Privacy Policy

Privacy Policy

Richmond Paper Supply Company (Liverpool) Ltd
Effective Date: 18th September 2025

1. Who We Are

Richmond Paper Supply Company (Liverpool) Ltd (“we”, “us”, “our”) is a company registered in England and Wales.

• Trading Address: 1–3 Forge Street, Bootle, Liverpool, L20 8JG
• Registered Office Address (for official correspondence only): c/o Lerman Quaile, 1 Mortimer Street, Birkenhead, CH41 5EU

We are the Data Controller for the purposes of UK data protection law. This means we determine how and why your personal information is used.

2. Information We Collect

We may collect and process the following personal data when you use our website, place an order, or contact us:

• Identity & Contact Data: Name, business name, billing/delivery addresses, telephone number, email address.
• Account Data: Login credentials, order history, saved shopping lists.
• Payment Data: Payment method details (processed securely by our payment service provider – we do not store card details).
• Order & Delivery Data: Items purchased, order value, delivery address, delivery notes.
• Communication Data: Records of calls, emails, or online enquiries.
• Technical Data: IP address, browser type, device information, operating system.
• Usage Data: Pages visited, time on site, referring website, interactions with features (via cookies and analytics).

3. How We Use Your Data

We use your personal data for the following purposes:

• To process and deliver your orders (including payment processing, invoicing, and arranging deliveries through our own fleet or third-party couriers such as DPD or pallet networks).
• To manage your account (including order history, saved details, and pricing tiers where applicable).
• To communicate with you about your orders, deliveries, returns, and enquiries.
• To provide customer support and resolve issues.
• To meet our legal obligations, including tax and accounting requirements.
• To improve our website and services, including monitoring site performance and using analytics to understand customer behaviour.
• For marketing purposes, where you have given consent (e.g. newsletters, promotions).

4. Legal Bases for Processing

We rely on the following legal bases under UK GDPR:

• Contractual necessity – to fulfil orders and provide services.
• Legal obligation – to comply with UK law (e.g. tax, accounting).
• Legitimate interests – e.g. to improve our website, maintain security, record calls for training/sales, and manage customer relationships.
• Consent – for electronic marketing communications and certain cookie uses.

5. Sharing Your Data

We may share your data with:

• Delivery partners and couriers (e.g. DPD, The Pallet Network) to fulfil deliveries.
• Payment processors (e.g. Stripe, PayPal, or bank transfer providers).
• IT and hosting providers (including website hosting, WooCommerce, Sage 200 integration, CRM or email providers).
• Professional advisors (accountants, legal advisors, auditors).
• Authorities where required by law (e.g. HMRC).

We do not sell your data to third parties.

6. Cookies & Analytics

Our website uses cookies and similar technologies to:

• Enable essential site functionality (e.g. basket, checkout).
• Remember your preferences and login details.
• Collect anonymous statistics about site use via Google Analytics, with IP anonymisation enabled so that your full IP address is not stored.

You will be asked to give consent to non-essential cookies on your first visit. You can change your preferences at any time in your browser settings.

7. Data Retention

We keep your personal data only as long as necessary:

• Order and invoicing records: 6 years (legal requirement).
• Customer account details: while your account is active, and up to 2 years after inactivity.
• Marketing data: until you withdraw consent or unsubscribe.
• Call recordings: typically 6–12 months unless needed longer for training or dispute resolution.

8. Your Rights

Under UK GDPR, you have the following rights:

• Access – request a copy of the data we hold about you.
• Rectification – request correction of inaccurate or incomplete data.
• Erasure – request deletion of your data (subject to legal obligations).
• Restriction – request limited use of your data.
• Data portability – request transfer of your data to another provider.
• Object – object to processing based on legitimate interests or direct marketing.
• Withdraw consent – where processing relies on your consent.

To exercise your rights, contact us at the details below. You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.

9. Security

We take appropriate measures to protect your personal data, including secure servers, encrypted connections (SSL), access controls, and staff training.

10. International Transfers

We generally store and process data in the UK. If data is transferred outside the UK (e.g. by our service providers), we ensure adequate safeguards are in place (such as the UK Addendum to EU Standard Contractual Clauses).

11. Updates

We may update this policy from time to time. The latest version will always be published on our website with the date shown at the top.

12. Legal & Contact Information

Richmond Paper Supply Company (Liverpool) Ltd

• Trading Address: 1–3 Forge Street, Bootle, Liverpool, L20 8JG
• Registered Office Address (for official correspondence only): c/o Lerman Quaile, 1 Mortimer Street, Birkenhead, CH41 5EU
• Company Registration Number: 00572995
• VAT Number: GB164950251
• Telephone: 0151 933 1000
• Email: [email protected]