Privacy Policy

ONTRAD Limited takes the privacy of its customers seriously and is committed to the following policy.

Who we are?

We are a Ltd company registered in England and Wales (registration number 08083542) under the name ONTRAD Limited; the address of our registered office is 276 North Avenue, Southend-on-sea, Essex, SS2 4EN.

ONTRAD Limited is committed to respecting the privacy rights of visitors to its site. This privacy notice explains how we collect, store and use personal data about you when you visit our site, buy products from us or otherwise provide your personal data to us. It provides you with details about the types of personal data that we collect from you, how we use your personal data, the rights you have to control our use of your personal data and how the law protects you.

Changes to the Privacy Policy and your duty to inform us of changes

This version was last updated on 27 November 2020.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

How is your personal data collected?

Information provided by you

We collect the following personal information on customers who have created orders with us.

  • Full name
  • Email address
  • Contact telephone number
  • Delivery address
  • Billing address

This information is required to process payment and deliver your order to you and is provided by you to ONTRAD Limited when you place an order with us online.

Information collected automatically

We store some information automatically as you browse our site, such as the IP address of the device you are visiting with. This is for the purpose of security and gaining information on the way you use the website for market research etc.

Full details of the information collected automatically is outlined in our cookie policy.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How we use this information

We will only use your personal data when the law allows us to. The information you provide to us is used so that we can offer you, the customer, the best experience possible.

We use data that you provide us for the following reasons:

  • Processing your order - We use the information you provide to process your order. For example, we need to supply address details to our suppliers and couriers in order for them to dispatch your purchase.
  • Provide you with order details and account information - This section of the website allows you to manage your contact details, view a history of conversations and messages with our customer services team and view your order history.

  • Website Tracking - Anonymised information is collected when you use the website to help provide users with more relevant content on site. For registered users we also store this anonymised behaviour data against their profile, things like what categories or products you have visited. For users that don't wish to for this to happen then please see our cookie policy

  • Offer a better service - For example, we use anonymised order data to offer better products for sale.
  • Marketing - Unless you give us consent, we do not use information you provide to us as part of placing an order for marketing purposes. You can opt-in or opt-out to receive marketing communications as outlined below.
  • Email Tracking - For users that have opted-in to receive marketing emails, we use something called a tracking pixel to monitor the performance of campaigns and send you the most relevant offers. The tracking pixel tracks when you open an email from us and allows us to see information like what type of device you are using and where you are reading from, so we can better tailor content to our users' needs. For instance, so we don't keep sending marketing emails to users that are unresponsive. When you sign up and opt-in to receive email marketing emails from us, we collect the IP address used to register and the date and time of registration. This is so we have a record of when consent was given to us to contact you with marketing messages, in relation to your rights under GDPR.
  • Advertising Online - You may see adverts for ONTRAD Limited online after visiting the website. We serve these adverts via a variety of advertising networks and ad exchanges. We use a variety of advertising technologies such as: web beacons, pixels, ad tags, cookies and some custom technology maintained by the advertising network (e.g. Facebook’s Marketing Pixel). The ads that you see may be based on the products you have browsed on the website. Please refer to our cookie policy for information on how to stop seeing these ads.
  • Research - We use anonymised order data for market research purposes. For example, to report on how many orders we had from a city/town in a given period.
  • Analysis We use anonymised data about how you use the website in order to to monitor traffic and website performance. We use tools like Google Analytics to do this. More information about this is found in our cookie policy. For more information on how you can opt-out of sending information to Google Analytics, see Google's support document here.
  • Protecting our website - We use data to prevent fraudulent transactions against you, our website, and our other users.

Who we share this information with?

In order to fulfil our contractual obligation to you as a customer who has placed an order with us, it may be necessary for us to share information with other third-party data processors. An example of those third parties can be found below.

  • Dispatch/Fulfilment - Our warehouse partner and drop-ship suppliers get basic information, like your name and address, so they know where to send your order.
  • Couriers - Our courier partners will receive address information in order to get your order to you. If you supply it, they may also get your mobile phone number to send you SMS updates regarding your delivery time estimate.
  • Payment Providers - These companies process the actual payment on our behalf when you pay by credit or debit card, they process the payment and they’ll use some information you provide to verify your identity and prevent fraud.
  • Marketing Software Providers - We securely share some data with advertising partners and marketing agencies that help us run our business
  • Technical Software Providers - These companies will get some anonymised data that help them to provide services to us that allow us to host the website and keep it secure.

As a customer, you can request to see a comprehensive list of data that we share with other data processors.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we must keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for at least six years after they cease being customers for tax purposes.

Your Legal Rights

In compliance with GDPR and as part of our privacy policy, we inform you as an individual that you have the following rights:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us support@ontrad.co.uk

Lawful Basis for Processing Personal Data

ONTRAD Limited have a lawful basis for processing personal data, that you provide at the time of placing an order, in order to fulfil our contractual obligations to you. For example, without using the delivery details that you provide to us at time of purchase, we wouldn't be able to delivery your order to you.

By placing an order and disclosing this information with us at the time of purchase, you consent to the collection, storage and processing of that information in the manner as set out in this policy.

This lawful basis for processing personal data is in compliance with the new GDPR as stated in Article 6(1)(b):

processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract

Full information on lawful basis for processing personal data can be found on the Information Commissioner's Office website

Changes to Privacy Policy

Any changes to this privacy policy will be made on this page. Where possible and appropriate, we will notify you of any significant changes by email.