ExaClair Limited is committed to ensuring the privacy and security of your personal data.  The following Privacy Policy sets out the personal data that we collect about you as a customer or supplier of our products, including how and why we process your personal data and your rights and choices when it comes to your personal data.  In this Privacy Policy, when we refer to “personal data”, we mean information which could directly identify you (for example, your name and address) and information which could indirectly identify you, meaning that it could identify you when combined with other information which we hold about you (for example, your email address). “Process” or “processing” means just about any conceivable use of personal data, including recording, storing, viewing or disclosing personal data.

ExaClair Limited (company number 118112) is the data controller of your personal data (referred to in this policy as “ExaClair Limited” or “we”).  If you have any questions about your personal data which are not answered by this policy please contact our Data Protection Manager:

Samantha Bell – Data Protection Manager

ExaClair Limited, Oldmedow Road, Kings Lynn, Norfolk, PE30 4LW. samanthab@exaclair.co.uk

How we collect your personal data

Information provided by you

We collect your personal data to give you the best possible experience as a consumer of our products or if you are a supplier of ours. In general, we collect information from you when you interact with us to request a quote or availability check, open up an account, when you place an order, visit our website or Webshop, enter a competition, complete a survey or contact us with an enquiry or a complaint. This covers all channels of communication with us, including over the telephone, email, fax, online, social media and in person.

We’ll collect the following information (where applicable) from you when you open an account with us or become one of our suppliers:

  • Your name and business name*
  • Contact address*
  • Email address*
  • Telephone number*
  • VAT number if applicable
  • Company Registration details
  • Bank account or payment details

*In most cases we will have multiple contacts per customer/supplier

If you visit us at a trade show and fill out an enquiry form, we will collect the following:

  • Your contact details
  • Any information that you disclose to us in your responses

If you enter one of our surveys, competitions, send us an enquiry/complaint or fill out one of our online contact forms, we will collect the following:

  • Your contact details
  • Any information that you disclose to us in your responses

If you visit our website www.exaclairlimited.com or ‘ExaClair Shop’ e-commerce system www.exaclairshop.eu

  • Some pages on our website/webshop use cookies, which are small files placed on your internet browser when you visit our website/webshop. We use cookies in order to tell us how you’re using our sites, which in turn allows us to continually improve how the sites work, looks and delivers information to users. We also use cookies to offer our website/webshop users a more tailored experience in the future, by understanding and remembering your particular browsing preferences.
  • Where we use cookies on our website/webshop, you may block these at any time. To do so you can activate the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies), you may not be able to access all or parts of our website/webshop or to use all the functionality through our website/webshop.
  • For more information on the cookies we use, the purposes for which we use them, the details we collect and how you can manage your preferences, please see our Cookie Policy at https://exaclairlimited.com/legal/cookie-policy/

Information collected from other sources

We obtain analytical data from our software and digital marketing companies, we only access data for which the user has previously given explicit permission for associated third party partners to access. This data could include:

  • Your contact details, including social media handles and email addresses
  • Any information that you disclose to the third party in your responses

How we use your personal data

We’ll use your personal data for the purposes outlined below:

  • Where requested by you, to provide you with a quotation for any of our products.
  • To deliver our products to you according to our contractual agreement.
  • To manage the forecasting of products sales.
  • To contact you with important information about your account including the sending of order acknowledgments, invoices/statements, price increase details and catalogues/price lists.
  • To manage payment details and in the case of suppliers make payments.

Where we have a legitimate business interest:

  • To respond to customer enquiries and complaints.
  • To manage payment schedules, credit levels and debt collection.
  • To understand customer behaviour and purchasing patterns, so that we can provide you with products.
  • For management information reporting purposes, to help continually improve our offering to our customers.
  • Subject to your marketing preferences, to provide you with information about products we think you would benefit from or that you currently purchase, by post or electronic means.

Contacting you:

By opening an account with us you are agreeing to us having the right to contact you with invoices/statements, price increase information and catalogues/price lists. We will occasionally send out marketing/promotional information based on your previous product purchases.  If you would like to opt out of receiving marketing information from us please contact enquiries@exaclair.co.uk

How long do we keep your information for:

We’ll only store your personal data for as long as necessary to fulfil the purposes outlined in this Privacy Policy or for as long as we reasonably consider necessary.