Governance & UK GDPR Compliance
Privacy Policy
How EXPLOT UK LTD collects, uses, stores and protects personal information.
Last updated:
EXPLOT UK LTD respects your privacy and is committed to handling personal information fairly, lawfully and transparently.
This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, request a quotation, purchase products, arrange delivery, enquire about installation, or otherwise communicate with us.
1. Who We Are
This website is operated by:
EXPLOT UK LTDCompany number: 15823736
Registered in England and Wales
Registered office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
Email: sales@explot.co.uk
Website: www.explot.co.uk
For the purposes of UK data protection law, EXPLOT UK LTD is generally the data controller of the personal information described in this Privacy Policy.
We have not appointed a Data Protection Officer because we do not currently consider our activities to require one. Questions about privacy or data protection should be sent to sales@explot.co.uk.
2. Scope of This Policy
This Privacy Policy applies to personal information processed through or in connection with:
- our website; website enquiry and quotation forms;
- email enquiries; telephone communications where applicable;
- WhatsApp Business communications where you choose to contact us in that way;
- customer quotations; orders and invoices; product enquiries;
- delivery and collection arrangements; installation enquiries;
- trade and supplier communications; customer support; complaints; and
- website security and administration.
Separate third-party services that you choose to use may also process your information under their own privacy terms.
3. Personal Information We May Collect
The information we collect depends on how you interact with EXPLOT.
| Category | Examples |
|---|---|
| Identity information | Name and, where relevant, company or trading name |
| Contact information | Email address, telephone number, billing or delivery address and postcode |
| Customer information | Homeowner, trade customer, installer, contractor, developer or other customer type |
| Project information | Fence dimensions, product requirements, colour preferences, required service, site information, access information and project descriptions |
| Information you provide | Messages, photographs or other documents voluntarily supplied in connection with an enquiry or project |
| Quotation and order information | Products requested, quantities, quotations, order references, pricing, delivery information and order status |
| Financial and transaction records | Invoice details, payments, refunds and accounting records |
| Communications | Emails, website enquiries, customer-service correspondence, complaints and other communications with us |
| Technical information | IP address, browser/device information, server/security logs and similar technical information generated when you use the website |
| Consent and preference information | Cookie choices and, where applicable, marketing preferences |
Our website enquiry forms are not intended for sensitive personal information.
Please do not submit payment-card numbers, passwords, identification documents, medical information or other sensitive personal information through the project-details or general enquiry fields unless EXPLOT has specifically asked you to provide particular information through an appropriate method.
4. How We Collect Personal Information
We may receive information directly from you when you request a quotation, submit a website form, place an order, contact us by email, telephone or WhatsApp, request delivery or installation assistance, make a complaint, or otherwise communicate with us.
Some technical information may be collected automatically by our hosting, security or website infrastructure when you visit the website.
We may also receive limited information from third parties where necessary to provide our services. For example, a delivery company, installation specialist, payment service provider or professional adviser may provide information relating to a transaction or project.
5. Why We Use Your Information and Our Lawful Bases
We only process personal information where we have an appropriate lawful basis.
| Purpose | Typical information | Lawful basis |
|---|---|---|
| Responding to a quotation request and preparing a requested quotation | Contact and project information | Contract / taking steps at your request before entering into a contract |
| Processing and fulfilling an order | Contact, delivery, transaction and order information | Contract |
| Arranging delivery or collection | Contact, address and order information | Contract |
| Arranging requested installation assistance | Contact, site and project information | Contract / pre-contractual steps, depending on the arrangement |
| Answering general product enquiries not connected with a potential purchase | Contact and enquiry information | Legitimate interests in responding to enquiries and operating our business |
| Customer service and after-sales communication | Customer, order and communication information | Contract and/or legitimate interests |
| Processing payments and refunds | Transaction and order information | Contract and legal obligation where applicable |
| Accounting, tax, VAT and statutory record keeping | Invoice, transaction and customer/supplier records | Legal obligation |
| Preventing fraud, spam, abuse and security incidents | Technical, communication and transaction information | Legitimate interests in protecting our business, customers and systems |
| Managing suppliers and business contacts | Contact and business information | Contract and/or legitimate interests |
| Establishing, exercising or defending legal claims | Relevant records and communications | Legitimate interests and legal obligations where applicable |
| Non-essential analytics or similar technologies, where introduced and consent is required | Website usage information | Consent |
| Electronic marketing where consent is required | Contact details and marketing preferences | Consent |
| Marketing where another lawful route is available under applicable rules | Relevant customer/contact information | Legitimate interests together with applicable PECR requirements |
Where we rely on legitimate interests, we consider whether our interests are necessary and proportionate and whether your interests, rights or freedoms override them.
Where we rely on consent, you may withdraw that consent at any time.
6. Quotations and Enquiries
When you ask EXPLOT to prepare a quotation, we need enough information to understand your proposed project and respond meaningfully.
This may include your contact details, approximate fence dimensions, postcode or installation location, product preferences and whether you require supply only or installation assistance.
Providing this information is voluntary, but we may be unable to prepare an accurate quotation if you do not provide information reasonably necessary for that purpose.
Submitting an enquiry does not itself oblige you to purchase anything from EXPLOT.
7. Website Form Processing
Our website currently uses a third-party form-processing service, Web3Forms, to transmit website enquiries to EXPLOT.
Information entered into an EXPLOT website enquiry form may therefore be processed through Web3Forms before it reaches us.
The information transmitted may include information entered in the form and technical information associated with the submission.
Web3Forms acts as a service provider processing form-submission information in connection with the service it provides to us.
Web3Forms’ current service documentation states that submission data may be retained within its systems for a period determined by the service configuration, subject to a maximum retention period under its current service design.
We periodically review the third-party services used by our website and may replace or change a provider where appropriate.
8. Who We May Share Information With
We do not sell personal information to advertisers.
Where necessary and proportionate, personal information may be shared with service providers or other organisations involved in operating our business or fulfilling your request.
These may include our website hosting and IT providers, email provider, website form-processing provider, payment provider, delivery and logistics companies, independent installation specialists, accountants and bookkeepers, professional advisers and relevant authorities where disclosure is required or permitted by law.
We aim to share only the information reasonably necessary for the relevant purpose.
9. Installation Enquiries
EXPLOT may, where requested, help customers obtain installation services through an installation specialist.
Where information needs to be passed to an installation specialist to arrange a survey, discuss a project or prepare an installation quotation, we may share relevant contact, site and project information.
Depending on the particular commercial arrangement, an installation provider may process information independently for its own quotation, contract, scheduling, insurance and service obligations.
Where appropriate, customers should also review the installation provider’s privacy information before entering into a separate installation contract.
10. International Transfers
Some of the technology and service providers used by EXPLOT may process or make personal information accessible outside the United Kingdom.
For example, our current website form-processing provider states that it operates from India and uses infrastructure providers that may process information in multiple regions.
Where UK personal information is transferred internationally and UK data protection law requires safeguards, we expect relevant providers to use an appropriate lawful transfer mechanism.
Where applicable, this may include recognised contractual safeguards such as the UK International Data Transfer Addendum used together with approved Standard Contractual Clauses.
We periodically review relevant service-provider arrangements and will update this Privacy Policy where our processing materially changes.
11. How Long We Keep Information
We do not intend to keep personal information indefinitely.
Our retention periods depend on why the information was collected, whether a customer relationship developed, our legal and accounting obligations, and whether information is required in connection with a dispute or legal claim.
| Information | Typical EXPLOT retention |
|---|---|
| General enquiries that do not become orders | Up to 24 months |
| Unsuccessful quotation requests | Up to 24 months |
| Customer orders and transaction records | Normally up to 6 years or longer where legally required |
| VAT, invoice and accounting records | Normally at least 6 years where required for tax/VAT purposes |
| Supplier and contractor transaction records | Normally up to 6 years where required for business, accounting or legal purposes |
| Marketing preferences | While relevant, together with records necessary to respect an opt-out |
| Data-protection complaints | For as long as reasonably necessary to investigate the complaint, document the outcome and meet legal or regulatory requirements |
| Website/security logs | According to the relevant security or hosting configuration and only for as long as reasonably necessary for that purpose |
| Cookie and consent records | For as long as reasonably necessary to demonstrate and respect the user’s consent choices |
A service provider may temporarily retain information within its own infrastructure in accordance with its service design, backup processes or legal obligations.
For example, our current form-processing provider states that its submission-data architecture supports retention of up to three years, although shorter retention may apply depending on the service configuration or earlier deletion.
EXPLOT may retain particular records for longer where necessary because of litigation, a complaint, regulatory investigation, tax requirement or other legal obligation.
12. Marketing
Submitting a quotation request does not automatically subscribe you to EXPLOT marketing.
Where we wish to send promotional electronic communications, we will do so only where permitted under applicable data-protection and electronic-marketing rules.
Where consent is required, we will request it separately.
You can ask us to stop sending direct marketing at any time by contacting: sales@explot.co.uk
Where you object to direct marketing, we may retain limited information on a suppression record so that we can respect your preference and avoid contacting you again for that purpose.
13. Cookies and Similar Technologies
Our website may use cookies, browser storage and similar technologies.
Some technologies may be necessary for the operation, security or functionality of the website.
Other technologies, such as certain analytics, advertising or preference technologies, may require your permission before they are used.
Where consent is required, non-essential technologies should not be activated until you have made the relevant choice.
You should be able to review or change relevant preferences using the website’s Cookie Settings controls.
Further information is available in our separate Cookie Policy.
14. Security
We use appropriate technical and organisational measures intended to protect personal information against unauthorised access, accidental loss, alteration, misuse or disclosure.
Measures may include access controls, account security, secure website connections, restricted access to business information, backups and the use of reputable service providers.
No internet-based service or electronic transmission can be guaranteed to be completely secure. If you believe information you have provided to EXPLOT has been compromised, please contact us promptly.
15. Your Data Protection Rights
Depending on the circumstances and the lawful basis on which we process your information, you may have rights to access personal information we hold about you; correct inaccurate information; request deletion; request restriction of processing; receive certain information in a portable format; object to certain processing; and withdraw consent where processing is based on consent.
These rights are not absolute in every situation, and exemptions or limitations may apply.
You also have an absolute right to object to the use of your personal information for direct marketing.
To exercise a data-protection right, contact: sales@explot.co.uk
We may need to request information reasonably necessary to confirm your identity before acting on a request.
We will respond in accordance with the applicable legal time limits.
16. Data Protection Complaints
If you believe EXPLOT UK LTD has not handled your personal information properly, you can make a data-protection complaint to us.
Please send your complaint to: sales@explot.co.uk
Please include enough information for us to understand the concern and, where relevant, identify the information or transaction involved.
We will acknowledge a data-protection complaint within 30 days of receiving it.
We will take appropriate steps to investigate the complaint, keep you informed where appropriate and provide you with an outcome without unjustifiable or excessive delay.
A data-protection complaint and a request to exercise one of your data-protection rights may be handled as separate matters where the applicable legal requirements differ.
If you remain dissatisfied with our handling of your personal information, you may also raise a complaint with the Information Commissioner’s Office (ICO), the UK’s data-protection regulator.
17. Information About Children
EXPLOT’s website, products and services are intended primarily for adult customers, trade customers and organisations.
Our website is not designed to knowingly collect personal information from children.
If you believe a child has provided personal information to us inappropriately, please contact us.
18. Automated Decision-Making and Artificial Intelligence
EXPLOT does not currently use personal information submitted through this website to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.
If we introduce an AI-powered website assistant or other technology that materially changes how personal information is processed, we will review the relevant privacy, security and transparency requirements before deployment and update this Privacy Policy where necessary.
19. Third-Party Websites and Services
Our website may contain links to third-party websites or services, including communication, mapping, social-media or other platforms.
Where you choose to leave our website and use a third-party service, that provider may process your information under its own privacy policy.
EXPLOT is not responsible for the privacy practices of independent third-party websites.
20. Changes to This Privacy Policy
We may update this Privacy Policy when our business practices, website technologies, service providers or legal obligations change.
The latest version will be published on this page and will display the date of the most recent update.
Where a change materially affects how we intend to use information already collected, we will take appropriate steps to provide additional information before beginning the new processing where required.
21. Contact Us
For questions about this Privacy Policy, a request concerning your personal information, or a data-protection complaint, contact:
EXPLOT UK LTD71–75 Shelton Street
Covent Garden
London
WC2H 9JQ
United Kingdom
Email: sales@explot.co.uk
Website: www.explot.co.uk