1. Who We Are

Idexa is a trading division of UKLS Holdings Limited, a company registered in England and Wales.

For the purposes of applicable data protection legislation, UKLS Holdings Limited is the data controller responsible for the personal information described in this policy, provided it determines the purposes and means of that processing.

2. Information We Collect

We may collect and process the following categories of personal information:

Personal & Contact Information

• Full name
• Company name
• Billing and delivery addresses
• Email address
• Telephone number

Order & Transaction Information

• Products purchased
• Order history and transaction references
• Payment status and refund information
• Delivery and tracking information
• Customer service and warranty records

Account Information

• Customer account details
• Login credentials stored in protected form
• Saved preferences
• Previous orders

Technical & Website Information

• IP address
• Browser type and device information
• Website activity and navigation data
• Cookie preferences
• Security and diagnostic information

Communications

We may retain information provided through email, telephone, website contact forms or other communications with our team.

3. How We Use Your Information

We use personal information where necessary to operate our business and provide our products and services.

This may include:

• Processing and fulfilling orders
• Managing payments, refunds and invoices
• Arranging deliveries and tracking shipments
• Responding to customer enquiries
• Providing technical and product support
• Administering warranties and returns
• Maintaining customer accounts
• Preventing fraud and protecting website security
• Maintaining financial and accounting records
• Improving website performance and customer experience
• Sending relevant marketing communications where legally permitted
• Complying with legal and regulatory obligations

We do not sell your personal information to third parties for their independent marketing purposes.

4. Legal Basis for Processing

Under UK data protection legislation, we rely on one or more of the following lawful bases:

Performance of a Contract

Where processing is necessary to fulfil orders, arrange deliveries, manage payments or provide requested services.

Legal Obligation

Where information must be processed or retained to comply with applicable tax, accounting, consumer protection or other legal requirements.

Legitimate Interests

Where processing is reasonably necessary for our business operations, including responding to enquiries, maintaining website security, preventing fraud and improving our services, provided those interests are not overridden by individuals' rights.

Consent

Where consent is required, including for certain marketing communications and non-essential cookies or tracking technologies.

Where we rely on consent, you may withdraw it at any time.

5. Payment Processing

Payments made through our website may be processed securely through Trust Payments or another authorised payment service provider.

When you make a purchase, relevant payment and transaction information may be shared with the payment provider to:

• Authorise and process payments
• Verify transactions
• Prevent fraudulent activity
• Process refunds
• Comply with applicable financial regulations

We do not intend to store full payment card numbers or card security codes on our own website systems.

Payment providers may process certain information under their own privacy notices and applicable contractual arrangements.

6. Sharing Your Information

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

These may include:

• Payment processing providers
• Delivery and courier companies
• Website hosting providers
• E-commerce and order management platforms
• IT and technical support providers
• Accounting and professional advisers
• Manufacturers, distributors and warranty service providers
• Regulatory authorities where legally required

We only share information reasonably necessary for the relevant purpose and use appropriate safeguards where required.

Some third parties may act as independent data controllers rather than data processors.

7. Cookies & Website Analytics

Our website may use cookies and similar technologies to improve functionality, security and user experience.

These may include:

Essential Cookies

Required for website operation, shopping basket functionality, checkout, account access and security.

Performance & Analytics Cookies

Used, where enabled, to understand how visitors interact with our website and identify areas for improvement.

Marketing Cookies

Used, where enabled, to measure advertising performance and deliver relevant advertising.

Where required by law, we will obtain your consent before placing or accessing non-essential cookies or similar technologies.

You can manage your cookie preferences through the controls provided on our website.

For further information, please refer to our Cookie Policy.

8. Marketing Communications

Where permitted by law, we may contact customers and business contacts with information about relevant products, services, promotions and business developments.

This may include information relating to Zebra printers, barcode scanners, mobile computers, labels, ribbons and associated technology.

We will obtain consent where required and comply with applicable direct marketing rules.

You may opt out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly.

We will respect objections to the use of personal information for direct marketing.

9. How Long We Retain Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, accounting, contractual and regulatory requirements.

Retention periods vary depending on the information concerned.

For example:

• Financial and transaction records may be retained for periods required by tax and accounting legislation.
• Customer account information may be retained while an account remains active and for an appropriate period afterwards.
• Customer support and warranty records may be retained where necessary to resolve enquiries, administer warranties or manage disputes.
• Marketing records may be retained while there is a valid lawful basis and an ongoing business need.

We periodically review retained information and securely delete or anonymise it when no longer required.

10. Data Security

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

These measures may include:

• Secure website connections
• Access controls and restricted permissions
• Protected customer account credentials
• Website and system security updates
• Appropriate payment processing arrangements
• Secure storage and handling procedures

While no online system can guarantee absolute security, we take reasonable steps to safeguard the information entrusted to us.

11. International Data Transfers

Some of our technology providers, hosting services or other suppliers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate lawful transfer mechanism and any required safeguards are in place.

12. Your Data Protection Rights

Under applicable UK data protection legislation, you may have the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of personal information in certain circumstances
• Request restriction of processing
• Object to certain processing activities
• Request data portability where applicable
• Withdraw consent where processing relies on consent
• Exercise applicable rights relating to automated decision-making

These rights are subject to relevant legal conditions and exceptions.

To exercise any of your rights, please contact us using the details provided below.

We will respond within the timescales required by applicable law, normally within one month.

13. Third-Party Websites

Our website may contain links to third-party websites, including manufacturers, payment providers and technical support resources.

We are not responsible for the privacy practices or content of independent third-party websites.

We recommend reviewing their privacy policies before providing personal information.

14. Children's Privacy

Our website is primarily intended for businesses and individuals purchasing professional technology products.

We do not knowingly seek to collect personal information from children for marketing purposes.

If we become aware that personal information has been collected inappropriately, we will take suitable action.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, business operations or legal obligations.

Any updates will be published on this page with a revised date.

We encourage visitors to review this policy periodically.

16. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact:

17. Complaints

If you have concerns about how we handle your personal information, please contact us so that we can investigate and address the matter.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.