Privacy Policy

2. How We Use Your Information

We process your personal data for the following purposes:

Service Delivery:

• Processing and fulfilling orders
• Managing deliveries and logistics
• Providing customer service and support
• Handling returns and refunds

Business Operations:

• Account management and administration
• Invoicing and payment processing
• Credit control and debt recovery
• Quality control and complaint handling

Communication:

• Order confirmations and updates
• Responding to enquiries and requests
• Product recalls or safety notifications
• Marketing communications (with consent)

Legal & Compliance:

• Meeting legal and regulatory obligations
• Maintaining business records
• Fraud prevention and security
• Resolving disputes and legal matters

3. Legal Basis for Processing

We process your data under the following legal grounds:

• Contract Performance: To fulfil our contractual obligations to supply goods and services
• Legitimate Interests: For business administration, fraud prevention, and improving our services
• Legal Obligation: To comply with accounting, tax, and other legal requirements
• Consent: For marketing communications and non-essential cookies (where applicable)

4. Data Sharing & Third Parties

We may share your information with:

Service Providers:

• Delivery and logistics partners
• Payment processors and banking institutions
• IT and system administrators
• Cloud storage providers

Professional Advisers:

• Legal advisors and solicitors
• Accountants and auditors
• Business consultants

Regulatory Authorities:

• HMRC and tax authorities
• Food Standards Agency (where applicable)
• Trading Standards and other regulators
• Law enforcement (when legally required)

All third parties are required to maintain appropriate security measures and process data only as instructed by us.

5. Data Security

We implement robust security measures to protect your data:

• Encrypted data transmission (SSL/TLS)
• Secure server infrastructure and firewalls
• Access controls and authentication
• Regular security audits and updates
• Staff training on data protection
• Business continuity and disaster recovery plans

While we take all reasonable steps to protect your data, no internet transmission is completely secure. Please contact us immediately if you suspect any security breach.

6. Data Retention

We retain your data for as long as necessary to:

• Maintain your account and provide services
• Comply with legal obligations (e.g., 6 years for accounting records)
• Resolve disputes and enforce agreements
• Maintain business records for operational purposes

After the retention period expires, we will securely delete or anonymise your data unless we are legally required to retain it longer.

7. Your Rights

Under UK GDPR, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data (subject to legal requirements)
• Right to Restriction: Limit how we use your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for marketing or other optional processing

To exercise these rights, please contact our Data Protection Officer (see contact details below).

8. Cookies & Website Tracking

Our website uses cookies to:

• Enable essential website functionality
• Remember your preferences and login details
• Analyse website traffic and performance
• Improve user experience

You can control cookies through your browser settings. However, disabling cookies may affect website functionality.

9. Marketing Communications

We may send you marketing communications about:

• New products and special offers
• Industry news and updates
• Business opportunities

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in emails
• Contacting us directly
• Updating your account preferences

Opting out of marketing does not affect essential service communications.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on our website
• Sending email notifications to registered customers
• Updating the "Last Updated" date at the top of this policy

Please review this policy regularly to stay informed about how we protect your data.

11. Contact Us

Data Controller: EDJS Distribution

Data Protection Officer:
Email: privacy@edjsdistribution.co.uk
Phone: Available during business hours
Post: EDJS Distribution, Data Protection Officer, [Your Business Address]

Complaints: If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO Website: www.ico.org.uk
ICO Helpline: 0303 123 1113