Privacy Policy

This privacy notice explains what personal data we process about you, why and how we do it, where it came from, who is involved, and how it is lawful for us to do it. We may amend this policy and publish the changes here.

Some of the personal information we process is provided to us directly by you for one or more of the following reasons:

  • You have visited our website.
  • You have sent an enquiry to us.
  • You have registered your purchase for an extended guarantee.
  • You have purchased products or services from us.
  • You have subscribed to our mailing list.
  • You have applied for a job with us.

We also receive personal information indirectly, in the following scenarios:

  • You have purchased our products or services through a registered stockist.
  • An employee of ours gives your contact details as an emergency contact or a referee.

If it is not disproportionate or prejudicial, we will contact you to let you know we are processing your personal information.

To unsubscribe from our mailing list

To unsubscribe from our mailing list please Update Your Contact Preferences.

Contact us

To contact us about the data we hold please one of the following options:

Online: Enquiries Page

Postal address: BDP Imports Ltd, Hangar 9 East, Aston Down Business Park, Stroud, Gloucestershire, England GL6 8GA

Data controller

BDP Imports Ltd is the controller for the personal information we process, unless otherwise stated. Our registered details are: BDP Imports Ltd, company number 04031966, Midway House Herrick Way, Staverton Technology Park, Staverton, Cheltenham, Gloucestershire, England, GL51 6TQ

Processing information

Payment and banking information

We use third-party providers to process payment; iZettle and Worldpay. Both providers maintain the strictest security standards designed to encrypt and protect your information when transferred online and by satellite. Payment and banking information will be retained for up to seven years, as required by UK law.

The legal basis for processing this data is based on contractual obligation as per article 6, paragraph 1 B of the General Data Protection Regulation.

Online shopping

We use a third-party provider, Qualiteam Software (x-cart), to supply and support our online shopping service.

If you use this service, we will collect; your name, email address, delivery address, billing address and other relevant information. Please also take note of the previous section ‘Payment and Banking’. This information will be retained for up to seven years, as required by UK law.

The legal basis for processing this data is based on contractual obligation as per article 6, paragraph 1 B of the General Data Protection Regulation.

Online forms

We use a third-party provider, OG Media, to supply and support our website forms. If you use the forms on our website we will collect your name, email address, the contents of the form and any files you submit. We generally keep this information for up to two years. If we require sensitive personal data, then we will ensure that the collection and use is in strict accordance with the UK Data Protection Act 1998 and EC Directive on Data Protection 95/46/EC principles of data protection and data privacy.

The legal basis for processing this data is based on consent as per article 6, paragraph 1 A of the General Data Protection Regulation.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used as they make websites work, or work more efficiently, as well as to provide statistics to the site owner.

Most web browsers allow some control of most cookies through the browser settings, to find more information on this visit the browser developer’s website. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.

We use Security cookies to authenticate users, prevent fraudulent use of login credentials, and protect user data from unauthorised parties. Process and Session cookies help make the website work, like navigating around web pages or accessing secure areas of the website. Without these cookies, the website cannot function properly, and they therefore are required.

We use Session and Information cookies allow the site to remember how you have answered a question to change the content displayed to you. They are used by our web application in order to maintain the information relating to your transaction from page to page following any input, such as when a form is completed over several screens.

Membership cookies used to provide you with access to membership services you have subscribed to. They are ‘persistent’ meaning they are not deleted when the browser is closed and expire after a period of 2 months.

The legal basis for processing this data is based on legitimate interests as per article 6, paragraph 1 F of the General Data Protection Regulation.

Website Analytics

When you visit any of our websites, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the website. This information is only processed in a way that does not identify anyone.

Links to other websites

Our websites contain links to websites owned by other companies and organisations. This privacy notice does not cover how those other websites process your information, and we therefore urge you to review their privacy policies.

Trade contracts

Our main business function is distributing garden furniture and accessories to registered stockists. We hold and process names and contact details of individuals acting in their capacity as representatives of their organisations. The legal basis for processing this data is established in contractual obligation as per article 6, paragraph 1 B of the General Data Protection Regulation.

We provide a delivery service on behalf of selected stockists and in that capacity, we receive and process consumer information across the business, including names, contact details and delivery information. In these instances, we are identified as the data processer and the legal basis for processing this data is established in contractual obligation as per article 6, paragraph 1 B of the General Data Protection Regulation.

Other contracts

In instances where interactions relate to suppliers, contracts, buildings management, IT services etc., the legal basis for processing this data is based on legitimate interests as per article 6, paragraph 1 F of the General Data Protection Regulation.

Mailing list subscriptions

To unsubscribe

To unsubscribe from our mailing list please Update Your Contact Preferences. When your contact preferences are updated to unsubscribe from our mailing list, all personal information is automatically deleted.

Subscription

When you sign up to our mailing list, our purpose for collecting your information is so we can provide you with a service by letting you know about upcoming events, new products and clearance sales.

Once you have subscribed, we only use your details to provide this subscription service. We will hold and use your details until you amend your contact preferences to unsubscribe, in which case your information is automatically deleted from our mailing system. We will continue to hold statistical information about the emails we send, but this does not contain any personal or identification data.

We rely on your consent to process the personal data you provide to us for marketing purposes. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If you do that, we’ll update our records immediately to reflect your wishes.

What we need. 

Your permission. We require all members of our mailing list to ‘opt-in’ or in other words subscribe. We will never add you to our mailing list without your permission.

Your email address. We use your email address to send you our emails

Your name. We use your name to personalise emails

Your mobile number. We use your mobile number to send you our text messages

Your county. We use your location to ensure we send information on sales and events in your area

We use Mail Chimp as a data processer to deliver our marketing email content and we gather statistics around email opening and clicks using industry standard technologies, including clear gifs, to help us monitor and improve our communications. For more information on how Mail Chimp handle your data, please see Mail Chimp’s privacy notice.

The legal basis we rely on for processing this personal data is your consent under article 6, paragraph 1 A of the General Data Protection Regulation.

When you contact us

We will not share your information with any third parties for the purposes of direct marketing unless you have specifically asked us to do so.

Phone calls

When you call our main phone number (01285 760974), we collect Calling Line Identification (CLI) information. This is the phone number you are calling from (if it’s not withheld). We hold a log of the phone number, date, time and duration of the call, but do not audio-record the call itself. We hold this information for 180 days.

We use this information to understand the demand for our services and to improve how we operate. We may also use the number to call you back if you have asked us to do so; if your call drops, or if there is a problem with the line. We don’t audio record any calls, but we might make notes.

The legal basis for processing this data is established in consent as per article 6, paragraph 1 A of the General Data Protection Regulation.

We also hold statistical information about the calls we receive for a number of years, but this does not contain any personal or identification data.

Social media

We use a third-party provider, Google Analytics, to manage our social-media interactions. If you send us a private or direct message via social media, it will be stored by Google Analytics, for two years. It will not be shared directly with any other organisations.

We see this information and decide how we manage it on a case by case basis. For example, if you send a message via social media that needs a response from us, we may process it in our internal system as an enquiry or a complaint.

The legal basis for processing this data is based on legitimate interest as per article 6, paragraph 1 F of the General Data Protection Regulation.

We also retain statistical information on our social media interaction to help us monitor and improve our communications, but this does not contain any personal or identification data.

Emailing

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government guidance on email security. Most webmail such as Gmail and Hotmail use TLS by default.

We also monitor any emails sent to us, including file attachments, for viruses or malicious software. You must ensure that any email you send to us is within the bounds of the law.

When you email us, you have given consent for us to use the information you have supplied only for the purpose you have supplied it for. Due to the ambiguous nature of email content and to ensure we comply with UK legislation, we retain these communications after they have been processed.

For example, if you email our customer services with a request for us to change a delivery address, you are giving consent for us to:

  • Email you back regarding your order and its delivery.
  • Use your address to deliver your order.

The legal basis for processing this data is based on consent as per article 6, paragraph 1 A of the General Data Protection Regulation.

Sharing your information

We will not share your information with any third parties for the purposes of direct marketing unless you have specifically asked us to do so.

We do use data processors (third parties) who provide elements of services for us and we have contracts in place with all of them, which means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period of time we instruct.

In some circumstances we are legally obliged to share information, for example under a court order or as part of an information request. In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and we will document our decision making.

Visitors to our premises

We meet visitors at our premises, including:

  • external training providers;
  • job applicants;
  • suppliers; and
  • tradespeople

We ask all visitors to sign in and out at reception, this information is retained for up to 90 days.

Closed-circuit television (CCTV) operates outside the buildings for security purposes. The information is viewed by us on a live feed and we hold this information for 10 days.

The purpose for processing this information is for security and safety reasons. The legal basis we rely on to process your personal data is article 6, paragraph 1 F of the General Data Protection Regulation, which allows us to process personal data when it’s necessary for the purposes of our legitimate interests.

We have Wi-Fi on site for the use of visitors and we can provide you with the address and password on request. We record the device address and will automatically allocate you an IP address whilst on site. We also log traffic information in the form of sites visited, duration and date sent/received.

We don’t ask you to agree to terms, just to the fact that we have no responsibility or control over your use of the internet while you are on site, and we don’t ask you to provide any of your information to get this service.

The purpose for processing this information is to provide you with access to the internet whilst visiting our site. The legal basis we rely on to process your personal data is article 6, paragraph 1 F of the General Data Protection Regulation, which allows us to process personal data when it’s necessary for the purposes of our legitimate interests.

Job applicants

We will use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary.

We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it may affect your application if you don’t.

We will not share any of the information you provide with any third parties for marketing purposes.

The legal basis we rely on for processing your personal data is article 6, paragraph 1 B of the General Data Protection Regulation, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9 paragraph 2 B of the General Data Protection Regulation, which also relates to our obligations in employment and the safeguarding of your fundamental rights and article 9 paragraph 2 H for assessing your work capacity as an employee. Also, Schedule 1 (part 1, part 2 A and part 2 B) of the Data Protection Act 2018 which relates to processing for employment; the assessment of your working capacity and preventative or occupational medicine.

Application stage

We use several third-party websites to advertise available job opportunities and we receive information from several recruitment companies. Please review their privacy policy to see how they manager your data.

If you use one of these third-party services, we will receive your name, email address, the contents of your form and any files you submit. We generally keep this information for two years.

The legal basis for processing this data is based on consent as per article 6, paragraph 1 A of the General Data Protection Regulation.

Shortlisting

Our hiring managers shortlist applications for interview based on the information you provide. You may also be asked to provide equal opportunities information. This is not mandatory. Any information you provide will be used to produce and monitor equal opportunities statistics only and if you don’t provide it, it won’t affect your application. Equal opportunities information wont available to any staff outside our recruitment team in a way that can identify you.

The legal basis for processing this data is based on legitimate interests as per article 6, paragraph 1 F of the General Data Protection Regulation.

Assessments

We may ask you to participate in assessment tests or occupational personality profile questionnaires; attend an interview; or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by us.

The legal basis for processing this data is based on legitimate interests as per article 6, paragraph 1 F of the General Data Protection Regulation.

We’ll also ask you about previous experience, education, referees and for answers to questions relevant to the role. Our recruitment team will have access to all this information.

If you are unsuccessful after assessment for the role, we may ask if you would like your details retained in our talent pool. If you say yes, we would proactively contact you should any further suitable vacancies arise. The legal basis for processing this data is based on consent as per article 6, paragraph 1 A of the General Data Protection Regulation.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies, however there are some exemptions, which means you may not always receive all the information we process. You can read more about this right on the Information Commissioner’s Office website

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this right on the Information Commissioner’s Office website

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances. You can read more about this right on the Information Commissioner’s Office website

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right on the Information Commissioner’s Office website

Your right to object to processing

You have the right to object to the processing of your information in certain circumstances. You can read more about this right on the Information Commissioner’s Office website

Your right to data portability

This only applies to information you have given us directly. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under contract and the processing is automated. You can read more about this right on the Information Commissioner’s Office website

Contact us using the details below if you wish to exercise any of these rights and please be aware we may request additional information by return email or letter. You are not required to pay a charge for exercising your rights. We have one month to respond to you.

Information requests

To contact us about the data we hold please one of the following options:

Online: Enquiries Page

Postal address: BDP Imports Ltd, Hangar 9 East, Aston Down Business Park, Stroud, Gloucestershire, England GL6 8GA

When we receive a request from you, we’ll set up an electronic case file containing the details of your request. This normally includes your contact details and any other information you have given us. We’ll also store on this case file a copy of the information that falls within the scope of your request.

If you are making a request about your personal data or are acting on behalf of someone making such a request, then we’ll ask for information to satisfy us of your identity. If it’s relevant, we’ll also ask for information to show you have authority to act on someone else’s behalf.

We’ll use the information supplied to us to process your information request and check on the level of service we provide.

If the request is about information we have received from another organisation – regarding a complaint, for example – we’ll routinely consult the organisation(s) concerned to seek their view on disclosure of the material.

In this instance our purpose for processing your personal data is so we can fulfil your information request to us. The legal basis for this is article 6, paragraph 1 C of the General Data Protection Regulation, which relates to processing necessary to comply with a legal obligation to which we are subject.

We will retain the information supplied by yourself as part of this information request for up to 2 years.