This privacy policy combined with our Terms and Conditions) sets out how Vital Parts Ltd uses and protects any information that you give upon use of the website and affiliated services. Acting as a notice, this page is aimed at giving guidance on how we interpret and handle data on a day to day basis

We (Vital Parts Ltd) are committed to ensuring that your privacy is protected and controlled to meet requirements expected of us. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy policy.

Authorised employees within the company may have access to data on a need to know basis, using information collected from individual customers. We constantly review our systems and data to ensure the best possible service to our customers. Parliament has created specific offences for unauthorised actions against computer systems and data as per the data protection act. We will investigate any such actions with a view to prosecuting and/or taking civil proceedings to recover damages against those responsible.

Vital Parts Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes, however large changes will always be notified by email where-considered appropriate. This policy is effective from May 25th 2018 in accordance with Data Protection & GDPR Laws.

When We Collect Personal Data

In some cases we will collect personal data where-required for customer experience purposes, in the following instances:

• When you create an account with us and/or sign up for a newsletter
• When you purchase a product
• When you fill out a review or survey
• When you enquire about a product and/or service
• When you make a return
• When you make a complaint

Public data sources may also be used to gather data where-appropriate and where consent has been given, or where the information is made public as a matter of law.

We may collect the following information:

• name and job title
• contact information including email address and phone number
• demographic information such as postcode, preferences and interests
• other information relevant to customer surveys and/or offers

What We Do With The Information We Gather

We require the above information to understand your needs and provide you with a better service. Below we list some of the potential uses of your data:

• Internal record keeping
• Legitimate interest of the customer will be used to provide contact to improve user experience through non-promotional emails before an opt in is required (for example to gather feedback on services)
• We may use the information to improve our products and services.
• We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided (of which users are required to opt in)
• From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and we do not store credit card details nor do we share customer details with any 4rd parties.

As a preventative measure we assign a data controller who looks after the security of the data, as well as maintaining accurate records. The Data Controller role is managed by the Company Director who liaises with relevant departments who use the data, to get in touch with the Data Controller please use our Contact Form on our Contact Us page.

HTTPS protocols are used throughout our website and include the checkout process, such measures are used as a preventative strategy to maintain security throughout the browsing and shopping experience. Internal access to personal data is password protected and maintained by the data controller within that department.

How long We Hold Personal Data

We will only keep your data for as long as it is necessary for the purpose of which it was collected, at the end of which period all sensitive data will be removed. Any non-sensitive data (such as product ordered, or order value) may be used for statistical analysis and business planning in the future.

• Orders, Personal data from orders will be held for a maximum of 5 years to ensure that we can comply with legal and contractual obligations (such as tax / vat purposes)
• Warranties, where required for a warranty period your data will be held for the remaining time designated.

How We Use Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree to use our website, the file is added and the cookie helps analyse web traffic or lets you know what particular site a visit may have came from. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

BY USING OUR WEBSITE, AND CONTINUING BROWSING, YOU EXPLICITLY ACCEPT OUR USE OF COOKIES SPECIFIED WITHIN THIS POLICY.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may however, prevent you from taking full advantage of the website.

Log Files

We use IP addresses to analyse trends, administer the site, track user’s movement, and gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information. Additionally, for systems administration, detecting usage patterns and troubleshooting purposes, our web servers automatically log standard access information including browser type, access times/open mail, URL requested, and referral URL. This information is not shared with third parties and is used only within this Company on a need-to-know basis. Any individually identifiable information related to this data will never be used in any way different to that stated above without your explicit permission.

Links to other websites

Our website may contain links to other websites of interest which may or may not be direct affiliated with us as a business. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling Your Personal Information

You may choose to restrict the collection or use of your personal information in the following ways:

• Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
• If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at Customerservice@vital-parts.co.uk

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to: Customer Service, Unit 17 Palace Industrial Estate, Bircholt Road, Maidstone ME15 9XU

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

If you would like to change, or check the records that we currently have for you on our system then you can do so by getting in touch which our Data Controller as mentioned above under 'Security', or by visiting our Contact Us page.

The following terminology applies to these Terms and Conditions, Privacy Statement and Disclaimer Notice and any or all Agreements: "Client", “You” and “Your” refers to you, the person accessing this website and accepting the Company's terms and conditions. "The Company", “Ourselves”, “We” and "Us", refers to our Company. “Party”, “Parties”, or “Us”, refers to both the Client and ourselves, or either the Client or ourselves. All terms refer to the offer, acceptance and consideration of payment necessary to undertake the process of our assistance to the Client in the most appropriate manner, whether by formal meetings of a fixed duration, or any other means, for the express purpose of meeting the Client's needs in respect of provision of the Company's stated services/products, in accordance with and subject to, prevailing English Law. Any use of the above terminology or other words in the singular, plural, capitalisation and/or he/she or they, are taken as interchangeable and therefore as referring to same.

Confidentiality

We are registered under the Data Protection Act 1998 and as such, any information concerning the Client and their respective Client Records may be passed to third parties. However, Client records are regarded as confidential and therefore will not be divulged to any third party, other than if legally required to do so to the appropriate authorities. Clients have the right to request sight of, and copies of any and all Client Records we keep, on the proviso that we are given reasonable notice of such a request. Clients are requested to retain copies of any literature issued in relation to the provision of our services. Where appropriate, we shall issue Client's with appropriate written information, handouts or copies of records as part of an agreed contract, for the benefit of both parties.

We will not sell, share, or rent your personal information to any third party or use your e-mail address for unsolicited mail. Any emails sent by this Company will only be in connection with the provision of agreed services and products.

You may be contacted in accordance with the general data protection act (GDPR) May 25th through legitimate interest regarding our services, mainly to provide feedback and information essential to the customer experience.

Exclusions and Limitations

The information on this web site is provided on an "as is" basis. To the fullest extent permitted by law, this company:

• excludes all representations and warranties relating to this website and its contents or which is or may be provided by any affiliates or any other third party, including in relation to any inaccuracies or omissions in this website and/or the Company's literature.
• excludes all liability for damages arising out of or in connection with your use of this website. This includes, without limitation, direct loss, loss of business or profits (whether or not the loss of such profits was foreseeable, arose in the normal course of things or you have advised this Company of the possibility of such potential loss), damage caused to your computer, computer software, systems and programs and the data thereon or any other direct or indirect, consequential and incidental damages.

This Company does not however exclude liability for death or personal injury caused by its negligence. The above exclusions and limitations apply only to the extent permitted by law. None of your statutory rights as a consumer are affected.

Payment

Cash or Personal Cheque with Bankers Card, all major Credit/Debit Cards, Bankers Draft or BACS Transfer are all acceptable methods of payment. Our Terms for payment are subject to individual companies and person(s) by prior agreement. All goods remain the property of the Company until paid for in full. Monies that remains outstanding by the due date will incur late payment interest at the rate of 2% above the prevailing Bank of England's base rate on the outstanding balance until such 7 time as the balance is paid in full and final settlement. We reserve the right to seek recovery of any monies remaining unpaid thirty days past the agreed payment date via collection Agencies and/or through the Small Claims Court in the event that the outstanding balance does not exceed £3000. In such circumstances, you shall be liable for any and all additional administrative and/or court costs.

Returned cheques will incur a £25 charge to cover banking fees and administrative costs. In an instance of a second Returned cheque, we reserve the right to terminate the arrangement and, if agreed to, we shall insist on future cash transactions only. Consequently, all bookings and/or transactions and agreements entered into will cease with immediate effect until such time as any and all outstanding monies are recovered in full.

International Shipments

Shipments made internationally (outside of the EU) may be liable for customs tax or import taxes when reaching the destination country. It is worth noting that we (Vital Parts Ltd) are not liable for these charges, taking steps beforehand to ensure the correct taxes and declarations are made when the item(s) leave our warehouse. Considerations should be made before your purchase, and should be checked if there are any concerns.

Cancellation Policy

Minimum 24 hours notice of cancellation required. Notification for instance, in person, via email, mobile phone 'text message' and/or fax, or any other means will be accepted subject to confirmation in writing. We reserve the right to levy a 30% charge to cover any subsequent administrative expenses.

Vital Parts accepts no responsibility for any costs incurred outside the agreed contractual services, without prior written approval.

Collection Policy

All orders purchased for collection must be collected within 14 days from the date of purchase. If your order is not collected within the 14 day period your order will be returned to stock and a 30% re-stocking fee is chargeable. If you need to delay your collection, or have decided to make a payment to cover postage costs, then you can do so by getting in touch with us via Live Chat or through our phone lines.

Termination of Agreements and Refund Policy

Both the Client and ourselves have the right to terminate any Services Agreement for any reason, including the ending of services that are already underway. No refunds shall be offered, where a Service is deemed to have begun and is, for all intents and purposes, underway. Any monies that have been paid to us which constitute payment in respect of the provision of unused Services, shall be refunded.

Any goods received shall be deemed suitable unless written notification is given within 48 hours of receipt.

Availability

Unless otherwise stated, the services featured on this website are only available within the United Kingdom, or in relation to postings from the United Kingdom. All advertising is intended solely for the United Kingdom market. You are solely responsible for evaluating the fitness for a particular purpose of any downloads, programs and text available through this site. Redistribution or republication of any part of this site or its content is prohibited, including such by framing or other similar or any other means, without the express written consent of the Company. The Company does not warrant that the service from this site will be uninterrupted, timely or error free, although it is provided to the best ability. By using this service you thereby indemnify this Company, its employees, agents and affiliates against any loss or damage, in whatever manner, howsoever caused.

Copyright Notice

Copyright and other relevant intellectual property rights exists on all text relating to the Company's services and the full content of this website.

Communication

We have several different e-mail addresses for different queries. These, & other contact information, can be found on our Contact Us page on our website or via Company literature or via the Company's stated telephone, facsimile or mobile telephone numbers.

This company is registered in England and Wales, Number 08691889, registered office Unit 35 Coppertree, Maidstone, Kent, ME15 9RW

Force Majeure

Neither party shall be liable to the other for any failure to perform any obligation under any Agreement which is due to an event beyond the control of such party including but not limited to any Act of God, terrorism, war, Political insurgence, insurrection, riot, civil unrest, act of civil or military authority, uprising, earthquake, flood or any other natural or man made eventuality outside of our control, which causes the termination of an agreement or contract entered into, nor which could have been reasonably foreseen. Any Party affected by such event shall forthwith inform the other Party of the same and shall use all reasonable endeavours to comply with the terms and conditions of any Agreement contained herein.

Waiver

Failure of either Party to insist upon strict performance of any provision of this or any Agreement or the failure of either Party to exercise any right or remedy to which it, he or they are entitled hereunder shall not constitute a waiver thereof and shall not cause a diminution of the obligations under this or any Agreement. No waiver of any of the provisions of this or any Agreement shall be effective unless it is expressly stated to be such and signed by both Parties.

General

The laws of England and Wales govern these terms and conditions. By accessing this website AND/OR buying our products you consent to these terms and conditions and to the exclusive jurisdiction of the English courts in all disputes arising out of such access. If any of these terms are deemed invalid or unenforceable for any reason (including, but not limited to the exclusions and limitations set out above), then the invalid or unenforceable provision will be severed from these terms and the remaining terms will continue to apply. Failure of the Company to enforce any of the provisions set out in these Terms and Conditions and any Agreement, or failure to exercise any option to terminate, shall not be construed as waiver of such provisions and shall not affect the validity of these Terms and Conditions or of any Agreement or any part thereof, or the right thereafter to enforce each and every provision. These Terms and Conditions shall not be amended, modified, varied or supplemented except in writing and signed by duly authorised representatives of the Company.

Notification of Changes

The Company reserves the right to change these conditions from time to time as it sees fit and your continued use of the site will signify your acceptance of any adjustment to these terms. If there are any changes to our privacy policy, we will announce that these changes have been made on our home page and on other key pages on our site. If there are any changes in how we use our site customers' Personally Identifiable Information, notification by e-mail or postal mail will be made to those affected by this change. Any changes to our privacy policy will be posted on our web site 30 days prior to these changes taking place. You are therefore advised to re-read this statement on a regular basis

These terms and conditions form part of the Agreement between the Client and ourselves. Your accessing of this website and/or undertaking of an order or Agreement indicates your understanding, agreement to and acceptance, of the Disclaimer Notice and the full Terms and Conditions contained herein. Your statutory Consumer Rights are unaffected.

Vital Parts is proud to be able to offer customers a free sampling service which allows them to confirm the suitability of product sizing/performance before purchase. Samples can be requested using the website sample request form, which can be reached by clicking the blue "sample" button on a product page. Business account holders can also request samples directly from their account handler.

As this service is operated at a cost to our business, it is subject to a few criteria which must be met during our sample request review process:

1. All sample requests must be part of a genuine customer project.
2. All required customer details must be supplied, including email address and phone number. If any details are incorrect or not supplied, the sample request may not be completed.
3. Each request will be verified by a member of our sales team by telephone. This is done to collect more information regarding the project, to help us to provide better assistance and to prevent any abuse of the service.
4. Sample requests are processed alongside a quotation, this requires the submission of an accurate estimation of the required quantity and timeframe.

Please note that we reserve the right to decline sample requests at our own discretion.

For any issues or questions regarding this sample policy or samples in general then please contact a member of staff on 01233 713 581