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Privacy Policy

Rivertrace Ltd & Rivertrace Engineering Ltd (“We”) are committed to complying with the General Data Protection Regulation and the Data Protection Act 2018, once enacted.

We follow the 6 Data Protection Principles given in the GDPR;

  1. Lawfulness, fairness and transparency
  2. Purpose limitations
  3. Data minimisation
  4. Accuracy
  5. Storage limitations
  6. Integrity and confidentiality

Looking after the personal information you share with us is very important, and we want you to be confident that your personal data is kept safely and securely and to understand how we use it.

We have published this notice to help you understand

  • how and why we collect information from you;
  • who we share your information with, why and on what basis; and
  • what your rights are.

If we make changes to this notice we will notify you by updating it on our website. Rivertrace will be what is known as the ‘Data Controller’ of the personal data you provide to us, and we will sometimes refer to ourselves in this notice as “we” or “us”. By Data Controller, this means Rivertrace determines the purposes and way in which any personal data are, or will be, processed.

Should you need to contact us please write to:
Data Protection, Rivertrace Ltd, Unit P Kingsfield Business Centre, Philanthropic Road, Redhill, Surrey, RH1 4DP
or via dataprotection@rivertrace.com quoting ‘Security and Privacy Enquiry’.

What information we collect and why?

We collect information about you when you make an enquiry with us or place an order for products and services. We also collect information when you voluntarily complete surveys and provide feedback. The types of information we collect includes;

  • full name
  • company name
  • address (and delivery addresses)
  • contact numbers, and
  • email address.

If you are an existing customer and have paid using a credit or debit card, or we have taken these details for a payment authorisation, we do not store this payment card information.

When you apply for a credit account, we get information about you from credit reference agencies. This is covered in more detail in the section, who we share your information with and why.

How do we use your information?

We collect information about you to process your orders, manage your account and, if you agree, email you about other products and services that may be of interest to you.

Data Protection says that we are allowed to use and share your personal data only where we have a proper reason to do so. The law says we must have one or more of these reasons and these are:

  • Contract – your personal information is processed in order to fulfil a contractual arrangement e.g. in order to process your order.
  • Consent – where you agree to us using your information in this way e.g. for storing your payment card details.
  • Legitimate Interests – this means the interests of Rivertrace in managing our business to allow us to provide you with the best products and service in the most secure and appropriate way e.g. to transfer your data to certain Third Party’s such as delivery partners.
  • Legal Obligation – where there is statutory or other legal requirement to share the information e.g. when we have to share your information for law enforcement purposes.

Here is a list of some of the ways that we may use your personal information, and which of the reasons described above we rely on to do so. Where we list legitimate interests as a reason, we also describe below what we believe these legitimate interests are.

What We Use Your Personal Information For Our Reasons (Legal Basis) Our Explanation of Rivertrace’s Legitimate Interests
Set up your credit account Legitimate interest Process efficiency in dealing with such activity.
Process your orders Fulfilling a contract N/A
Notify you of your order status. Legitimate interests Process efficiency in dealing with such activity, and to make improvements to our services.
Manage your account/ provide customer services to you. Legal obligation/ Legitimate interests (depending on nature of services) Keeping our records up to date, handling our customer contact efficiently and effectively, working out which of our products and services may interest you and telling you about them.
Marketing communications to inform you of new products and services. Legitimate interests Developing products & services that attract and retain customers.
Notifying you about enhancements to our services, such as changes to the website and new services that may be of interest to you. Legitimate interests Developing products & services that attract and retain customers.
Contact you to undertake customer satisfaction surveys, invite you to provide product reviews or for market research. Legitimate interests Developing products & services that attract and retain customers
Maintaining network and data security Legitimate interests To maintain the security of our network this in turns helps us to maintain the safety and confidentiality of your information.

Who we share your information with and why

Rivertrace works with a number of trusted suppliers, agents and businesses in order to provide you the high-quality goods and services you expect from us. These include delivery companies, credit reference agencies and service agents.

Some examples of the categories of third parties with whom we share your data are:

Rivertrace uses a number of trusted agents who supply products and services on our behalf. Agents will only hold the minimum amount of personal information needed in order to fulfil the orders you place or provide a service on our behalf.

Delivery Partners
In order for you to receive your goods, we work with a number of delivery partners. Again, we only pass limited information to them in order to ensure delivery of your items.

IT Companies
Rivertrace uses several companies who support our website and other business systems.

Payment processing
Rivertrace works with a trusted third-party payment processing provider in order to securely take and manage payments.

Credit Reference Agencies 
When you apply for credit with us we will make searches about you with credit reference agencies. We do this to make sure customers who apply for credit accounts are able to manage the level of credit offered and not committing fraud by providing false or inaccurate information.


Rivertrace Ltd is committed to protecting and respecting your privacy, and we’ll only use your personal information to administer your account and to provide the products and services you requested from us. From time to time, we would like to contact you about our products and services, as well as other content that may be of interest to you. You can unsubscribe from these communications at any time.

Surveys and Feedback

From time-to-time our site requests information from users via surveys or feedback forms. Participation in these surveys or user feedback is completely voluntary and the user therefore has a choice whether or not to disclose this information. Information requested may include satisfaction information (such as name, company, use of the product and your views on the product), and demographic information (such as post code, age bracket). Feedback information may be published on the site as a review. Survey information will be used for purposes of monitoring or improving the use and satisfaction of this site.

Access to your information and correction

You have the right to request a copy of the information that we hold about you (Data Subject Rights);

Right of access –to request access to your personal information and information about how we process it

Right to rectification –to have your personal information corrected if it is inaccurate and to have incomplete personal information completed

Right to erasure (also known as the Right to be Forgotten) – to have your personal information erased.

Right to restriction of processing – to restrict processing of your personal information

Right to data portability – to electronically move, copy or transfer your personal information in a standard form

Right to object – to object to processing of your personal information

If you would like a copy of some or all of your personal information please write or email quoting ‘Subject Data Request’. We may make a small charge for this service.

Write: Data protection, Rivertrace Ltd, Unit P Kingsfield Business Centre, Philanthropic Road, Redhill, Surrey, RH1 4DP

Email: dataprotection@rivertrace.com

How long we keep your information

If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws.

Cookie Notice

The Rivertrace website uses “cookies”. Cookies are small pieces of information which are sent by a website to your web browser and remain on your computer until they are deleted. You agree to our use of cookies and/or any other data tracking or gathering technologies we employ in the future. If you do not wish to receive such cookies from us, please adjust your browser’s settings accordingly. Please note however that this may restrict your use of the Rivertrace Ltd website.


This website takes every precaution to protect our users’ information. When users submit sensitive information via the website, your information is protected both online and off-line.

We do not ask for sensitive information such as credit card numbers online.

We do everything in our power to protect user-information off-line. All of our users’ information, not just the sensitive information mentioned above, is restricted in our offices. Only employees who need the information to perform a specific job (for example, Technical or Customer Services) are granted access to personally identifiable information.

If you have any questions about the security of our website, please email dataprotection@rivertrace.com.

Notification of Changes

If we decide to change our privacy policy, we will post those changes on this page so our users are always aware of what information we collect, how we use it, and under circumstances, if any, we disclose it. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify users by way of an email. Users will have a choice as to whether or not we use their information in this different manner. We will use information in accordance with the privacy policy under which the information was collected.

This privacy notice was last updated on 22ndMay 2018.

Opting Out

If you do not wish to continue to receive correspondence from ourselves, including news and updates, please send an email to dataprotection@rivertrace.com quoting ‘opt-out’ in the title.