Privacy Notice

1. Who we are

Barnvale Engineering & Supply Company Limited (“Barnvale”, “we”, “us” or “our”) is the controller responsible for the personal information described in this notice.

Registered company name: Barnvale Engineering & Supply Company Limited
Company number: 03927344
Registered office:

14 Creekmouth Industrial Estate
57 River Road
Barking
Essex
IG11 0DA

Telephone: 020 8591 9588
Email: sales@barnvale.co.uk

This notice explains how we collect, use, store and share personal information when you visit our website, contact us or do business with us.

2. Personal information we collect

Depending on your relationship with Barnvale, we may collect:

• Your name, job title and company.
• Your business or personal email address, telephone number and postal address.
• Details of enquiries, quotations, orders, deliveries and collections.
• Project names, site details and delivery addresses.
• Drawings, specifications, schedules, product lists and other files you send to us.
• Information relating to products, engineering support or technical documentation requested.
• Purchase order, invoicing, payment and account information.
• Records of emails, telephone calls and other correspondence.
• Supplier and contractor contact information.
• Your cookie preferences.
• Technical website information such as your IP address, browser, device type, operating system, referring page and the pages you visit.

Please avoid sending personal information that is not relevant to your enquiry or project.

3. How we collect your information

We may collect information:

• When you complete a form on our website.
• When you contact us by email, telephone or post.
• When you request a quotation, place an order or open an account.
• When you send us drawings, schedules or technical information.
• During delivery, collection or other project communications.
• From your employer, colleague, contractor, consultant or another organisation involved in a project.
• Automatically through essential website technology, server logs and any cookies you have accepted.

4. How we use your information

Enquiries, quotations and technical support

We use your information to:

• Respond to enquiries.
• Prepare quotations.
• Discuss product requirements.
• Review drawings, schedules and specifications.
• Provide technical information or engineering support.
• Communicate about potential projects.

Our lawful basis is taking steps at your request before entering a contract, where applicable, and our legitimate interests in responding to business enquiries and developing customer relationships.

Orders and customer accounts

We use your information to:

• Process and manage orders.
• Arrange manufacturing, supply, delivery or collection.
• Manage customer and supplier accounts.
• Communicate about availability, production and project requirements.
• Issue invoices and process payments.
• Deal with returns, queries or complaints.

Our lawful basis is performance of a contract where you are personally a party to it. Where the contract is with your employer or another organisation, we rely on our legitimate interests in managing that business relationship.

Drawings and project documentation

We may use drawings, specifications, schedules and other project files to:

• Understand the products or support arrangements required.
• Prepare quotations.
• Provide agreed technical assistance.
• Undertake agreed bracketry calculations, design or detailing work.
• Manufacture or supply the agreed products.
• Maintain appropriate project and order records.

We will only use this information for relevant commercial, technical and record-keeping purposes.

Financial and legal records

We use personal information contained in purchase orders, invoices, accounts and transaction records to meet our accounting, taxation and other legal obligations.

Our lawful basis is compliance with a legal obligation.

Website security and administration

We may process technical information to:

• Operate and secure our website.
• Diagnose technical problems.
• Prevent fraud, misuse and malicious activity.
• Maintain records of cookie choices.
• Understand and improve website performance where permitted.

Our lawful basis is our legitimate interests in maintaining a secure and effective website. Where non-essential cookies or analytics require consent, we rely on your consent.

Establishing or defending legal claims

We may retain and use relevant information where necessary to establish, exercise or defend legal rights.

Our lawful basis is our legitimate interests in protecting Barnvale and dealing with disputes or legal claims.

Barnvale should document the lawful bases it relies on and ensure they reflect its actual processing. Consent is only one possible lawful basis and is not automatically required for ordinary business enquiries.

5. Who we share information with

Where necessary, we may share relevant information with:

• Website hosting, IT, email and form-service providers.
• Accountants, auditors, insurers and professional advisers.
• Payment and banking providers.
• Couriers, haulage companies and delivery providers.
• Suppliers, manufacturers or subcontractors involved in fulfilling a requirement.
• Companies providing software, document storage or business administration services.
• Public authorities, regulators, courts or law-enforcement bodies where disclosure is required or permitted by law.
• A purchaser, adviser or successor if Barnvale undergoes a business sale, restructuring or transfer.

We only share information where there is a legitimate reason to do so and limit the information shared to what is reasonably necessary.

We do not sell personal information.

6. International transfers

Some service providers may store or process information outside the United Kingdom.

Where personal information is transferred outside the UK, we will ensure that an appropriate legal mechanism is used. This may include UK adequacy regulations or contractual and organisational safeguards designed to protect the information.

UK data-protection law places specific requirements on restricted transfers to organisations outside the UK.

7. How long we retain information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected, including legal, accounting and dispute-resolution requirements.

Our normal retention periods are:

• Enquiries and quotations that do not proceed: Up to 24 months after the last meaningful contact.
• Customer orders, contracts and project records: Normally six years after the order or project is completed.
• Drawings, specifications and technical documentation: Normally retained with the relevant quotation, order or project record. Files relating to enquiries that do not proceed are normally retained for up to 24 months.
• Invoices, payments and accounting records: Normally six years, or longer where required by tax, accounting or legal obligations.
• Website security logs: Retained for a limited period appropriate to website security and incident investigation.
• Suppression and objection records: Retained for as long as necessary to ensure that a request not to contact someone continues to be respected.

Certain VAT and company tax records must generally be retained for six years.

Barnvale may retain information for longer where a dispute, investigation, warranty issue or legal obligation requires it.

8. Security

We use reasonable technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

Access is restricted to employees, advisers and service providers who need the information for legitimate business purposes.

No internet transmission or storage system can be guaranteed to be completely secure. Please take appropriate care when sending confidential or commercially sensitive files electronically.

9. Cookies and website analytics

Our website may use essential cookies required for functionality, security and recording privacy choices.

We may also use non-essential analytics or similar technologies to understand how visitors use the website. Where consent is legally required, these technologies should not be activated unless you have made a positive choice to accept them.

Further details should be provided in Barnvale’s separate Cookie Policy. ICO guidance states that consent for non-essential cookies must be informed and involve a clear positive action.

10. Google Maps

Our contact page may include an embedded Google Map.

When the map is loaded, Google may receive technical information including your IP address, browser and device details, request time, referring page and information about your interaction with the map. Google processes this information under its own privacy terms.

Google identifies embedded Google Maps as one of the services integrated into third-party websites and states that it may collect device identifiers, browser information, IP addresses and interaction data.

Where required, the map should only load after you have accepted the relevant cookies or selected a Load Google Map option. You should still be able to access Barnvale’s address and directions without loading the embedded map.

11. Marketing

We will not use a general website enquiry as consent to receive unrelated marketing.

Where Barnvale sends business-to-business communications about relevant products or services, it will only do so where permitted by applicable law. Every electronic marketing communication will provide an appropriate way to unsubscribe.

Where consent is relied upon, you may withdraw it at any time.

12. Your data-protection rights

Depending on the circumstances and the lawful basis used, you may have the right to:

• Ask for access to your personal information.
• Ask for inaccurate or incomplete information to be corrected.
• Ask for information to be deleted in certain circumstances.
• Ask us to restrict how information is used.
• Object to processing based on legitimate interests.
• Receive certain information in a portable format.
• Withdraw consent where processing is based on consent.
• Complain about how we use your information.

These rights are not absolute and may not apply in every situation. For example, Barnvale may need to retain information to meet a legal obligation or defend a legal claim.

To exercise a right, email sales@barnvale.co.uk with the subject line:

Data Protection Request

We may ask for information needed to verify your identity before responding.

13. Data-protection complaints

Please contact Barnvale first if you have concerns about how your personal information has been handled.

Email sales@barnvale.co.uk with the subject line:

Data Protection Complaint

Please explain:

• What you believe has happened.
• Which personal information is involved.
• What outcome you are seeking.
• Any relevant dates, emails or supporting details.

We will acknowledge a data-protection complaint within 30 days and respond without undue delay.

The Data (Use and Access) Act 2025 requires organisations to facilitate data-protection complaints, acknowledge them within 30 days and respond without undue delay.

You also have the right to complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

The ICO recommends giving the organisation an opportunity to resolve the concern before escalating it.

14. Third-party websites

Our website may contain links to websites operated by other organisations.

Barnvale is not responsible for the privacy practices or content of third-party websites. You should review the privacy information provided by the relevant organisation before submitting personal information.

15. Changes to this notice

We may update this notice where our services, website technology or legal obligations change.

The current version will be published on this page with its latest revision date. Where a change significantly affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals.

16. Contact us

Questions about this notice or Barnvale’s handling of personal information should be sent to:

Barnvale Engineering & Supply Company Limited
14 Creekmouth Industrial Estate
57 River Road
Barking
Essex
IG11 0DA

Email: sales@barnvale.co.uk
Telephone: 020 8591 9588