Privacy & Legal Policy

Last Updated: 7 July 2025

1. Introduction

This Privacy & Legal Policy governs the use of the website www.thetonerplace.co.uk (the "website"), operated by The Toner Place Ltd ("we", "us", "our"). It outlines our commitment to protecting the privacy of our users ("you") and details how we collect, process, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

Our company, The Toner Place Ltd, is the data controller responsible for your personal data. You can find our contact details at the end of this policy.

2. Your Data Rights

Under UK GDPR, you have fundamental rights regarding your personal data. We are committed to upholding these rights. You have:

• The right to be informed: To know how we collect and use your personal data.
• The right of access: To request a copy of the personal data we hold about you. This is provided free of charge.
• The right to rectification: To have inaccurate personal data corrected, or completed if it is incomplete.
• The right to erasure ("the right to be forgotten"): To have your personal data deleted.
• The right to restrict processing: To request the restriction or suppression of your personal data.
• The right to data portability: To obtain and reuse your personal data for your own purposes across different services.
• The right to object: To object to the processing of your personal data in certain circumstances.

To exercise any of these rights, please contact us using the details provided at the end of this policy. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator.

3. Data We Collect & How We Use It

We collect personal data that is necessary to operate our website and fulfil your orders. This includes:

• Identity & Contact Data: Your name, billing address, delivery address, email address, and telephone numbers. We use this to process and deliver your orders and communicate with you about them.
• Transaction Data: Details about payments to and from you and your order history. This allows for easier re-ordering and customer support. Please note, we do not store credit card details; all payment transactions are handled securely by our payment processor, Stripe.
• Technical & Usage Data: Information collected via cookies about how you use our website. This helps us improve our website's functionality and your user experience.

We may also collect details you provide over the telephone. Any written notes are securely destroyed once your order or query is processed.

4. Use of Cookies

Our website uses cookies to enhance your Browse experience. Cookies are small files that track and store information about your interactions. Upon your first visit, our cookie control system will ask for your consent to use non-essential cookies. You can manage your cookie preferences at any time through your browser settings.

• Essential Cookies: These are necessary for the website to function, such as remembering what's in your basket.
• Analytics Cookies: We use Google Analytics to understand how visitors use our site. This software saves a cookie to track your usage but does not collect personal information. You can read Google's privacy policy here.
• Marketing & Third-Party Cookies: We may use cookies for referral programs or adverts. These typically expire after 30 days and do not store personal information.

5. Third Parties & Data Sharing

We do not sell your personal data. We only share it with trusted third parties essential for our operations:

• Payment Processors (Stripe): To securely handle payments.
• Courier Services (e.g., DPD, Royal Mail): To deliver your orders.
• Review Platforms: We may share your email address and order number with a third-party reviews website to request feedback. You can opt out of this service at any time in your account settings or by contacting us.

6. Data Security & Contact

We take a proactive approach to user privacy and data security, employing technical and administrative measures to protect your information. Your personal data is kept private and stored securely until it is no longer required. While we strive to protect your information, any data you transmit to us is at your own discretion.

Users contacting us do so at their own discretion and provide any personal details requested at their own risk. Information you submit is used solely to provide further information about our products or to answer your queries.

7. Email Communications

We operate an email newsletter to inform subscribers about our products and services. You will only be subscribed if you have given your explicit consent (opted-in) or if you are an existing customer ("soft opt-in" under PECR). All email marketing campaigns contain a clear and easy way to unsubscribe at any time, which is typically found in the email footer.

8. External Links & Social Media

Our website may contain links to external sites. We advise caution when clicking these links, as we cannot guarantee or verify their contents. Users click on external links at their own risk.

Any engagement on social media is subject to the privacy policies of those platforms. We will never ask for sensitive information via social media and advise you to use it wisely.