Privacy Policy

This policy explains how Import Supplies Ltd(“we”, “us”, “our”) collects, uses and protects personal data in connection with our website and our business relationships with trade customers and suppliers.

We are the data controller for the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018). Our registered office is at 128 City Road, London EC1V 2NX, and our company number is 17104227.

1. The data we collect

We collect data only where there is a clear, lawful purpose:

• Trade enquiries & account applications: name, business name and number, role, work email, phone number, trading address, category interests and any notes you provide.
• Trading data: order history, invoices, communications, payment references.
• Website logs: IP address, user-agent string, pages viewed, anonymised analytics where used. We do not run advertising trackers or third-party social pixels on this site.

2. How we use it

• To verify trade-account applications and open accounts.
• To process orders, invoices and payments.
• To send stock lists and trading information to approved trade customers.
• To meet our legal obligations (e.g. retaining records for HMRC).
• To investigate suspected fraud or misuse of our services.

3. Lawful basis

• Contract: processing necessary to take steps at your request before entering into a contract, or to perform a contract with you (e.g. supplying goods you order).
• Legitimate interests: running and growing our business, securing our site, replying to enquiries, and preventing fraud — provided your interests do not override.
• Legal obligation: retaining accounting records, food traceability and similar.
• Consent: for any marketing communication where consent applies. You can withdraw consent at any time.

4. Sharing your data

We share data only where we need to:

• With pallet networks and carriers to deliver your orders (name, business name, delivery address, phone).
• With our accountants, auditors and HMRC as required by law.
• With our email and hosting providers, who process data under our instructions.

We do not sell personal data to third parties.

5. International transfers

Where our service providers process data outside the UK, we ensure equivalent legal protections are in place (UK adequacy decisions or Standard Contractual Clauses where applicable).

6. Retention

• Enquiry data: up to 24 months from last contact, then deleted.
• Trade account & trading data: retained for the duration of the trading relationship and a further 6 years to meet UK accounting and tax record-keeping requirements.
• Website logs: 90 days unless retained longer for security investigation.

7. Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you.
• Have inaccurate data corrected.
• Have data erased where the lawful basis no longer applies.
• Restrict processing in certain circumstances.
• Object to processing carried out on the basis of legitimate interests or for direct marketing.
• Receive a copy of your data in a portable format.
• Withdraw consent where processing relies on consent.

To exercise any of these rights, email sarah@importsupplies.co.ukwith “Data subject request” in the subject line. We will respond within one month.

8. Complaints

If you are unhappy with how we handle your data, please contact us first so we can put it right. If you remain unhappy, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

9. Cookies

See our cookie policy for details of any cookies set by this site.

10. Contact

Privacy queries: sarah@importsupplies.co.uk · 0330 053 1714.