond to future enquiries or queries, and support our business operations. We review this data periodically and will delete or anonymise it when we no longer need it for these purposes.
• Marketing Data: We retain this data until you unsubscribe or otherwise withdraw your consent, or until we no longer require it for the relevant marketing purpose.

6. Your Data Rights

Under UK GDPR, you have a number of rights in relation to your personal data. These include the right to:

• Access Your Data: You may request a copy of the personal data we hold about you. This is generally provided free of charge, although we may request proof of identity before responding to your request.
• Rectification: You may ask us to correct any personal data that is inaccurate or incomplete.
• Erasure (Right to be Forgotten): You may ask us to delete your personal data in certain circumstances.
• Restriction: You may ask us to restrict the processing of your personal data in certain circumstances.
• Object: You have the right to object to our processing of your personal data, particularly where we rely on legitimate interests or where the processing is for direct marketing purposes.
• Data Portability: Where applicable, you may request a copy of certain personal data in a structured, commonly used and machine-readable format, and ask for that data to be transferred to another provider.

If you are unhappy with how we handle your personal data, you have the right to complain to the UK Information Commissioner’s Office (ICO). Further information is available on the ICO website.

7. About Cookies

We use cookies to help ensure that our website functions properly. Cookies are small text files placed on your device. For more information, please see our Cookie Policy page on the Access Displays website.

We use cookies for the following purposes:

• Essential Cookies: These cookies are necessary to enable core website functionality, including remembering your login details and keeping your session secure.
• Analytics Cookies: These cookies help us understand how visitors use our website so that we can improve its performance and usability. We use Google Analytics for this purpose.
• Cookie Consent: We use a cookie consent banner to give you the option to accept or decline non-essential cookies before they are placed on your device.