Privacy Policy
Evolution Fires understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Data Controller
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, your data controller is:
APC ASSETS LIMITED T/A Evolution Fires
A limited company registered in England under Company Number: 12838524
Registered Address: Firefly Square, Plantation Road, Burscough, L40 8JT
VAT Registration Number: 356247878
For any enquiries regarding how we handle your personal data, please contact us at:
Email: sales@evolutionfires.com
Phone: 01704 331070
2. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
● The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
● The right to access the personal data we hold about you. Part 10 will tell you how to do this.
● The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
● The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
● The right to restrict (i.e. prevent) the processing of your personal data.
● The right to object to us using your personal data for a particular purpose or purposes.
● The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.
● Rights relating to automated decision-making and profiling. We do not use your personal data in this way
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided herein.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
5. What Personal Data Do We Collect?
We may collect, store, and process some or all of the following categories of personal data, depending on the nature of your relationship with us:
● Full Name (First and Last Name)
● Username
● VAT Number
● Business Name (including trading names) and Years Trading
● Business Type
● Company Registration Number
● Website URL
● Registered or Business Address
● Email Address
● Telephone Number
● Payment Information
To process payments securely, we use third-party payment service providers. These providers collect and process certain personal data in accordance with their own privacy policies:
● Stripe – We use Stripe for payment processing, analytics, and other business services. Stripe collects information about devices that connect to its services for security and fraud prevention. For further details, you can review Stripe’s Privacy Policy at https://stripe.com/privacy.
● PayPal – We facilitate payments via PayPal. You can learn more about how PayPal processes your personal data by reviewing PayPal’s Privacy Policy at https://www.paypal.com/us/legalhub/paypal/privacy-full.
● Payl8r – We offer payment options via Payl8r. More information on how Payl8r handles your data can be found in Payl8r’s Privacy Policy at https://www.payl8r.com/privacy-policy/.
These third-party payment processors are responsible for their own data protection compliance. We do not store or process your payment details directly.
6. Legal Basis for Processing
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The legal bases for processing your personal data include:
● Contractual necessity – To process orders, provide products and services, manage payments, and fulfil our contractual obligations.
● Legal compliance – To meet legal obligations, such as tax, accounting, consumer protection, and fraud prevention.
● Legitimate interests – To improve our services, maintain security, prevent fraud, and manage business operations, provided your rights are not overridden.
● Consent – For marketing communications, use of cookies, and certain processing activities where required by law. You may withdraw your consent at any time.
● Legal claims – To establish, exercise, or defend legal claims where necessary.
7. How Do You Use My Personal Data?
We use your personal data in the following ways:
● To process and fulfil orders, including payment processing, invoicing, and delivery.
● To manage your account, purchases, and customer preferences.
● To provide customer support, respond to enquiries, and handle complaints.
● To process returns, refunds, and warranty claims.
● To comply with legal and regulatory obligations, including tax, accounting, and fraud prevention.
● To prevent, detect, and investigate fraud, security breaches, and unauthorised transactions.
● To communicate with you about your orders, appointments, or account-related matters.
● To send service-related communications, including updates to our terms, policies, or service offerings.
● To personalise and improve our website, products, and services based on usage patterns and feedback.
● To conduct internal business operations, record-keeping, and analytics.
● To manage relationships with business customers, trade partners, and suppliers.
● To provide marketing, promotional offers, newsletters, and surveys (where permitted by law or with your consent).
● To conduct customer satisfaction surveys and gather feedback to improve our services.
● To facilitate secure online transactions and verify customer identity where necessary.
● To comply with law enforcement requests, court orders, or other legal processes.
● To protect our business, enforce our terms and conditions, and defend against legal claims.
● To ensure website security, prevent cyber threats, and maintain data integrity.
● To monitor and improve website functionality, including the use of cookies and tracking technologies.
● To notify you of product recalls, safety notices, or important updates affecting your purchase.
We may also process your personal data for purposes that are compatible with those listed above, where such processing is reasonably expected, relevant, and aligned with the original purposes. If we intend to use your personal data for any purpose that is materially different, unrelated, or incompatible with those outlined in this policy, we will provide you with prior notice and, where required, seek your explicit consent before proceeding.
8. How Long Will You Keep My Personal Data?
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to comply with legal, regulatory, tax, accounting, or reporting obligations, resolve disputes, and enforce our agreements.
The retention periods for different categories of personal data depend on the nature of the data and the legal requirements applicable, but we generally follow these guidelines:
● Transactional data (e.g., order details, invoices, and payment records) – Retained for at least six (6) years after the end of the financial year in which the transaction took place, in compliance with HMRC and accounting regulations.
● Customer service data (e.g., enquiries, complaints, and support tickets) – Retained for up to six (6) years from the date of last interaction to assist with ongoing customer support and potential legal claims.
● Marketing data (e.g., email subscriptions, consent records) – Retained until you withdraw consent or opt out of marketing communications, unless we have another lawful basis for processing.
● Warranty and product support records – Retained for the duration of the warranty period plus an additional period to manage any post-warranty issues.
● Security, fraud prevention, and compliance records – Retained for as long as necessary to prevent fraudulent activity and ensure security, typically for up to seven (7) years.
When personal data is no longer required, we will securely erase, anonymise, or archive it, ensuring that it is no longer identifiable or accessible.
9. How Do We Store and Protect Your Personal Data?
We are committed to ensuring that your personal data is securely stored and protected in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We implement appropriate technical, organisational, and security measures to safeguard personal data against unauthorised access, loss, alteration, disclosure, or destruction.
9.1. Data Storage
● Your personal data is stored on secure servers located within the United Kingdom (UK) and the European Economic Area (EEA).
● In cases where data is transferred outside the UK or EEA, we ensure that appropriate safeguards are in place, such as UK GDPR-approved standard contractual clauses (SCCs) or adequacy decisions, to protect your data.
● Payment information is securely processed by our third-party payment providers and is not stored by us directly.
9.2. Security Measures
We have implemented strict security protocols to protect your data, including:
● Encryption technologies to safeguard sensitive data during transmission and storage.
● Access controls and authentication measures, ensuring that only authorised personnel can access personal data.
● Regular security audits, vulnerability testing, and system monitoring to detect and prevent security breaches.
● Firewalls and anti-malware protections to prevent unauthorised access to our systems.
● Data minimisation and retention policies to ensure that we do not store personal data longer than necessary.
9.3. Data Breach Response
Despite our security measures, if we detect a data breach that poses a risk to your rights and freedoms, we will:
● Take immediate action to contain and mitigate the breach.
● Notify the Information Commissioner’s Office (ICO) within 72 hours, where required by law.
● Inform affected individuals if there is a significant risk of harm.
10. Do You Share My Personal Data?
We only share your personal data where necessary and in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Your data may be shared with third parties in the following circumstances:
10.1. Service Providers and Business Partners
We may share your personal data with trusted third-party service providers who assist in delivering our products and services, including:
● Payment gateway providers (e.g., Stripe, PayPal, Payl8r) for secure payment processing.
● Delivery and courier companies to fulfil and track your orders.
● IT service providers who support our website, security, and business operations.
● Professional advisors such as accountants, auditors, and legal consultants.
These third parties process personal data only as necessary to provide their services and are contractually required to handle your data securely and in compliance with applicable laws.
10.2. Compliance with Legal and Regulatory Obligations
We may share personal data where required by law, including:
● To comply with legal obligations, including tax, fraud prevention, and regulatory requirements.
● In response to a court order, legal proceeding, or government request.
● To enforce our terms and conditions or protect our legal rights.
● To prevent, detect, or investigate fraudulent or illegal activities.
10.3. Business Transfers or Restructuring
In the event of a business sale, merger, acquisition, or restructuring, we may need to share personal data with potential or actual buyers, investors, or advisors. Where required, we will ensure that such sharing is done in compliance with applicable data protection laws and subject to confidentiality agreements.
10.4. With Your Consent
Where we need to share your data for any other purpose not outlined above, we will seek your explicit consent before proceeding.
We take appropriate measures to ensure that all data shared with third parties is handled safely, securely, and in accordance with your rights and applicable laws.
11. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
12. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details
Email address: sales@evolutionfires.com
Telephone number: 01704 331070
Postal Address: Evolution Fires Unit 2 Firefly Square, Plantation Road, Burscough, L40 8JT
13. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website.