Privacy Policy

1. Who We Are (Data Controller)

• Company: Buy Bearings
• Registered Address: Unit 9, Brookfields Way, Manvers, Rotherham, S63 5DL
• Telephone: 01709 878282
• Email: hello@buybearings.co.uk

As data controller, we determine why and how your personal data is processed. If you have any questions about this policy or wish to exercise your rights, please contact us using the details above.

2. What Personal Data We Collect

We collect the following categories of personal data:

• Identity Data — Full name (via enquiry forms, quote requests, contact forms)
• Contact Data — Email address, telephone number (via enquiry forms, quote requests, contact forms, newsletter sign-up)
• Business Data — Company name, job title (via quote requests, trade account applications)
• Technical Data — IP address, browser type, pages visited, time on site (automatically via Google Analytics and cookies)
• Usage Data — Products viewed, searches performed (automatically via website analytics)
• Marketing Preferences — Newsletter consent, communication opt-in/out (via newsletter sign-up form, contact forms)

We do not collect special category data (e.g. health, biometric, or financial data) through our website forms. We do not knowingly collect data from individuals under 16 years of age.

3. How We Use Your Personal Data

• Responding to enquiries, quote requests and technical support requests — Legitimate interests (Article 6(1)(f)) / Pre-contractual steps (Article 6(1)(b))
• Processing trade account applications and customer orders — Performance of a contract (Article 6(1)(b))
• Sending marketing emails, newsletters and product updates — Consent (Article 6(1)(a)) — you may withdraw at any time
• Improving our website and understanding how visitors use it — Legitimate interests (Article 6(1)(f))
• Complying with legal or regulatory obligations — Legal obligation (Article 6(1)(c))
• CRM management and lead follow-up via HubSpot — Legitimate interests (Article 6(1)(f))

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider another purpose compatible with the original. We will notify you if we intend to use your data for a materially different purpose.

4. Cookies and Google Analytics

Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyse site usage. By continuing to use our website, you consent to our use of cookies as described below.

• Essential — Required for the website to function (e.g. session management) — Provider: Buy Bearings
• Analytics — Measures page views, traffic sources, and user behaviour to improve our website — Provider: Google Analytics
• Marketing / Tracking — Tracks website visits for CRM and marketing follow-up — Provider: HubSpot

Google Analytics: We use Google Analytics 4 to collect anonymised data about how visitors use our website. Google may transfer this data outside the UK. IP anonymisation is enabled on our implementation.

HubSpot: We use HubSpot for CRM and marketing tracking. HubSpot cookies help us understand which pages you have visited and whether you have previously contacted us.

You can control cookies through your browser settings. Disabling analytics cookies will not affect your ability to use our website, but may reduce our ability to improve your experience.

5. Who We Share Your Data With

We do not sell your personal data. We may share it with trusted third parties only where necessary:

• HubSpot Inc. — CRM, email marketing and lead management (data may be processed in the USA under Standard Contractual Clauses)
• Google LLC — Website analytics (data may be processed in the USA under Standard Contractual Clauses)
• IT service providers — Hosting and platform providers acting as data processors under contract
• Professional advisers — Solicitors, accountants, or insurers where legally required
• Regulatory authorities — Where required by law (e.g. HMRC, ICO)

All third-party processors are required to process your data only on our documented instructions and in compliance with applicable data protection law.

6. International Data Transfers

Some of our third-party service providers (including Google and HubSpot) are based outside the UK and the European Economic Area. Where data is transferred internationally, we ensure appropriate safeguards are in place, including the use of UK International Data Transfer Agreements (IDTAs) or equivalent Standard Contractual Clauses approved by the ICO.

7. Data Retention

We retain your personal data only for as long as necessary for the purpose it was collected:

• Enquiry / contact form data — 3 years from last contact
• Customer order and account data — 7 years (legal / tax obligations)
• Marketing consent records — Until consent is withdrawn + 1 year
• Website analytics data — 26 months (Google Analytics default)
• HubSpot CRM records — Up to 5 years from last interaction

After the applicable retention period, your data is securely deleted or anonymised.

8. Your Rights Under UK GDPR

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — You can request a copy of the personal data we hold about you (Subject Access Request).
• Right to rectification — You can ask us to correct inaccurate or incomplete data.
• Right to erasure — You can ask us to delete your data where there is no compelling reason to keep it ("right to be forgotten").
• Right to restrict processing — You can ask us to pause processing of your data in certain circumstances.
• Right to data portability — You can request your data in a structured, machine-readable format where processing is based on consent or contract.
• Right to object — You can object to processing based on legitimate interests, including direct marketing.
• Right to withdraw consent — Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Rights related to automated decision-making — We do not carry out solely automated decision-making or profiling that produces legal or significant effects.

To exercise any of these rights, please contact us at hello@buybearings.co.uk or write to us at the address above. We will respond within one calendar month. We may ask you to verify your identity before processing your request.

9. Marketing Communications

We will only send you marketing emails or newsletters where you have given your explicit consent to receive them. You can unsubscribe at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Emailing us at hello@buybearings.co.uk
• Calling us on 01709 878282

Withdrawing consent does not affect the lawfulness of any processing carried out before withdrawal. We may still contact you in relation to an existing or pending order or enquiry.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These include:

• Secure encrypted connections (HTTPS/TLS) on our website
• Access controls limiting who can view personal data
• Regular security reviews of our systems and third-party processors
• Staff awareness of data protection obligations

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, notify affected individuals without undue delay.

11. Right to Lodge a Complaint

If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve the matter. You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Tel: 0303 123 1113 Website: ico.org.uk

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any external sites you visit.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "last updated" date at the top of this page will always reflect the most recent version. Where changes are material, we will notify you by email (if we hold your address) or by a prominent notice on our website.

14. Contact Us About This Policy

For any questions about this Privacy Policy, please contact:

• Buy Bearings
• Unit 9, Brookfields Way, Manvers, Rotherham, S63 5DL
• Email: hello@buybearings.co.uk
• Tel: 01709 878282