Privacy Policy

EquipAxxess Limited is the data controller for the personal information described in this policy. We are registered in England and Wales and operate a global sourcing and procurement business from Bournemouth, United Kingdom.

You can contact us about anything in this policy using the details at the bottom of this page.

When you request a quote or place an order with us, we collect the information needed to provide the service: your name, company name, email address, telephone number, delivery or site address, and the details of the products and destination concerned.

For export and customs compliance we may also collect end-user or end-use information, and where a destination requires it, licence or certification details.

If you open a credit account we may collect credit reference information and account history. If you contact us by phone, email or through a form on this website, we keep a record of that correspondence.

We use your information to quote for and supply goods, to arrange inspection, packing and freight, to take payment and administer accounts, to meet export control and customs obligations, and to provide support while an order is in progress.

We also use it to maintain inspection and documentation records for consignments you have received and, where you have agreed, to send you occasional updates about products, markets and services.

We do not sell your personal information, and we do not share it for third-party marketing.

Where we process your information to perform a supply contract or to take steps at your request before entering one, our lawful basis is the performance of that contract.

Where we meet export control, sanctions or customs obligations, or maintain inspection and documentation records, our lawful basis is compliance with our legal obligations and our legitimate interest in trading lawfully and responsibly.

Where we send marketing communications, we rely on your consent or, for existing customers, on the soft opt-in permitted by law. You can withdraw that consent at any time.

We share information only where it is necessary to deliver the order: with our freight providers and overseas agents, with payment processors and our bank, with credit reference agencies where a credit account is opened, and with insurers and professional advisers where required.

We may also disclose information to the police, HMRC, customs authorities or other regulators where we are legally required to do so, or where disclosure is necessary in connection with an export control or sanctions check.

Where a supplier or sub-contractor processes information on our behalf, they do so under contract and only on our instructions.

Order, invoicing and payment records are retained for at least six years after the end of the financial year to which they relate, in line with tax and accounting requirements.

Inspection, dispatch and customs documentation is retained for the duration of your relationship with us and for a reasonable period afterwards, so that repeat orders are quicker and so that we can evidence compliance if a consignment is later investigated.

Marketing preferences are kept until you withdraw consent. Job application information is kept for the duration of the recruitment process and a short period afterwards.

We hold your information securely, with access limited to staff who need it to do their jobs. Electronic records are held on access-controlled systems, and paper records containing identity documents are stored securely and destroyed when no longer needed.

No system can be guaranteed completely secure. If we ever become aware of a breach affecting your rights and freedoms, we will notify you and the Information Commissioner's Office as required by law.

Under UK data protection law you have the right to be informed about how your information is used, to access a copy of it, to have inaccurate information corrected, and to have information erased where there is no good reason for us to keep it.

You also have the right to restrict or object to certain processing, to receive information you provided to us in a portable format, and to withdraw consent to marketing at any time.

To exercise any of these rights, contact us using the details below. We will respond within one month. If you are unhappy with how we have handled your request, you can complain to the Information Commissioner's Office at ico.org.uk.

This website uses only the cookies needed to make it work and to understand how it is used in aggregate. We do not use cookies to build advertising profiles of individual visitors.

Where a contact or quote form is submitted through this site, the information you enter is transmitted securely and used only to respond to your enquiry and to provide the service you have asked about.

We review this policy periodically and will update it here if our practices change. The version published on this page is the current one.

Requests about the information we hold are handled by the procurement team. Please include enough detail for us to identify your records — your name, company and the approximate dates of your orders.