Privacy Policy

1. Who We Are

VacPumpSpares is a trading name operating from Sutton Coldfield, West Midlands, United Kingdom. We are a specialist distributor of industrial vacuum pump spare parts. For the purposes of data protection legislation, we are the data controller of the personal data you provide to us.

2. Information We Collect

We may collect and process the following personal data:

Information you provide directly: Name, email address, telephone number, company name, postal address, and any details you include in quote requests or enquiry forms.

Technical data: IP address, browser type, operating system, referring URLs, pages visited, and timestamps. This data is collected automatically when you visit our website.

Transaction data: Details of quote requests, orders, and correspondence relating to parts enquiries.

3. How We Use Your Information

We use your personal data for the following purposes:

To process and respond to quote requests and enquiries. To fulfil orders and deliver spare parts. To communicate with you about your orders, quotes, or technical queries. To improve our website and services. To comply with legal and regulatory obligations. To send you information about products and services where you have consented or where we have a legitimate interest.

4. Legal Basis for Processing

We process your personal data on the following legal bases: performance of a contract (processing quote requests and orders), legitimate interests (improving our services, marketing to existing customers), consent (where you opt in to marketing communications), and legal obligation (where required by law).

5. Data Sharing

We do not sell your personal data to third parties. We may share your data with courier and delivery services to fulfil orders, payment processors to handle transactions, IT service providers who support our website and systems, and professional advisors (accountants, legal counsel) as necessary. All third-party processors are required to handle your data in accordance with UK GDPR.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Quote request data is retained for 3 years. Transaction records are retained for 7 years (as required for tax and accounting purposes). Marketing consent records are retained until you withdraw consent. Website analytics data is retained for 26 months.

7. Your Rights

Under UK GDPR, you have the right to access your personal data, rectify inaccurate data, request erasure of your data, restrict processing, data portability, object to processing, and withdraw consent at any time. To exercise any of these rights, please contact us at info@vacpumpspares.co.uk.

8. Cookies

Our website uses essential cookies required for the website to function correctly and analytical cookies to understand how visitors use our site. You can control cookie preferences through your browser settings.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encrypted data transmission (SSL/TLS), secure server infrastructure, and restricted access controls.

10. Contact Us

If you have any questions about this privacy policy or wish to exercise your data protection rights, please contact us at info@vacpumpspares.co.uk or call 0121 544 4385.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data protection rights have been violated.