Privacy Policy
Last updated: [add date]
Promocan Ltd (“Promocan”, “we”, “us”, “our”) is committed to protecting your personal data. This Privacy Policy explains how we collect, use and share personal data when you use our website and services.
1. WHO WE ARE
Data Controller: Promocan Ltd
Address: 70 Dean Way, Storrington, West Sussex RH20 4QS, United Kingdom
Contact (privacy enquiries): lindadaniel@promocan.co.uk
This policy applies to data collected via our website: www.promocan.co.uk
2. THE PERSONAL DATA WE COLLECT
Depending on how you use our website, we may collect the following categories of personal data:
- Contact details: name, company name (if provided), email address, telephone number, delivery/billing address.
- Order information: products purchased, quantities, order notes, VAT details (where relevant), and order history.
- Payment information: payment status and transaction references (note: payment card details are handled by our payment provider and are not stored by us).
- Enquiry information: details you submit via contact forms or email (including attachments you choose to send).
- Technical and usage data: IP address, browser/device information, pages visited, and how you interact with our site (collected via cookies and similar technologies).
3. HOW WE USE YOUR DATA (PURPOSES & LEGAL BASES)
UK GDPR requires us to have a lawful basis for using your personal data. The table below explains what we use data for and why.
| Purpose | Examples of data | Lawful basis |
|---|---|---|
| Process and fulfil your orders | Name, address, contact details, order details | Contract (to supply what you ordered) |
| Delivery and service updates | Email/phone, address, order status | Contract / Legitimate interests (customer service) |
| Respond to enquiries | Contact details, enquiry content | Legitimate interests (responding to requests) / Contract (where enquiry becomes an order) |
| Website security and fraud prevention | IP address, device/browser data, logs | Legitimate interests (protecting our business and customers) |
| Improve our website and measure performance | Cookie identifiers, usage data, pages visited | Consent (where required for analytics cookies) / Legitimate interests (site improvement) |
| Send marketing communications | Name, email, marketing preferences | Consent (where required) / Legitimate interests (B2B-related updates). You can opt out at any time. |
| Legal and accounting compliance | Invoices, VAT info, transaction records | Legal obligation |
You can opt out of marketing at any time by using the unsubscribe link in emails or by contacting us.
4. WHO WE SHARE YOUR DATA WITH
We only share your personal data where necessary to run our business and provide our services. This may include:
- E-commerce platform and hosting providers (to operate the website and checkout)
- Payment providers (to process payments securely)
- Courier and delivery services (to deliver your order and provide tracking)
- Email/marketing service providers (only where you have opted in or where permitted)
- IT support and security providers (for maintenance, troubleshooting and protection)
- Professional advisers (accountants, legal advisers) where necessary
Where we use suppliers/processors, we ensure appropriate contracts are in place to protect your personal data.
5. INTERNATIONAL TRANSFERS
Some of our suppliers may process data outside the UK. Where personal data is transferred internationally, we ensure appropriate safeguards are used, such as the UK International Data Transfer Agreement (IDTA) or UK Addendum to EU Standard Contractual Clauses, and/or adequacy regulations where applicable.
6. HOW LONG WE KEEP YOUR DATA
We retain personal data only for as long as necessary for the purposes set out in this policy, including to fulfil orders, provide support, maintain business records and comply with legal obligations (for example, accounting and tax requirements).
If you would like more detail on retention periods for a specific data type, please contact us.
7. YOUR RIGHTS
Under UK GDPR, you may have rights including:
- Access to your personal data
- Correction of inaccurate data
- Erasure of data (in certain circumstances)
- Restriction of processing (in certain circumstances)
- Objection to processing (in certain circumstances)
- Data portability (in certain circumstances)
- Withdraw consent (where consent is the basis of processing)
To exercise your rights, contact us using the details above. We may need to confirm your identity before responding.
8. COOKIES & ANALYTICS
Cookies are small text files stored on your device when you visit a website. They help the site function correctly and can help us understand how visitors use the site.
We may use cookies to:
- Enable core site functionality (e.g. basket/checkout where applicable)
- Remember preferences (where supported)
- Measure website performance and improve user experience (e.g. analytics)
Where required, we will request your consent for non-essential cookies (such as analytics). You can also control cookies through your browser settings.
For more information about managing cookies, you can visit aboutcookies.org.
9. COMPLAINTS
If you have a concern about how we use your personal data, please contact us first and we will try to resolve it. You also have the right to complain to the UK Information Commissioner’s Office (ICO): https://ico.org.uk/concerns/ or call 0303 123 1113.
10. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time to reflect changes to our practices or legal requirements. The “Last updated” date at the top will be revised accordingly.