Privacy Policy

1. Introduction

Welcome to phc.parts (“we”, “our” and “us”).

We are committed to protecting your privacy and ensuring that your personal information is handled securely and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

This Privacy Policy explains how we collect, use, store, share and protect your personal information when you visit phc.parts, create an account, place an order or otherwise use our services.

2. Data Controller

PHC Parts is the Data Controller responsible for your personal data.

If you have questions about this Privacy Policy or the way we process your personal information, please contact us using the details at the end of this policy.

3. Information We Collect

We collect and process information to provide our products and services. This may include the following information.

4. How We Use Your Information

Processing Orders and Delivering Services

We use information to manage payments, fulfil orders, arrange deliveries and provide customer support.

Managing Customer Accounts

We use information to administer online and trade accounts and provide account-related services.

Improving Our Website and Services

We may monitor website usage to improve functionality, performance and customer experience.

Communicating with You

We use information to send order confirmations, delivery updates, account notifications and relevant product information.

Where permitted by law, we may send marketing communications. You can opt out at any time using the unsubscribe link in our emails or by contacting us.

Preventing Fraud

We process information to detect, investigate and prevent fraudulent transactions and other unlawful activity.

Legal and Regulatory Compliance

We process information to comply with applicable laws, regulations, tax obligations and legal requirements.

5. Legal Basis for Processing

We process personal information under one or more of the following lawful bases.

Contractual Necessity

Where processing is necessary to fulfil an order, take steps requested before entering a contract or provide services requested by you.

Legal Obligation

Where processing is necessary to comply with our legal or regulatory obligations.

Legitimate Interests

Where processing is necessary for our legitimate business interests or those of a third party, provided that those interests are not overridden by your rights and interests. These activities may include:

• Fraud prevention
• Website and information security
• Customer service
• Business administration
• Service improvement
• Debt recovery
• Managing and defending legal claims

Consent

We rely on consent where required by law, including for certain marketing activities and non-essential cookies. Where processing relies on consent, you may withdraw that consent at any time.

6. Fraud Prevention

We may use automated systems and trusted third-party fraud prevention services to help identify, investigate and prevent fraudulent transactions.

This processing is undertaken on the basis of our legitimate interests in protecting our customers, our business and the security of transactions.

7. Marketing Communications

We may send service-related communications that are necessary to fulfil orders and manage customer accounts.

Where permitted by law, or where consent has been provided, we may also send promotional emails and other marketing communications.

You may withdraw your consent or unsubscribe from marketing communications at any time. Unsubscribing from marketing will not prevent us from sending necessary service-related messages about your orders or account.

8. Cookies and Similar Technologies

We use cookies and similar technologies to:

• Support and enhance your shopping experience
• Keep track of products in your basket
• Remember account and website preferences
• Analyse website performance
• Measure website usage
• Deliver relevant advertising

Where required by law, non-essential cookies will only be activated after you have provided consent through our cookie-preference tool.

For further information about the cookies we use and how to manage your preferences, please read our Cookie Policy.

9. Analytics and Advertising

Google Analytics

We may use Google Analytics to understand how visitors use our website and to help improve website functionality and customer experience.

Google Ads and Remarketing

We may use Google Ads and remarketing services to measure advertising performance and display relevant advertisements on third-party websites.

Smartlook Analytics

We may use Smartlook or similar technologies to understand website usability and improve customer experience.

Where consent is required, these technologies will only operate after the appropriate consent has been provided.

10. How We Share Your Information

We do not sell your personal information.

We may share information with trusted third parties where necessary to operate our business and provide our services. These may include:

• Payment processors, delivery couriers, hosting providers and analytics partners
• Fraud-prevention and security providers
• Professional advisers
• Legal, regulatory and law-enforcement authorities where required or permitted by law
• A purchaser, successor or relevant adviser in connection with a merger, acquisition, restructuring or sale of all or part of the business

Organisations processing information on our behalf are required to handle it securely and in accordance with applicable data-protection law.

11. International Data Transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we take steps to ensure that appropriate safeguards are in place. These may include applicable adequacy regulations, UK-approved contractual protections or another lawful transfer mechanism.

12. Data Security

We implement appropriate technical and organisational measures to safeguard personal information against unauthorised access, disclosure, loss, misuse, alteration or destruction.

While we take reasonable steps to protect your information, no method of transmission over the internet or electronic storage can be guaranteed to be completely secure.

13. Data Retention

We retain personal information only for as long as reasonably necessary to:

• Fulfil the purposes for which it was collected
• Comply with legal, accounting and tax obligations
• Resolve complaints and disputes
• Establish, exercise or defend legal claims
• Enforce our agreements

Retention periods may vary according to the type of information, why it was collected and the legal requirements that apply.

When personal information is no longer required, it will be securely deleted or anonymised.

14. Your Rights Under UK GDPR

Depending on the circumstances and the lawful basis being used, you may have the following rights regarding your personal information:

• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent
• Rights relating to automated decision-making

These rights are not always absolute and may be subject to legal exemptions.

To exercise a right, please contact us using the details below. We may need to verify your identity before processing your request.

15. Complaints

If you have concerns about how we process your personal information, please contact us first so that we can investigate.

You also have the right to lodge a complaint with the Information Commissioner’s Office.

ICO website: www.ico.org.uk

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, service providers or website functionality.

The updated version will be published on this page with a revised effective date.

17. Contact Us

If you have questions, concerns or complaints about this Privacy Policy or the way your personal information is handled, please contact us.