Privacy Policy

Who are we?

We are Collex Logistics Limited, a company incorporated in England with company registration number Collex Logistics Limited and whose registered office address is Collex Logistics Limited (referred to as “we”, “us” and “our” in this Privacy Policy).

This Privacy Policy applies to any information relating to an identified or identifiable individual received by us when you make a purchase with us (or related products or services) from one of our boutiques or otherwise communicate with us (“personal information”).

We are the data controller in relation to the processing of the personal information that you provide to us. Our contact details are as follows:

Address: Collex Logistics Limited

Email address:

Collex Logistics Limited (please include “Personal Data Request” in your subject heading to ensure it receives the correct attention).

How we collect your information

How you engage with us

The personal information we hold about you comes from the way you engage with us, for example, by doing any of the following:

provide us with personal information when signing up to our mailing list;
submit an order, other product or service (including as part of our warranty service);
provide us with personal information so that we can complete any necessary identity and other compliance related checks as part of a potential purchase;
engaging with our social media pages; or
contact us by any other means (for example by telephone, email or by post).

In certain circumstances, we will receive information about you from third parties. For example, we may receive information about you from credit reference agencies (or similar) as part of credit or identity checks, or share with our logistics partners.

What information do we collect?

The personal information we collect when you engage with us for, or we engage with third parties, for any of the purposes described above may include:

basic personal details such as your name, address (email and post) and telephone number;
identity verification information such as your date of birth, signature, ID card and/or passport details;
credit reference details that we obtain from conducting credit reference checks;
payment details such as your bank and/or credit/debit card details;
details of the services that you have purchased from us;
any customer events that you may have attended;
customer relationship management data;
IT communication data e.g. email or other electronic messaging addresses and communication chains; and
any other personal information that you may include in your communications with us.

Please note that if you visit the website Collex Logistics Limited any of your personal information that may be collected is not done so by us and you should refer to the data protection details stated on that website for further information.

What we use your information for and our legal basis for doing so

We will use your information for the following purposes:

to administer orders you make, or related products and services, including sharing details with our logistics partners;
to add your name to our “wishlist” for various services
to keep in contact with you about our news, events, services or other promotions that we believe may interest you, and sharing your information with our marketing services provider (on the basis of your consent where we have requested it);
to respond to any queries you submit to us (on the basis of your consent);
to keep a record of you as a customer (on the basis of our legitimate interests in maintaining a good customer relationship with you); and
to protect, investigate, and deter against fraudulent, unauthorised or illegal activity (on the basis of our legitimate interests to operate a safe, lawful and sustainable business or where we have a legal obligation to do so).

Sharing your information

Your personal information may be shared with and processed by:

our logistics partners;
our service providers and agents (including their subcontractors) or third parties which process information on our behalf (e.g. transportation agents, wholesalers (including their subsidiary and associated companies) internet service and platform providers, file shredding and logistics providers, and any organisations we engage to help us send communications to you);
credit reference and fraud prevention agencies;
our professional advisors;
any other organisation if we sell or buy (or negotiate to sell or buy) our business or any of our assets

International Transfers

It may be necessary in certain cases for us to transfer your personal information outside the UK or the European Economic Area (EEA) to locations that may not provide the same level of protection as the UK. However, we will only do so provided that appropriate safeguards and protections are in place (for example using the European Commission’s Standard Model Clauses for transfers of personal data outside the EEA), or in accordance with any other requirements under data protection legislation.

How long will we keep your information for?

If we are processing your personal data because you have utilised Collex Logistics Limited for a service from us, we will hold that personal data for the duration of our obligation to you under that contract, and then for a period reasonably required to deal with potential legal proceedings, or tax issues (10 years).

If we are processing your personal information because we have conducted identity or credit checks on you as part of a purchase, we will hold that personal data until all relevant payments have been received, and then for a period reasonably required to deal with all regulatory investigations, or other legal proceedings (10 years).

If we are processing your personal information exclusively to send you email updates or information as part of your “wishlist”, we will hold that data until you unsubscribe from those updates, and then for a period of 6 years to ensure that we do not send you any further updates.

If we are processing your personal information because you have submitted an enquiry, we will hold your data until we have responded to your query (if required), and then for a period of 2 years.

We operate a data retention policy and look to find ways to reduce the amount of information we hold about you and the length of time we need to keep it.

Security

We keep your information protected by taking appropriate technical and organisational measures to guard against unauthorised or unlawful processing, accidental loss, destruction or damage. For example:

where appropriate, data is encrypted when transiting on our system or stored on our databases;
we have implemented safeguards in relation to access and confidentiality in order to protect the information held within our systems; and
we carry out risk assessments and audits to monitor and review threats and vulnerabilities to our systems to prevent fraud.

Your rights to your personal data

Contact Collex Logistics Limited to enquire about exercising your rights

You have certain rights under existing data protection laws, including the right to (upon written request) access a copy of your personal data that we are processing. If you are based within the UK or the EEA or within another jurisdiction having similar data protection laws, in certain circumstances you will have the following rights:

right to access: the right to request certain information about, access to and copies of the personal information about you that we are holding (please note that you are entitled to request one copy of the personal information that we hold about you at no cost, but for any further copies, we reserve the right to charge a reasonable fee based on administration costs);
right to rectification: the right to have your personal information rectified if it is inaccurate or incomplete;

In certain circumstances, you also have the following rights:

right to erasure/“right to be forgotten”: the right to withdraw your consent to our processing of the data (if the processing is based on your consent) and the right to request that we delete or erase your personal information from our systems;
right to restriction of use of your information: the right to stop us from using your personal information or limit the way in which we can use it;
right to data portability: the right to request that we return any information you have provided in a structured, commonly used and machine-readable format, or that we send it directly to another company, where technically feasible.

Please note that if you withdraw your consent to the use of your personal information for purposes set out in this Privacy Policy, we may not be able to send you our updates, maintain your “wishlist” or respond to any queries you submit to us.

If you consider our use of your personal information to be unlawful, you have the right to lodge a complaint with a supervisory authority. We are based in the UK, where the relevant regulator is the Information Commissioner’s Office (please see: WWW.ICO.ORG.UK). However, you may lodge a complaint with the supervisory authority which is most appropriate to you. Details of each supervisory authority in the EU can be found here: HTTPS://EDPB.EUROPA.EU/ABOUT-EDPB/BOARD/MEMBERS_EN.

Automated decision making

We do not make decisions based solely on automated data processing, including profiling.

Changes to this Privacy Policy

We may amend this Privacy Policy from time to time for example, to keep it up to date, to implement minor technical adjustments and improvements or to comply with legal requirements. We will always update this Privacy Policy on our website, so please try to read it when you visit the website (the “last updated” reference tells you when we last updated our Privacy Policy).

Last updated: 24 September 2021

Use of cookies

We use cookies on various pages to make a visit to our website more attractive and to enable the use of certain functions. Cookies are small text files deposited on your computer. Most of the cookies we use are deleted from your hard disk after the end of a browser session (“session cookies”). Other cookies may remain on your computer and enable us to recognise your computer when you next visit our website (“permanent cookies”). Our partner companies are not permitted to use our cookies and our website to gather, process, or use personal data.

Privacy policy