Thomas Panels and Profiles – Privacy Policy

Purpose of this statement

Thomas Panels and Profiles Limited (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information when you interact with us, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

This Privacy Policy is intended to supplement other documentation, such as terms and conditions or contractual agreements, and is not intended to override or replace them. If there is an inconsistency between any of the provisions of this policy and the provisions of the supplementary documentation, the provisions of this policy will prevail.

What is Personal Data?

Personal data means any information relating to an identified or identifiable individual. This includes details such as your name, contact information, identification numbers, or factors specific to your physical, physiological, genetic, mental, economic, cultural, or social identity.

Data Controller

Thomas Panels and Profiles Limited is the data controller responsible for your personal data. We are registered with the Information Commissioner’s Office (ICO) under registration number Z1172808.

1. Information We Collect

We may collect and process the following types of personal data:

• Identity Data: Name, title, date of birth, gender.
• Contact Data: Address, email address, telephone number.
• Financial Data: Bank account details, payment card details.
• Transaction Data: Details of products and services you have purchased from us.
• Usage Data: Information about how you use our website, products and services
• Marketing and Communications Data: Preferences for receiving marketing materials and communication preferences.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences unless we specially inform you that in a particular instance we shall be.

2. How We Collect Your Data

We collect personal data through:

• 1. • Direct interactions (e.g., when you fill out forms or contact us by post, phone, email or otherwise).
     • Automated technologies (e.g., cookies and similar tracking technologies). Please see our cookie policy at Paragraph 10 for further details.
     • Third parties (e.g., analytics providers, public databases).

3. How We Use Your Data

We use your data for the following purposes:

• To process and deliver orders.
• To manage payments and transactions.
• To communicate with you, including responding to inquiries and sending service updates.
• To send marketing communications (where we have your consent).
• To comply with legal obligations and ensure business operations are lawful.

4. Legal Basis for Processing Your Data

We process your personal data based on one or more of the following legal grounds:

• Your consent.
• Performance of a contract with you.
• Compliance with a legal obligation.
• Legitimate interests pursued by us or a third party, provided your interests and rights do not override these.

5. Data Sharing

We may share your data with:

• Service providers (e.g., payment processors, delivery companies).
• Professional advisers (e.g., lawyers, accountants).
• Regulatory authorities where required by law.
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and process it in accordance with the law.

6. International Data Transfers

If we transfer your data outside the UK, we ensure it is protected by:

• Using countries deemed to provide an adequate level of data protection by the UK government.
• Implementing contractual clauses approved by the UK government which give the transferred personal data the same protection as it has in the UK.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so within the prescribed time limits

8. Data Retention

We retain your personal data only as long as necessary to fulfil the purposes we collected it for, including any legal, accounting, or reporting requirements.

• Customer data: Retained for 1 year after the end of our business relationship.
• Transaction data: Retained for up to 7 years (current year plus 6 years) to comply with tax and legal obligations.
• Other data: Retained as required by law or in accordance with legitimate business needs.

In some circumstances you can ask us to delete your data except that retained as required by law: see Paragraph 9 below for further information.

9. Your Rights

Under data protection law, you have the following rights:

• Access to your personal data (commonly known as a “data subject access request”).
• Correction of inaccurate or incomplete data.
• Restriction of processing.
• Objection to processing.
• Data portability.
• Withdrawal of consent (where processing is based on consent).
• Erasure of your data (“right to be forgotten”) in certain circumstances. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

If you wish to exercise any of the rights set out above, please contact us at: Thomas Panels and Profiles Limited

Unit 5,
Southern Avenue, Leominster,
Herefordshire, HR6 0QF

Email: dataprotection@panelsandprofiles.co.uk

We will provide this information free of charge, unless the request is unfounded, repetitive, or excessive, in which case we may charge a reasonable fee or refuse the request.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. Cookies

We currently use cookies on our website to collect user information in order to facilitate an improved user experience e.g. recently viewed items, account login and live support. However, externally developed servers either owned or not owned by Thomas Panels and Profiles Limited to which users of our Server may be directed (by way of hyperlink or otherwise) may use cookies that are in no way connected to us. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Thomas Panels and Profiles Limited Unit 5,

Southern Avenue, Leominster, Herefordshire, HR6 0QF

Email: dataprotection@panelsandprofiles.co.uk Phone: 01568 610 000

12. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues:

Web: www.ico.org.uk

mailto:dataprotection@panelsandprofiles.co.uk Phone: 0303 123 1113

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Please review this page periodically for the latest information.

Last Updated: March 2025