Your information. Your choices.
How we look after your personal information
This policy explains what we collect, how we use it and the choices you have when you shop with hivis.net or do business with The Site Supply Company Limited.
1. Who is responsible for your information?
The Site Supply Company Limited is the data controller for the personal information covered by this policy. We are registered in England and Wales under company number 04369248 and with the Information Commissioner's Office (ICO) under registration number ZA394387.
Registered office
The Site Supply Company Limited
1B Vauxhall Trading Estate
Greg Street, Stockport
SK4 1QR, United Kingdom3. How do we use your information?
We use personal information only where we have a lawful basis under UK data protection law.
Providing quotations, products and services
We use your details to prepare quotations, process orders, personalise products, obtain artwork approval, administer payments, arrange delivery, manage accounts and handle returns, refunds and customer service. Where necessary to enter into or perform a contract with you, our lawful basis is contract.
Meeting legal requirements
We retain and use records needed for accounting, taxation and other legal or regulatory requirements. Our lawful basis is legal obligation.
Running and protecting our business
We may use information to manage business relationships and credit risk, maintain records, prevent fraud, secure our systems, resolve complaints, protect our legal rights and improve our products, services and website. For business contacts acting for an organisation, this may also include handling orders and enquiries on that organisation's behalf.
Where appropriate, we rely on legitimate interests: providing and managing our services, keeping our business secure and maintaining customer relationships. We consider these interests alongside your rights. This basis may also apply to appropriate business-to-business marketing, subject to electronic marketing rules.
Where you give permission
Where consent is the appropriate basis, we ask for your permission. You can withdraw consent at any time by contacting us or using the relevant unsubscribe or preference controls. Withdrawal does not affect processing that was lawful before you withdrew consent.
4. Orders, artwork, payments and credit accounts
Delivering your order
We may give couriers, carriers, suppliers or fulfilment partners the contact and delivery details reasonably needed to deliver your order.
Personalised products
We may retain artwork, logos, proofs, approval records, personalisation instructions and related correspondence to produce your order, answer questions, support repeat orders and maintain reasonable business records. Only include personal information that is needed for the order.
Payments
Third-party payment providers may process your payment under their own privacy policies. We do not intentionally retain complete payment-card details where these are processed securely by our payment provider. We may retain transaction information needed for accounting, refunds, fraud prevention and administration.
Business credit accounts
If you apply for credit facilities, we may use a credit-reference or business-information provider to assess and manage commercial credit risk. Relevant information may include company details, addresses, contact details, directors or other individuals where appropriate, creditworthiness and payment history. Any personal information used for these checks is handled under applicable data protection law.
If you do not provide the information we need
You are not generally obliged to give us personal information. However, without details needed to quote, take payment, fulfil and deliver an order, administer an account or meet legal requirements, we may be unable to provide the requested products or services.
5. Who may we share information with?
We do not sell your personal information. We may share relevant details with organisations that help us fulfil orders, provide services, operate our business or meet legal obligations. These include:
- Couriers, delivery companies, manufacturers, suppliers and fulfilment partners.
- Payment processors, banks, credit-reference services and business-information providers.
- Accountants, professional advisers and fraud-prevention providers.
- IT, website, email, marketing and analytics service providers.
- Government, regulators, law enforcement or other authorities where legally required.
When a provider processes information on our behalf, we take appropriate steps to require secure handling in accordance with data protection law. Some organisations, such as payment providers, may act as independent controllers and use their own privacy policies.
Processing outside the UK
Some providers may process information outside the United Kingdom. Where information is transferred internationally, we take appropriate steps to comply with UK data protection law, using applicable UK adequacy regulations or recognised contractual and other safeguards. Contact our data protection contact for information about safeguards relevant to your data.
6. Marketing and your choices
We may contact customers and prospective customers about relevant products, services, offers and launches. We send electronic direct marketing only where we have an appropriate lawful basis and meet applicable electronic communications rules.
You can object to direct marketing at any time. Use the unsubscribe link in a marketing email or contact us to stop receiving it.
If marketing is based on consent, you can withdraw that consent at any time. Opting out does not stop essential communications about your orders, quotations, accounts or deliveries.
We may keep a limited record of your opt-out on a suppression list so we can respect your choice.
7. Cookies and website information
Our websites may use cookies and similar technologies to store or access information on your device. Some are necessary for the basket, checkout, account access and security.
Other technologies may help remember preferences, understand website use, measure performance or advertising effectiveness and improve our services, subject to applicable requirements and your choices.
Where consent is legally required, we seek it before using non-essential cookies. You can manage applicable preferences through the website's cookie controls and your browser settings. Further details may be available in our cookie policy or preference tool.
8. How do we protect your information?
We use reasonable technical and organisational measures to protect information against unauthorised access, loss, misuse, alteration, disclosure or destruction. These include website and system security, access controls, staff procedures and secure handling methods.
No internet-based system can be guaranteed completely secure. We consider the protection appropriate to the information we process.
9. How long do we keep it?
We keep personal information only for as long as reasonably necessary. Retention depends on why we collected it and any legal, accounting, tax or contractual requirements.
- Orders and transactions: for the period needed for accounting, taxation and legal purposes.
- Customer and credit accounts: while needed to administer the account and for an appropriate period afterwards.
- Artwork and order correspondence: while reasonably needed for order history, repeat orders or disputes.
- Marketing: until you withdraw consent, object, or the information is no longer reasonably needed. A limited opt-out record may be kept to prevent further marketing.
We delete, anonymise or securely dispose of information when it is no longer required.
10. Sensitive information, children and automated decisions
We do not normally need special category information, such as health details, racial or ethnic origin, religious beliefs, political opinions, trade union membership, biometric information or sexual orientation. Please do not supply it unless specifically requested and necessary. If we need to process it, we require an appropriate lawful basis and an additional legal condition.
Our services are not specifically directed at children and we do not knowingly seek personal information directly from children through our websites. If we become aware of inappropriate collection, we take reasonable steps to address it.
We do not normally make decisions about individuals solely by automated processing that have legal or similarly significant effects. If this changes, we will provide the information and safeguards required by law.
11. Your data protection rights
Depending on the circumstances, you can ask us to:
- Provide access to your personal information.
- Correct inaccurate or incomplete information.
- Erase information or restrict its use in certain circumstances.
- Consider an objection to processing, including processing based on legitimate interests.
- Provide information in a portable format where the right to data portability applies.
You can also withdraw consent where we rely on it, object to direct marketing at any time, and exercise applicable rights relating to automated decisions and profiling.
Rights have conditions and exemptions. For example, we may need to retain records to meet a legal obligation even if you request deletion.
Making a request
Contact Danny Mckeever using the details below. We may ask for reasonable information to confirm your identity. We respond within the timescale required by law. Requests are normally free; fees or refusal are permitted only in the limited circumstances allowed by law.
