Privacy Policy

Poly Direct customer privacy policy 

This privacy policy tells you what to expect us to do with your personal information.   

Our contact details 

Email 

info@poly-direct.com   

What information we collect, use, and why 

We collect or use the following information to provide services and goods, including delivery: 

·    Names and contact details 

·    Addresses 

·    Purchase or account history 

·    Payment details (including card or bank information for transfers and direct debits) 

·    Account information 

·    Information relating to loyalty programmes 

·    Website user information (including user journeys and cookie tracking) 

·    Information relating to compliments or complaints 

We collect or use the following information for the operation of customer accounts and guarantees: 

·    Names and contact details 

·    Addresses 

·    Payment details (including card or bank information for transfers and direct debits) 

·    Purchase history 

·    Account information, including registration details 

·    Information used for security purposes 

·    Marketing preferences 

We collect or use the following information to prevent crime, prosecute offenders, or defend against legal action: 

·    Names and contact information 

·    Customer or client accounts and records 

·    Financial transaction information 

We collect or use the following information for service updates or marketing purposes: 

·    Names and contact details 

·    Addresses 

·    Marketing preferences 

·    Location data 

·    Purchase or viewing history 

·    IP addresses 

·    Website and app user journey information 

·    Records of consent, where appropriate 

We collect or use the following information to comply with legal requirements: 

·    Identification documents 

·    Financial transaction information 

·    Health and safety information 

We collect or use the following information for recruitment purposes: 

·    Contact details (eg name, address, telephone number or personal email address) 

·    Date of birth 

·    National Insurance number 

·    Copies of passports or other photo ID 

·    Employment history (eg job application, employment references or secondary employment) 

·    Education history (eg qualifications) 

·    Right to work information 

·    Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks) 

·    Security clearance details (eg basic checks and higher security clearance) 

Lawful bases 

Our lawful bases for collecting or using personal information to provide services and goods are: 

·    Consent 

·    Contract 

·    Legal obligation 

·    Legitimate interest: 

We have a legitimate interest in collecting and using certain personal information to enable us to effectively deliver the services and goods you request. This includes: 

• • Fulfilling contractual obligations: We need to process your data to complete your orders, manage your accounts, and provide customer support. (Examples: processing payment information, delivery addresses, and contact details for order fulfillment or troubleshooting issues with a product.) 
  • Ensuring service quality and security: We use your data to improve and personalize your experience, prevent fraud, and maintain the security of our systems and your information. (Examples: analyzing usage patterns to improve user interface, using browsing history for personalized recommendations, employing purchase behavior data for fraud detection.) 
  • Communicating effectively: We may use your information to keep you informed about your orders, product updates, service changes, or special offers that might be of interest to you. 

We believe these legitimate interests are proportionate to the potential impact on your privacy because: 

• • We only collect the data necessary to fulfill these purposes. 
  • We implement robust security measures to protect your information. 
  • We are transparent about how we use your data and provide you with control over your privacy settings. 
  • You have the right to object to the processing of your data at any time. (Please see “Your data protection rights” detailed in this policy.) 

We will always strive to balance our legitimate interests with your privacy rights. 

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are: 

·    Consent 

·    Contract 

·    Legal obligation 

·    Legitimate interest: 

We have a legitimate interest in collecting and using certain personal information to operate your customer accounts and manage guarantees effectively. This includes: 

• • Account management: We need your data to identify you, manage your account settings, and fulfill your requests. (Examples: processing login credentials, contact information for account queries, and purchase history for warranty claims.) 
  • Guarantees and warranty services: We use your information to verify product ownership, process warranty claims, and provide support related to guarantees. (Examples: using purchase records to verify eligibility for warranty repairs, and storing contact details for warranty service communication.) 
  • Personalized communication: We may utilize your data to send important information about your account, product updates relevant to your purchases, or reminders about expiring warranties. 

We believe these legitimate interests are proportionate to the potential impact on your privacy because: 

• • We collect minimal data necessary for account operation and guarantee management. 
  • Access to your data is restricted to authorized personnel for specific purposes. 
  • We provide clear options to manage your communication preferences and update your account information. 
  • You have the right to access, rectify, or erase your data, subject to legal and warranty service requirements. (Please see “Your data protection rights” detailed in this policy.) 

We prioritize transparency and user control over your account information. 

Our lawful bases for collecting or using personal information to prevent crime, prosecute offenders or defend against legal action are: 

·    Consent 

·    Contract 

·    Legal obligation 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are: 

·    Consent 

·    Contract 

·    Legal obligation 

·    Legitimate interest: 

We strive to keep you informed and provide valuable offers, but we respect your privacy choices. 

For service updates: 

We have a legitimate interest in using your contact information to send you essential updates about the services you use. This may include: 

• • Security updates and critical information about your account or service. 
  • Changes to service terms or features that directly impact your use. 

However, we will always prioritize your control over marketing communications. 

For marketing purposes: 

We may use your information to send you marketing communications about our products and services, special offers, or relevant content. This can benefit you by: 

• • Discovering new products or services you might be interested in. 
  • Receiving personalized recommendations based on your preferences. 
  • Staying informed about industry trends or updates related to your interests. 

However, we will only use your data for marketing purposes with your explicit consent. 

We believe this approach balances our legitimate interest in promoting our services with your right to control your data. 

Here's how you can manage your communication preferences: 

• • You can opt-in or opt-out of receiving marketing communications at any time through your account settings, unsubscribe links in emails, or by contacting us directly. 

We will never sell or share your information with third parties for marketing purposes without your consent. 

Our lawful bases for collecting or using personal information for legal requirements are: 

·    Consent 

·    Contract 

·    Legal obligation 

Our lawful bases for collecting or using personal information for recruitment purposes are: 

·    Consent 

·    Contract 

·    Legal obligation 

·    Legitimate interest: 

We have a legitimate interest in collecting and using certain personal information to process your application for a suitable position and ensure a fair and efficient recruitment process. This includes: 

• • Evaluating your qualifications: We need your resume, cover letter, and other application materials to assess your skills and experience against the job requirements. 
  • Matching you with suitable opportunities: We may use your information to identify other relevant positions within our company based on your qualifications. 
  • Communicating effectively: We will use your contact details to keep you informed about the application process, interview scheduling, and job offers. 

We believe these legitimate interests are proportionate to the potential impact on your privacy because: 

• • We only collect data relevant to the specific job you are applying for. 
  • We have robust security measures in place to protect your application information. 
  • We clearly explain how long we will retain your data and how you can request its deletion. (Please see “How long we keep information” detailed in this policy.) 
  • You have the right to access and update your application information at any time. (You can achieve this by contacting us directly.) 

We are committed to a fair and transparent recruitment process that respects your privacy. 

Use of AI Assistant 

We use an AI assistant on our website to answer your questions and provide customer service. The assistant may collect limited indirect data, such as IP addresses or user queries, to perform its functions. This data is not linked to any identifiable individuals and is cleared after each page refresh.  

How long we keep information 

For information on how long we keep personal information, see our retention schedule by clicking here.   

Your data protection rights 

Under data protection law, you have rights including: 

Your right of access - You have the right to ask us for copies of your personal data. 

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances. 

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances. 

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances. 

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent. 

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy policy. 

In addition to this we have made it easy for you to be able to manage your personal data directly through your account. Here's how: 

o   Access & Download: Log in to your account and visit the "Manage Personal Data" tab to access and download a copy of your data.

o   Update: Keep your information accurate by editing your details in the "Information" and “Addresses” tab within your account.

o   Erase: Request erasure of your data through the "Manage Personal Data" tab. We will respond to your request within 28 days, subject to legal exceptions. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy policy. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:            

Last updated 

18 April 2024