Polymax Ltd Privacy Policy (Updated 2025)

Updated Privacy Policy Policy

Polymax Ltd (company registration number 837876176, registered address Building 75, Whitehill & Bordon Enterprise Park, Budds lane, Bordon, Hampshire, GU35 0FJ, "we", "our", "us") is the data controller responsible for your personal information. We are committed to protecting and respecting your privacy in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and related legislation (as amended by the Data (Use and Access) Act 2025).

This privacy policy explains how we collect, use, store, share, and protect your personal information when you use our website, contact our call centre, visit our store, or engage with our services.

We may update this policy from time to time. We will notify you of significant changes by posting the updated policy on our website or via other appropriate means. Your continued use of our services indicates your acceptance of any updates. The latest version is always available on our website.

1. Legal Bases for Processing Your Data

We collect and process personal data based on the following legal grounds under UK GDPR:

• Consent — Where you have given clear consent (e.g., opting in to receive newsletters or marketing communications).
• Contract — Where processing is necessary to fulfil our contractual obligations (e.g., using your address to deliver your order).
• Legal Obligation — Where required by law (e.g., detecting and reporting fraudulent or criminal activities).
• Legitimate Interest — Where processing is necessary for our legitimate business interests (e.g., analysing trends, improving products, personalising your website experience, or preventing fraud), provided this does not override your rights and freedoms. We conduct balancing tests where required.

(Other grounds such as vital interests or public task may apply in rare cases.)

2. Information We May Collect

We may collect personal information when you:

• Visit our website to browse or purchase products.
• Create an account or make a purchase online.
• Contact us via email, website forms, or phone.
• Participate in surveys, competitions, or prize draws.
• Leave reviews or comments on our products or services.
• Visit our stores or car parks (CCTV recording applies – signage is displayed at premises).

Information we may collect includes:

• Contact details: name, email, phone number, billing and delivery addresses.
• Account information: login details, order history, invoices.
• Communication records: notes from calls or emails regarding queries, complaints, or feedback.
• Technical information: IP address, browser type, device, pages visited, referral source, search terms, and interaction with adverts.
• Cookies and similar technologies (see section 6).
• CCTV footage when visiting our premises (used for security and crime prevention; signage provided).

3. How We Use and Share Your Personal Data

We use your information to:

• Process and deliver your orders.
• Respond to queries, complaints, or refund requests.
• Improve our products, services, and website functionality.
• Prevent fraud and comply with legal obligations.
• Conduct market research and send surveys to improve our services.
• Personalise website content and advertising based on your interests.
• Send promotional communications if you have opted in, including newsletters, special offers, and competitions (you can unsubscribe at any time).

We may share your data with:

• Service providers (e.g., payment processors, delivery companies, IT hosting) acting as processors under contract.
• Professional advisers (e.g., lawyers, accountants).
• Law enforcement or regulators where required by law.
• In the event of a business sale or restructuring.

We do not sell your personal data to third parties.

If we transfer your data outside the UK, we use appropriate safeguards (e.g., UK International Data Transfer Agreement or adequacy decisions).

4. Security of Your Data

We implement appropriate technical and organisational measures to protect your personal information, including:

• HTTPS and SSL encryption for transactional areas.
• Encrypted storage of passwords and sensitive data.
• No plaintext storage of credit/debit card information (processed via compliant payment providers).
• Regular monitoring for vulnerabilities and attacks.

5. Data Retention

We retain personal data only for as long as necessary for the purposes collected, or to comply with legal obligations. For example:

• Transactional and order data: up to 6 years (plus current year) for tax and accounting purposes.
• CCTV footage: typically 30 days, unless required longer for incidents.

After this period, we securely delete or anonymise the data.

6. Cookies and Similar Technologies

Cookies are small files placed on your device to enhance your experience. We use:

• Strictly necessary cookies (essential for site functionality – no consent required).
• Analytics and performance cookies (to analyse traffic and usage).
• Functionality cookies (to tailor preferences).
• Advertising cookies (where consented).

Under UK privacy laws (PECR), we require your consent for non-essential cookies. You can manage preferences via our cookie banner or settings. Most browsers allow you to control cookies, but rejecting them may limit functionality.

7. Links to Other Websites

Our website may link to third-party sites. We are not responsible for their privacy practices. Review their policies before providing information.

8. Your Rights

Under UK GDPR, you have rights including:

• Access: Request a copy of your personal data (subject access request).
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion ("right to be forgotten") where applicable.
• Restriction: Limit processing in certain circumstances.
• Objection: Object to processing based on legitimate interests or direct marketing.
• Data Portability: Receive your data in a structured, machine-readable format.
• Withdraw consent: Where processing relies on consent.
• Complain: Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise rights, contact us at [marketing@polymax.co.uk] or our registered address. We aim to respond within 28 days from receipt of your initial contact. (extendable in complex cases).

9. Controlling Marketing Communications

You can opt out at any time:

• Via unsubscribe links in emails.
• By contacting customer service.

We process opt-outs promptly.

10. Complaints and Contact Us

If you have questions, concerns, or wish to make a complaint about our handling of your data, contact our Data Protection Officer at lewis.mockford@polymax.co.uk or:

Email: sales@polymax.co.uk

Phone: 01420 474 123

Address: Building 75, Whitehill & Bordon Enterprise Park, Budds Lane, Bordon, Hampshire GU35 0FJ

You can also complain to the ICO: ico.org.uk/concerns or 0303 123 1113.

This policy was last updated in December 2025.