Privacy

Information we collect

We may collect personal information when you contact us, make an enquiry, request product or technical information, ask for a quotation, work with us as a customer or supplier, or otherwise communicate with Lightform.

This may include:

• your name;

• company and job title;

• email address;

• telephone number;

• business or postal address;

• details of your enquiry, project or requirements;

• correspondence between you and Lightform; and

• customer or supplier information where relevant.

When you use our website, we may also collect technical information such as:

• IP address;

• browser and device type;

• operating system;

• approximate geographical location;

• pages visited;

• how long you spend on the website;

• how you arrived at the website; and

• interactions with pages and website features.

Some of this information is collected through Squarespace Analytics and Google Analytics, subject to your cookie preferences.

How we use your information

We may use personal information to:

• respond to enquiries;

• provide product or technical information;

• prepare quotations and proposals;

• provide products and services;

• manage customer, supplier and professional relationships;

• communicate with you about projects or orders;

• provide technical and customer support;

• maintain business, accounting and administrative records;

• improve our website, products and services;

• understand how visitors use our website;

• protect our website, systems and business from misuse or security threats;

• comply with legal and regulatory obligations; and

• send relevant business communications where permitted by law.

We do not sell personal information to third parties.

Our lawful bases for processing

Depending on the circumstances, we process personal information on one or more of the following bases:

Contract
Where processing is necessary to take steps at your request before entering into a contract, or to fulfil a contract with you.

Legitimate interests
Where processing is reasonably necessary for our legitimate business interests, including responding to enquiries, managing customer and supplier relationships, developing our business, improving our website and services, and communicating with relevant business contacts.

We consider these interests against the rights and interests of the individuals concerned.

Consent
Where you have actively given us permission to use information for a particular purpose, including the use of non-essential analytics cookies.

You can withdraw consent at any time.

Legal obligation
Where we need to process information to comply with accounting, taxation, regulatory or other legal requirements.

Business and marketing communications

We may occasionally contact customers and relevant business contacts about Lightform products, services or information that we believe may be relevant to their work.

We will only do this where permitted by applicable law and will obtain consent where consent is required.

You can ask us to stop sending marketing communications at any time.

Sharing information

We may share personal information with trusted third parties where reasonably necessary to operate our business.

These may include:

• Squarespace, which hosts and operates our website;

• Google, through our use of Google Analytics;

• email and communications providers;

• IT and technology providers;

• accountants, legal advisers and other professional advisers;

• manufacturing, delivery or supply partners where necessary to fulfil an enquiry or order; and

• regulators, government bodies or law enforcement authorities where required by law.

Where third parties process information on our behalf, we take reasonable steps to ensure appropriate data protection arrangements are in place.

International data transfers

Some of the technology providers we use may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we use appropriate safeguards as required by UK data protection law. These may include transfers to countries recognised as providing adequate data protection or the use of approved contractual safeguards.

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

The length of time will depend on the type of information, our relationship with you and any legal, accounting or regulatory requirements that apply.

For example, information relating to contracts, purchases or financial transactions may need to be retained for longer than a general website enquiry.

When information is no longer required, we will delete it or anonymise it where appropriate.

Security

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure or alteration.

However, no website, electronic transmission or storage system can be guaranteed to be completely secure.

Automated decision-making

We do not use personal information collected through this website to make solely automated decisions that have legal or similarly significant effects on individuals.

Your rights

Depending on the circumstances, UK data protection law may give you the right to:

• request access to personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to delete personal information;

• ask us to restrict the way we use personal information;

• object to certain uses of your information;

• request the transfer of certain information;

• withdraw consent where we rely on consent; and

• object to the use of your personal information for direct marketing.

You have the right to object at any time to the use of your personal information for direct marketing.

To exercise your rights, contact us using the details above.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK regulator responsible for data protection.