1. Who we are

Adgiftdiscounts Limited is the controller of the personal data described in this notice. We are registered in England and Wales under company number 05173778. Our registered office is Adgift House, 11 Stone Lane, New Whittington, Chesterfield, Derbyshire, S43 2DG.

For privacy questions or to exercise a data protection right, contact sales@adgiftdiscounts.com, telephone 01246 269923, or write to the registered office.

2. Scope of this notice

This notice explains how we use personal data relating to website visitors, enquirers, prospective customers, customers, customer contacts, suppliers and other business contacts. Separate workforce notices may apply to employees and applicants.

3. Personal data we collect

Depending on the relationship, we may collect:

• identity and contact details, including name, role, company, address, email and telephone number;
• quote, order, product, artwork, delivery, complaint and customer-service information;
• account, invoice, purchase-order, payment-status and transaction information;
• marketing choices and records of communications;
• website, device, security and cookie information;
• supplier contacts, products, codes, pricing and fulfilment information; and
• identifiers and sync status used to link records between our website, CRM, accounting and document systems.

Please do not send special category data or criminal-offence data unless we have specifically requested it and explained why it is needed.

4. How we obtain personal data

We obtain information directly from you when you request a quote, place an order, approve artwork or an order acknowledgement, contact us, join a mailing list or use our website.

We may also receive business contact and order information from your employer or colleague, our account executives, referrals, suppliers, delivery partners, publicly available business sources, Jetpack CRM, WooCommerce, QuickBooks Online and other systems used to manage the relationship.

5. Why we use personal data and our lawful bases

Where we rely on legitimate interests, we consider the need for the processing, its impact and the reasonable expectations of the people concerned.

6. QuickBooks Online and accounting sync

Our internal QuickBooks Sync application may transfer or match customer company details, customer contacts, supplier records, products or services, quote and order information, invoice information, purchase orders and system identifiers between our WordPress Quote Builder and our QuickBooks Online company.

The application is intended for authorised Adgiftdiscounts personnel. Mapping and sync status are used to avoid duplicate or incomplete accounting records and to investigate failures. Intuit processes data as a service provider under its own contractual and privacy terms.

7. Who we share data with

Where necessary, we may share relevant information with:

• product suppliers, printers, decorators, fulfilment partners and couriers;
• payment, credit-control, banking and accounting providers;
• WordPress, WooCommerce, Jetpack CRM and website-hosting or security providers;
• Intuit QuickBooks Online and providers supporting document or workflow automation;
• professional advisers, insurers, auditors and IT support providers;
• regulators, law enforcement, courts or other parties where required by law; and
• a buyer, seller or adviser in connection with a genuine business reorganisation.

We do not sell personal data. A supplier or delivery partner should receive only the information reasonably needed to fulfil the relevant order.

8. International transfers

Some technology providers or their support teams may process data outside the UK. Where UK data protection law requires a transfer safeguard, we use an applicable adequacy regulation, approved contractual terms such as the UK International Data Transfer Agreement or UK Addendum, or another lawful safeguard. Contact us if you would like information about safeguards relevant to your data.

9. Retention

We keep personal data only for as long as reasonably needed for the purpose for which it was collected, including customer service, warranty, tax, accounting, fraud prevention, dispute and legal-claim requirements.

Retention is determined by the type of record, the status and length of the relationship, statutory record-keeping periods, contractual commitments and relevant limitation periods. Marketing suppression records may be retained so that we can respect an opt-out. Operational retention periods must be confirmed in the company's written retention schedule before this notice is approved.

10. Security

We use organisational and technical measures designed to protect personal data. Access to CRM, quote and accounting functions is limited by role and business need. No internet service is completely secure, and you should contact us promptly if you believe an account or communication has been compromised.

11. Marketing choices

Marketing emails include a way to unsubscribe. You can also contact us at any time to object to direct marketing or change your preferences. Opting out of marketing does not stop essential messages about a quote, order, invoice, delivery or service request.

12. Cookies

Our website uses essential cookies and may use analytics, preference, advertising or chat technologies. Non-essential cookies should be used only in line with the choices offered by the site's consent tool. A cookie inventory and separate Cookie Policy must be completed and linked before this notice is approved.

13. Your rights

Subject to the conditions in data protection law, you may have rights to:

• be informed about the use of your data;
• obtain access to it;
• correct inaccurate or incomplete data;
• request deletion;
• restrict processing;
• receive certain data in a portable format;
• object to processing based on legitimate interests; and
• withdraw consent at any time where consent is the basis used.

You have an absolute right to object to the use of your personal data for direct marketing.

Some rights do not apply in every situation. We may need to verify identity before acting on a request.

14. Automated decisions

Our current quote-routing and accounting-sync tools automate administrative steps but are not intended to make decisions based solely on automated processing that produce legal or similarly significant effects on an individual. If this changes, we will update this notice and provide the information required by law.

15. Complaints

Please contact us first so that we can investigate. You also have the right to complain to the Information Commissioner's Office. Current contact details and complaint options are available at ico.org.uk/make-a-complaint.

16. Changes to this notice

We will review this notice when our services, systems or legal obligations change. The latest version will be published on this page with its effective date.