PRIVACY POLICY
- Introduction
COLTON AGRI SALES LTD (“we”, “our” or “us”) is committed to protecting the privacy, confidentiality and security of personal information collected through our website and in connection with our business activities.
We supply agricultural machinery, farming equipment, replacement parts and related equipment services to agricultural businesses and professional customers in the United Kingdom and supported European markets.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, request a quotation, place an order, make a payment, arrange delivery or contact us regarding our products and services.
We handle personal information in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, where applicable.
- Information We Collect
We collect personal information that is reasonably necessary to respond to enquiries, process orders, arrange delivery, provide customer support and fulfil our legal obligations.
Depending on your interaction with us, the information we collect may include:
Personal and Contact Information
Full name.
Business or company name, where applicable.
Email address.
Telephone number.
Billing address.
Delivery or shipping address.
Order and Transaction Information
Agricultural machinery and equipment enquiries.
Quotation requests and order confirmations.
Spare parts orders and service requests.
Invoice numbers and order references.
Payment status, transaction references and payment amounts.
Delivery instructions and relevant correspondence.
Technical Information
When you access our website, we may collect technical information such as your IP address, browser type, device information, website usage data and security logs, where applicable.
We collect only the information reasonably necessary for the relevant business purpose, subject to applicable legal requirements.
- How We Use Your Information
We may use personal information for the following purposes:
To respond to enquiries and quotation requests.
To confirm product specifications, prices and order details.
To process agricultural machinery, farm equipment and spare parts orders.
To administer deposits, purchase payments, invoices and outstanding balances.
To coordinate shipping, delivery and fulfilment.
To arrange agreed machinery servicing, maintenance and repair work.
To provide customer support and handle complaints.
To maintain business, accounting and transaction records.
To prevent fraud and protect our website and payment processes.
To comply with applicable legal, tax and regulatory obligations.
To protect our legitimate business interests where permitted by law.
We will not use personal information for purposes incompatible with those described in this Privacy Policy unless permitted by law or otherwise appropriately authorised.
- Legal Basis for Processing
Where required under applicable data protection law, we process personal information on one or more of the following legal bases:
Contractual Necessity: To respond to enquiries, process orders, arrange deliveries and provide agreed products or services.
Legal Obligations: To comply with applicable accounting, tax, record-keeping and other legal requirements.
Legitimate Interests: To manage our business, maintain transaction records, protect our systems, prevent fraud and provide customer support, provided these interests do not override your rights and freedoms.
Consent: Where consent is required, including for certain non-essential cookies or marketing activities.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
- Payment Security and PCI DSS Compliance
COLTON AGRI SALES LTD accepts payments for eligible agricultural machinery orders, farm equipment purchases, machinery spare parts, equipment supply invoices and agreed machinery servicing or repair work.
Payments are processed through secure third-party payment gateways, such as Stripe where applicable to the transaction.
Our payment processing arrangements are designed to use payment providers that maintain appropriate payment security controls and, where applicable, comply with the Payment Card Industry Data Security Standard (PCI DSS).
We do not store full credit or debit card numbers or CVV security codes on our own website servers. Depending on the payment integration, card details are entered into and processed through the payment provider’s secure payment environment.
We may receive limited transaction information, including payment status, transaction references, payment amounts and relevant payment method details, as necessary to confirm payments, reconcile invoices, administer orders and investigate payment enquiries.
Payment processing is also subject to the relevant
payment provider’s terms, privacy policy and security procedures.
Customers should not send full payment card details or CVV security codes through ordinary email or other unsecured communication channels.
- Data Sharing with Third Parties
We do not sell or rent personal information to third parties.
We share personal information only where necessary for legitimate business purposes, order fulfilment, payment processing or compliance with applicable law.
Relevant recipients may include:
Payment service providers, such as Stripe where applicable, to process payments and help verify transactions.
Delivery and logistics providers to arrange the shipment and delivery of agricultural machinery, equipment and replacement parts.
Website hosting and IT service providers to maintain website functionality, security and technical support.
Professional advisers, including accountants and auditors, where reasonably necessary.
Banks and financial institutions where required to administer transactions.
Government authorities, regulators or law enforcement agencies where disclosure is required or permitted by law.
We seek to ensure that third-party service providers process personal information appropriately and are subject to relevant contractual or legal data protection obligations.
- Data Retention
We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including order processing, payment verification, delivery coordination, customer support, dispute resolution and compliance with legal obligations.
Our retention periods depend on the type of information and the relevant business or legal requirements.
In general:
Order and customer records are retained for the period necessary to administer the customer relationship, fulfil orders and address relevant enquiries or disputes.
Invoices, accounting records and transaction documentation are retained for the period required by applicable tax, accounting and other legal requirements.
Payment references and transaction records are retained as necessary for payment reconciliation, fraud prevention, financial reporting and dispute management.
Customer correspondence is retained for as long as reasonably necessary to respond to enquiries, resolve issues and maintain appropriate business records.
Technical and security logs are retained for an appropriate period based on security, operational and legal requirements.
We do not retain personal information indefinitely without a legitimate reason. When information is no longer required, we will take appropriate steps to delete it, anonymise it or securely dispose of it, subject to any applicable legal retention obligations.
Where a valid request for erasure is received, we will assess and respond to it in accordance with applicable data protection law. Information that must be retained for legal compliance, the establishment or defence of legal claims, or other lawful purposes may be retained to the extent permitted by law.
- International Data Transfers
As we may serve customers in the United Kingdom and supported European markets, personal information may be processed or transferred across national borders where necessary to fulfil orders, arrange deliveries or process payments.
Where personal information is transferred outside the United Kingdom, we will implement appropriate safeguards where required by applicable data protection legislation.
Depending on the circumstances, these safeguards may include adequacy regulations, approved contractual protections or other legally recognised transfer mechanisms.
- Cookies and Similar Technologies
Our website may use cookies and similar technologies to support essential website functionality, maintain security, remember preferences and understand website usage.
Where required by law, we will obtain consent before using non-essential cookies or similar technologies.
You may manage cookies through your browser settings and, where available, our website’s cookie preference controls. Disabling certain cookies may affect some website functions.
- Data Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
These measures may include access controls, system security measures, secure communications, appropriate data handling procedures and the use of reputable third-party service providers.
Payment card processing is handled through the relevant payment provider’s payment environment, subject to the security arrangements applicable to that provider and our integration.
Although we take reasonable precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.
- Your Data Protection Rights
Depending on your location and the applicable law, you may have the right to:
Request access to personal information we hold about you.