Fairloop Ltd — Website Privacy Notice

Last updated: 9 September 2025

1) Who We Are (Controller)

· Fairloop Ltd (company no. 16622492), 35 Carlton Road, Erith, DA8 1DR, United Kingdom

· Tel: 01322 230 605

• Email: contact@fairloop.co.uk

· ICO registration reference: ZB982429

· For privacy matters, email contact@fairloop.co.uk.

· Fairloop Ltd trades with both businesses (B2B) and individuals (B2C).

2) Scope

This notice explains how we collect and use personal data via fairloop.co.uk and its online forms. It applies to both individual and business contacts and covers follow-up communications by email or phone arising from a website enquiry.

3) Data We Collect

· Identity & contact: name, job title, work or personal email, phone, organisation.

· Business/order details: delivery addresses, purchase information, correspondence.

· Technical data: IP address, device/browser type, pages viewed, timestamps.

· Marketing preferences: consents, opt-ins, opt-outs.

· Recruitment data (if you apply): CV, cover letter, interview notes.

· We do not sell personal data.

4) How We Collect Data

· Directly from you (website forms, email, phone).

· Automatically via cookies/analytics (see Cookie Summary below).

· From publicly available sources (e.g., company websites, directories, LinkedIn) to identify relevant business contacts.

5) Why We Use Your Data (Purposes & Legal Bases)

· Responding to enquiries, quotes, and samples — Legitimate interests or steps to contract.

· Fulfilling orders, delivery, and support — Contract (B2C/B2B); certain records kept for legal obligations (tax/accounting).

· Direct outreach to relevant roles (e.g., Facilities, Estates, Procurement) — Legitimate interests; you can opt out at any time.

· Email marketing/newsletters — Consent (opt-in only; withdraw any time). For B2C marketing we rely on consent, or the ‘soft opt-in’ where permitted for existing customers; all messages include an opt-out.

· Analytics and site improvement — Consent (non-essential cookies are set only if you agree).

· Recruitment — Steps to contract; legal obligation where applicable.

· Where we rely on legitimate interests, we balance these with your rights and expectations.

6) Sharing Your Data

We use contracted service providers acting under our instructions, for example: hosting/security, IT and email services, analytics/consent tools (if enabled), payment processors, and delivery partners. We share only what is necessary and require appropriate safeguards.

7) International Transfers

Some providers may process data outside the UK/EEA. Where they do, we use lawful transfer tools (e.g., UK adequacy regulations or standard contractual clauses) and additional safeguards where required.

8) Retention

· Enquiries and routine correspondence: up to 24 months.

· Customer/supplier and order records: six years after the financial year (HMRC rules).

· Marketing preference records: as long as needed to honour your choice.

· Recruitment: normally six months (or longer where required by law).

· Cookies: see Cookie Summary below or full details on our Cookies page.

9) Your Rights

You have the right to request access, correction, erasure, restriction, objection (including to direct marketing), data portability, and to withdraw consent at any time (e.g., analytics or marketing). To exercise your rights, email privacy@fairloop.co.uk.

10) Complaints

Please contact us first. You may also complain to the Information Commissioner’s Office (ICO): ico.org.uk • 0303 123 1113 • Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

11) Security

We use technical and organisational safeguards (TLS encryption, access controls, regular patching, least-privilege access). No system is 100% secure; controls are regularly reviewed and improved.

12) Third-party Links

Our site may link to external sites. Check their privacy notices independently.

13) Children’s Data

Our website and services are aimed at business users and adult consumers. We do not knowingly collect data relating to children.

14) Changes

We may update this notice. The latest version is always published here.

Cookie Summary (PECR and UK GDPR)

· We use essential cookies for core functionality. These do not require consent.

· Analytics cookies (optional) help measure visits and improve services. Set only if you accept in the cookie banner.

· Functionality/marketing cookies (optional, if used): set only with explicit consent.

· Manage or withdraw consent any time via the cookie settings link in the banner or via your browser.

· Cookie lifetimes: session cookies expire when you close the browser; persistent cookies last 1 day to 24 months.

· For a list of all cookies (names, purposes, durations), visit our Cookies page.