​Toolsparesonline Limited

External Privacy Notice

Last Updated: 29/01/2024

1. Who we are and what we do

Who we are

We are Toolsparesonline Limited (“[Toolsparesonline]”, “us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 06680908 and we have our registered office at Boundary Way, Lufton Trading Estate, Yeovil, Somerset, BA22 8HZ. United Kingdom.  We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”) in relation to our processing of Personal Data under registration number Z6997184.

What we do

We are in the business of supplying spare parts for power tools, and hand tools for various brands.  We and our affiliates, subsidiaries and related entities are committed to protecting the privacy and security of the Personal Data we process about you.

Controller

Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.

2.  Purpose of this privacy notice

The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.

3.   Who this privacy notice applies to

This privacy notice applies to you if:

1. You visit of our website
2. You purchase goods or services from us
3. You enquire about our products and/or services
4. You register a product for warranty or guarantee
5. Submit a product review
6. You sign up to receive newsletters and/or other promotional communications from us
7. Take part in a competition

4.   What Personal Data is

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

5. Personal Data we collect

The type of Personal Data we collect about you will depend on our relationship with you. For the type of Personal Data we collect see the table below in the section entitled ‘Purposes and lawful bases and data type.

6.  How we collect your Personal Data

We collect most of the Personal Data directly from you in person, by telephone, text or email and via our website.

However, we may also collect your Personal Data from third parties such as:

• reputable companies who provide lead generation contact lists
• others to whom you have provided consent
• publically available sources such as social media platforms.

7. Purposes, lawful bases and data type

We will only use your Personal Data when the law allows. Most commonly, we will use your Personal Data in the circumstances listed below. :

Data Type

• Identity Data includes first name, last name, username or similar identifier, age range and title.
• Contact Data includes home address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile Data includes your username and password, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

Where Personal Data is processed because it is necessary for the performance of a contract to which you are a party, we will be unable to provide our services without the required information.

8. Marketing

We will provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased goods from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

Opting out

You can ask us to stop sending you marketing messages at any time by logging into your online account through the website and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of, warranty/guarantee registration, or other transactions.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside of Toolsparesonline Limited for marketing purposes.

9. How long we keep your data

We will retain your personal data for as long as is necessary to provide you with our services and for a reasonable period thereafter to enable us to meet our contractual and legal obligations and to deal with complaints and claims.

At the end of the retention period, your personal data will be securely deleted or anonymised.   We may also use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

10. Sharing your Personal Data

We may have to share your personal data with the parties set out below for the purposes set out in the table in section 7 above.

• Other companies in the Toolsparesonline Limited acting as joint controllers or processors and who are based in the United Kingdom and provide IT and system administration services and undertake leadership reporting.
• Service providers based in the United Kingdom, Europe and United States of America who provide IT and system administration services.
• Professional advisers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.
• Payment providers based in Europe who provide payment facilities and associated administration services.
• Automated marketing services, based in Europe who provide marketing and postal, email and text marketing services.
• Service providers based in Europe and United States of America who provide shipping services for goods purchased from us.
• Service providers based in Europe and Japan who provide translation services.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

11.  International Transfers

Some of our engaged External Third Parties are based outside the European Economic Area (EEA), therefore their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure an essentially equivalent level of protection to that guaranteed in the UK and EU.

We do this by ensuring that:

• Your Personal Data is only processed in a country which the Secretary of State or the European Commission has confirmed has an adequate level of protection (an adequacy regulation), or
• We enter into Standard Contractual Clauses (“SCCs”) with the receiving organisations and adopt supplementary measures, where necessary and include the UK Data Transfer Addendum.  (A copy of the SCCs can be found here Standard Contractual Clauses (SCCs)) .   (A copy of the IDTA can be found here international-data-transfer-agreement.pdf (ico.org.uk))

12. Your rights and how to complain

You have certain rights in relation to the processing of your Personal Data, including to:

• Right to be informed

You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.

• Right of access (commonly known as a “Subject Access Request”)

You have the right to receive a copy of the Personal Data we hold about you.

• Right to rectification

You have the right to have any incomplete or inaccurate information we hold about you corrected.

• Right to erasure (commonly known as the right to be forgotten)

You have the right to ask us to delete your Personal Data.

• Right to object to processing

You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.

• Right to restrict processing

You have the right to restrict our use of your Personal Data.

• Right to portability

You have the right to ask us to transfer your Personal Data to another party.

• Automated decision-making. You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
• Right to withdraw consent

If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.

• Right to lodge a complaint

You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data. The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:

Contact us | ICO

Or by telephone on 0303 123 1113

For supervisory authorities in other countries within the EU see the link below:

https://edpb.europa.eu/about-edpb/about-edpb/members_en

How to exercise your rights

You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.  

13. Children’s Privacy

We do not offer our products and services to children and we do not knowingly collect Personal Data of children without parental consent, unless permitted by law. If you are a child, you must have your parent’s permission to use our services. If you learn that a child has provided us with their Personal Data without parental consent, you may contact us, as described below, and if appropriate, we will securely and permanently delete it, in accordance with applicable law.

14.  How to contact us and our Data Protection Officer

If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us as follows:

Toolsparesonline Limited

Boundary Way

Lufton Trading Estate

Yeovil

Somerset

BA22 8HZ

dataprivacy@toolsparesonline.com       

We have also appointed a Data Protection Officer (“DPO”). Our DPO is Evalian Limited and can be contacted as follows:

Evalian Limited

West Lodge

Leylands Business Park

Colden Common

Hampshire

SO21 1TH

United Kingdom

Phone: +44 (0)333 050 0111

Website: www.evalian.co.uk

Please mark your communications FAO the ‘Data Protection Officer’.

15. Our EU Representative

We are based outside the European Union (EU) and under the EU General Data Protection Regulation (EU GDPR), we are required to appoint an EU representative.  The purpose of an EU representative is to make it easy for people in the EU to contact us should they wish to exercise their rights or make a complaint or enquiry in relation to how we are processing their Personal Data. It is also a contact point for the supervisory authorities located in the EU.

Our EU representative is DataRep who can be contacted as follows:

DataRep

Cuserstraat 93,

Floor 2 and 3,

Amsterdam,

1081 CN, Netherlands

• https://www.datarep.com/data-request/
• PLEASE NOTE: when using the postal address it is ESSENTIAL that you mark your letters for ‘DataRep’ (EU Subjects), or your inquiry may not reach DataRep.

16.  Changes to this privacy notice

We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify of the changes where required by applicable law to do so.

Last modified 14^th September 2023