Privacy Notice

1. Who we are

KAS Shelving Systems Ltd is the controller of the personal information described in this notice. This means we decide how and why that information is used.

References to “KAS”, “we”, “us” or “our” in this notice mean KAS Shelving Systems Ltd.

2. Information we collect

Depending on how you deal with us, we may collect:

• Identity and contact information, including your name, job title, business name, billing and delivery addresses, email address and telephone number.
• Order and account information, including products ordered, quotations, delivery details, invoices, returns, payment status, account history and related correspondence.
• Payment information, including transaction references and confirmation from our payment providers. We do not normally receive or retain your complete payment-card number.
• Enquiry and project information supplied by email, telephone, forms, WhatsApp, drawings, photographs or other correspondence.
• Call recordings. We may record telephone calls for training, quality, verification and dispute-resolution purposes. Callers are notified when recording is in use.
• Website and device information, such as IP address, device and browser type, pages viewed, referral source and cookie or consent preferences.
• Marketing preferences, including whether you wish to receive marketing and how you have responded to it.
• Credit and fraud-prevention information where this is necessary for a trade account, payment risk, debt recovery or the protection of our business.

We do not operate CCTV at our showroom or warehouse.

Where the information comes from

Most information comes directly from you. We may also receive information from the business you represent, a colleague who places an order, payment providers, delivery providers, publicly available business sources, fraud-prevention services or professional advisers.

3. How and why we use personal information

Where we rely on legitimate interests, we consider whether our interests are proportionate and whether your rights and reasonable expectations override them. You may object to processing based on legitimate interests; see Your rights.

If information is required to enter into or perform a contract and you do not provide it, we may be unable to quote, accept an order, provide credit or arrange delivery.

4. Who we share information with

We share only the information reasonably necessary for the relevant purpose. Recipients may include:

• E-commerce and business systems: Shopify, Brightpearl and authorised Shopify applications, including Consentmo.
• Payment providers: Stripe and Square. Payment information is also governed by the provider’s own privacy notice.
• Delivery providers: DX Network Services, DPD, Les Smith Haulage, Mike Garbutt Transport and United Pallet Network (UPN), or another carrier agreed or reasonably required for a particular delivery.
• Installation and project partners where needed to quote for, plan or complete a requested project.
• Technology and communications providers, including email, hosting, analytics, security and IT-support providers.
• Professional and public bodies, including accountants, legal advisers, insurers, debt-recovery providers, HMRC, regulators, courts and law-enforcement bodies where appropriate.

We do not sell your personal information.

International transfers

Some providers may process personal information outside the United Kingdom. Where a restricted transfer takes place, we require an appropriate safeguard such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses, or another safeguard permitted by data-protection law. You may contact us for further information about the safeguards relevant to your information.

5. Cookies, analytics and marketing

Our website uses cookies and similar technologies. Some are strictly necessary for functions such as security, shopping baskets and checkout. With your permission, we may also use analytics, preference and marketing technologies to understand website use and improve our services.

Our cookie-consent tool lets you accept, reject or choose categories of non-essential cookies. You can change your choice at any time using the Cookie settings link in the website footer. For details of the technologies currently in use, their purposes, providers and durations, please read our Cookie Policy.

Marketing communications

We may send relevant marketing where you have consented or where the law otherwise permits us to do so. Every marketing email will provide a way to unsubscribe. You can also ask us to stop marketing at any time by contacting us. We may retain a minimal suppression record so that we can respect your request.

Service messages about enquiries, quotations, orders, deliveries, accounts or safety information are not marketing and may still be sent where necessary.

6. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting and dispute-resolution requirements. Our normal starting points are:

• unsuccessful or inactive enquiries and quotations: up to 2 years after the last meaningful contact;
• orders, invoices, account records and associated business correspondence: normally 6 years after the end of the relevant financial year or business relationship;
• call recordings: normally 12 months, unless required for a complaint, dispute, fraud investigation or legal claim;
• marketing preferences: until you withdraw or object, with a minimal suppression record retained afterwards;
• cookie and consent records: for the period needed to demonstrate and respect your choices.

We may keep information for longer where law requires it or where it is reasonably needed to establish, exercise or defend legal claims. We securely delete or anonymise information when it is no longer required.

7. Keeping information secure

We use proportionate organisational and technical measures designed to protect personal information against accidental or unlawful loss, misuse, alteration, disclosure or access. Access is limited to people and providers who need the information for an authorised purpose. No internet or storage system can be guaranteed completely secure.

8. Your data-protection rights

Depending on the circumstances, you may have the right to:

• ask for a copy of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information;
• ask us to restrict how information is used;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a portable format;
• withdraw consent at any time, without affecting earlier lawful processing.

These rights are not absolute and exemptions may apply. We may ask for information to confirm your identity before acting on a request. We do not charge a fee in most cases and normally respond within one month.

We do not currently make decisions about customers solely by automated means where those decisions have legal or similarly significant effects.

9. Contact and complaints

To exercise a right or ask a privacy question, email sales@kasshelvingsystems.co.uk, telephone 01793 754230, or write to us at the address above.

If you have a concern, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

10. Changes to this notice

We may update this notice to reflect changes in our business, systems or legal obligations. The latest version will be published on this page with its updated date. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected people.