Privacy Policy

Zaartec Ltd ("Zaartec", "we", "us" or "our") respects your privacy. This Privacy Policy explains how we collect and use personal information when you visit zaartec.com, create or use an account, apply for a Trade Account, request a quotation, place an order, contact us, or otherwise interact with our business.

1. Who we are

Zaartec Ltd is the controller of the personal information described in this policy, unless we tell you otherwise. We are registered in England and Wales under company number 13927996. Our registered office is 124 City Road, London, England, EC1V 2NX.

For privacy questions or requests, contact us at sales@zaartec.com.

2. Personal information we may collect

Identity and contact details, including your name, company name, job title, billing or delivery address, email address and telephone number.
Account and Trade Account details, including login/account details, company information, VAT information, application information, account status and, where relevant, information used to assess business eligibility or credit arrangements.
Order and transaction information, including products ordered, order value, quotation and invoice information, payment status, refunds, delivery details and tracking information.
Payment-related information. Payments are generally processed by third-party payment providers. We do not normally receive or store your full payment-card number.
Communications, including emails, website forms, quotation requests, customer-service messages and WhatsApp communications with our team.
Technical and usage information, including IP address, browser/device information, session information, pages viewed, security logs and website activity, subject to the rules and choices described in our Cookie Policy.
Marketing preferences and records of whether you have opted in, opted out or objected to marketing.
Fraud-prevention, security and verification information where reasonably required to protect customers, Zaartec, our systems or transactions.

3. Where we obtain personal information

Directly from you when you create an account, apply for a Trade Account, place an order, request a quote, contact us, complete a form or communicate with our team.
Automatically from your use of our website and systems, using essential technologies and, where applicable, optional analytics or marketing technologies in accordance with our Cookie Policy.
From service providers involved in payments, delivery, website operations, fraud prevention, account security or customer support.
From publicly available registers or legitimate business sources where reasonably necessary to verify a business, Trade Account application, company status or contact information.
From an organisation you work for or represent where it provides your business contact details to us for ordering, account administration or another legitimate business purpose.

If we obtain your personal information from another source, we will provide privacy information when required by law.

4. How and why we use personal information

Purpose	What we do	Typical lawful basis
Orders, quotations and customer service	Process orders, payments, deliveries, returns, refunds, quotations and support requests.	Contract; steps at your request before a contract; legitimate interests where appropriate.
Accounts and Trade Accounts	Create and administer accounts, assess Trade Account applications, verify business details and provide approved trade pricing.	Contract / pre-contract steps; legitimate interests in operating and protecting our trade business.
Credit and payment risk	Where a separate credit facility is requested, assess eligibility, payment risk and account limits.	Legitimate interests; contract / pre-contract steps; legal obligations where applicable.
Legal, tax and accounting	Issue invoices, keep accounting records, manage tax, respond to legal claims and comply with legal or regulatory duties.	Legal obligation; legitimate interests.
Security and fraud prevention	Protect accounts, transactions, our website and our business against fraud, misuse, cyber-security threats and unauthorised access.	Legitimate interests; legal obligation where applicable.
Website operation and improvement	Operate the website, maintain essential functionality and understand/improve performance and customer experience.	Legitimate interests for essential operations; consent or an applicable legal exception for non-essential storage/access technologies.
Marketing	Send relevant product, service or promotional communications where permitted and measure campaign performance where applicable.	Consent or legitimate interests where permitted by data-protection and electronic-marketing law; consent for non-exempt tracking technologies.

5. Our legitimate interests

Where we rely on legitimate interests, those interests may include: operating and improving our ecommerce and trade business; responding to customer and business enquiries; assessing and managing genuine Trade Accounts; preventing fraud and misuse; protecting our systems, customers and property; recovering debts and managing disputes; and promoting relevant Zaartec products or services to business contacts or existing customers where the law permits.

We consider whether these interests are necessary and whether your rights and interests override them. You may object to processing based on legitimate interests as explained in section 12.

6. Information you need to provide

Some personal information is necessary for us to enter into or perform a contract with you, for example your name, contact details, delivery address and information needed to process payment. Additional company information may be required for a Trade Account or separate credit facility. If required information is not provided, we may be unable to process an order, open or administer an account, provide a quotation or deliver the requested service.

7. Who we may share personal information with

We share personal information only where reasonably necessary. Recipients may include:

Ecommerce, hosting and business-system providers used to operate our website, customer accounts and order systems, including Odoo or successor providers.
Payment providers, including Stripe and, where enabled at checkout, PayPal or another payment provider.
Delivery, warehouse and logistics partners used to fulfil and track orders.
Email, cloud, IT, security and productivity providers used for business communications and system operation.
Analytics, advertising or marketing providers where those services are enabled and the required consent or other lawful basis applies.
Professional advisers, including accountants, insurers, auditors and legal advisers.
Government bodies, regulators, law-enforcement authorities, courts or other parties where disclosure is required by law or reasonably necessary to establish, exercise or defend legal rights.
A buyer, investor or adviser involved in a genuine business sale, restructuring or acquisition, subject to appropriate confidentiality and data-protection safeguards.

We do not sell your personal information.

8. International transfers

Some of our service providers may process personal information outside the United Kingdom. Where UK data-protection law requires a transfer safeguard, we use an appropriate mechanism, such as a UK adequacy regulation, the UK International Data Transfer Agreement (IDTA), the UK Addendum to approved standard contractual clauses, or another lawful safeguard or exception available under UK law.

You can contact sales@zaartec.com if you would like further information about the safeguards relevant to a particular transfer.

9. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, tax, accounting, warranty, fraud-prevention and dispute-resolution requirements. Our main retention approach is:

Order, invoice, payment and accounting records are normally kept for approximately six years, or longer where a legal requirement, dispute or investigation requires it.
Customer and Trade Account information is kept while the account or business relationship is active and afterwards for a period appropriate to transaction records, warranty/support obligations, fraud prevention and legal claims.
Unsuccessful or incomplete Trade Account / credit information is kept only for as long as reasonably necessary to record the assessment, prevent misuse, resolve disputes or meet legal requirements.
Customer-service and quotation communications are kept for a period appropriate to the enquiry, order, project, warranty or potential dispute.
Marketing records are kept while marketing is relevant and permitted. Where you opt out, we may retain limited suppression information so that we can continue to respect your choice.
Cookie and analytics information is retained for the period shown in our Cookie Settings or by the relevant technology/provider, subject to our configuration and applicable law.

10. Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure. Measures may include access controls, secure systems, account authentication, security monitoring, restricted staff access and the use of reputable service providers. No internet or electronic storage system can be guaranteed to be completely secure.

11. Marketing communications

Where permitted by law, we may contact you about Zaartec products, services or offers that may be relevant to you. You can opt out of marketing at any time by using the unsubscribe option in a marketing email or by contacting us. Service communications about an order, account, delivery, payment, security issue or support request are not marketing communications.

12. Your data-protection rights

Depending on the circumstances and the lawful basis we rely on, you may have rights to:

Request access to personal information we hold about you;
Ask us to correct inaccurate or incomplete information;
Ask us to erase information in certain circumstances;
Ask us to restrict processing in certain circumstances;
Receive certain information in a portable format where data portability applies;
Withdraw consent at any time where we rely on consent, without affecting earlier lawful processing; and
Object to certain processing, including direct marketing and processing based on legitimate interests.

IMPORTANT - YOUR RIGHT TO OBJECT

You have an absolute right to object to direct marketing. You may also object to processing based on our legitimate interests. If you object, we will stop the relevant processing unless we have compelling lawful grounds to continue where the law allows.

To exercise a right, contact sales@zaartec.com. We may need to verify your identity. We normally respond within one month, although the law allows extensions in certain circumstances.

13. Automated decision-making

We do not currently use solely automated decision-making that produces legal or similarly significant effects on customers. If this changes, we will update our privacy information and provide the information and safeguards required by applicable law.

14. Cookies and similar technologies

Our website uses cookies and similar storage/access technologies. Strictly necessary technologies may be used for essential functions such as security, login, basket and checkout. Optional technologies are handled in accordance with applicable UK rules and your choices. Please read our Cookie Policy and use Cookie Settings on the website for current information and controls.

15. Children

Our website and services are not directed at children, and we do not knowingly seek to collect personal information from children through the website.

16. Complaints

If you have concerns about how we use your personal information, please contact us first at sales@zaartec.com so that we can try to resolve the matter. You also have the right to complain to the UK Information Commissioner's Office (ICO). Current contact information and complaint options are available at ico.org.uk.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal requirements. The latest version will be published on our website with the updated date shown at the top. Where a change materially affects how we use personal information, we will bring it to your attention where required.

18. Contact us

Privacy enquiries and rights requests: sales@zaartec.com

Telephone / WhatsApp: +44 7404 573849

Registered Office: 124 City Road, London, England, EC1V 2NX