About Us

1. Croft Associates Limited (“we”, “our” or “us”) respect your privacy and are committed to protecting your personal data. Please read this privacy policy carefully as it contains important information about who we are, and how and why we collect, store, use and share any information relating to you (your “personal data”).

2. We are registered in England and Wales under company number 01698337and our registered office is located at F4 Culham Science Centre, Abingdon, Oxfordshire, United Kingdom, OX14 3DB.

3. When we collect and use your personal data, we are subject to the UK General Data Protection Regulation (“UK GDPR”) and regulated by the Information Commissioner’s Office (“ICO”).

4. If you have any questions about this privacy policy, the use of your personal data or you want to exercise your privacy rights, please contact us at info@croftltd.com or via +44 (0)1865 407 740.

What personal data we collect

5. The personal data we collect about you depends on the particular products or services we provide to you.

6. We may collect and use the following personal data about you if you are dealing with us on behalf of your employer or organisation: i your name and contact information, including email address, job title, telephone number and company details

If you are dealing with us in a personal capacity, we may also collect:

i your name and contact information, including email address and telephone number

ii your billing information, billing address, transaction, and payment card information

iii your purchase and order history

iv information about how you use our website, IT, communication and other systems

v information about how you use our products and services

How we collect your personal data

7. We collect most of your personal data directly from you by corresponding with you in person, by telephone, text, email or other electronic communications. We also collect personal data via our website through our enquiry form.

8. We will automatically collect certain types of technical data when you interact with our website. This is done by using cookies and other similar technologies. Please see our cookie policy for more information.

9. We may also receive information about you from various third-party sources such as analytics providers like Google.

How and why we use your personal data

10. Under the UK GDPR, we can only use your personal data if we have a lawful basis to do so.

11. We will most commonly rely on the following lawful bases to process your personal data:

i performance of a contract – this is where we process your personal data because it is necessary for the performance of a contract we have entered into with you or are in the process of entering into

ii legitimate Interest – this is where we process your personal data because it is necessary for our legitimate interests as it enables us to provide you with the best services and products

iii legal obligation – this is where we process your personal data because it is necessary to comply with a legal obligation we are subject to

12. The following table sets out what we use your personal data for and why:

What we use your personal data for	Our reasons
Providing products and services to you	Performance of a contract with you For our legitimate interests (to provide products and services)
Responding to an enquiry made by you	Performance of a contract with you For our legitimate interests (to provide products and services)
Registering you as a new customer including any checks required by law	Performance of a contract with you For our legitimate interests (to provide products and services) Compliance with a legal obligation

Operational reasons, such as improving efficiency, training and quality control	For our legitimate interests (so we can provide the best service to you)
To process and deliver your order/services including: (a) manage payments, fees, and charges (b) collect and recover money owed to us	Performance of a contract with you For our legitimate interests (to provide products and services) For our legitimate interests (to recover debts due to us)
To enforce legal rights or defend or undertake legal proceedings	Compliance with a legal obligation For our legitimate interests (to protect our business, interests, and rights)
To make suggestions and recommendations to you about goods or services that may be of interest to you	For our legitimate interests (to develop our products and services and grow our business)
Satisfying any legal, regulatory, tax, accounting or reporting requirements	Compliance with a legal obligation

13. We may occasionally contact you to send you updates about our products and services. If you would like to opt-out of receiving marketing communications of any kind, please contact us via the contact details set out at point 4.

Who we share your personal data with

14. For the purposes set out in the section above, we may share your personal data with external third parties such as:

i IT and system administration services

ii professional advisors including lawyers, auditors, accountants and insurers

iii delivery providers

iv payment service providers

v our banks

vi HM Revenue & Customs, regulators and other authorities based in the UK

vii parties to whom we may choose to sell, transfer or merge parts of our business or our assets

15. We will only share your personal data with third parties where required to do so and we only allow these organisations to handle your personal data if we are satisfied that they take appropriate measures to protect your personal data.

How we store your personal data and how long for

16. Your personal data is stored securely, and we will only retain your personal data for as long as reasonably necessary to fulfil the purpose it was collected for as set out within this privacy policy.

17. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

18. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

Your rights in relation to your personal data

19. You generally have the following rights in relation to your personal data that can usually be exercised free of charge: i access – you have the right to ask us for copies of your personal data

ii rectification – you have the right to ask us to rectify personal data you think is inaccurate and to complete information you think is incomplete

iii erasure – you have the right to ask us to erase your personal data in certain circumstances

iv restriction of processing – you have the right to ask us to restrict the processing of your personal data in certain circumstances

v object to processing – you have the right to object to the processing of your personal data in certain circumstances

vi data portability – you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

20. To exercise any of these rights, please contact us via the contact details set out at point 4.

Complaints

21. If you have any concerns about our use of your personal data, you can make a complaint to us at the contact details set out at point 4.

22. You can also complain to the ICO if you are unhappy with how we have used your data at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113