Privacy Policy

Introduction

Planex Solutions (“we”, “our”, “us”, or “the Company”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit our website (www.planexsolutions.co.uk), contact us, or use our services.

We act as a data controller regarding the personal information we process in connection with our website and services. If you have any questions about this Privacy Policy or our data practices, please contact us using the details provided at the end of this document.

Information We May Collect From You

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

Information you provide to us:

Contact information including name, email address, postal address, telephone number, and company details
Communication information including your correspondence with us and any feedback you provide
Transaction information including details of services you have purchased from us
Marketing preferences regarding the communications you wish to receive from us
Survey responses and feedback you provide about our services

Information we collect automatically:

Technical information including IP address, browser type and version, operating system
Usage data including page views, traffic data, location data, and other communication data
Information collected through cookies and similar technologies as detailed in our Cookie Policy

Information we receive from third parties:

Information from business partners, contractors, and other service providers
Information from analytics providers and search engines
Publicly available information from sources such as Companies House

How We Use Your Information

We use your personal information for the following purposes and on the following legal bases:

To perform our contract with you:

Processing and fulfilling your orders for our commercial flooring services
Managing payments, fees, and charges
Collecting payments and debt recovery
Providing customer support related to our services

For our legitimate interests:

Improving and personalising our website and services
Conducting business analytics to enhance our offerings
Managing our relationship with you including notifying you about changes to our services
Protecting our business against fraud and other illegal activities
Managing our business operations and IT infrastructure

With your consent:

Sending you marketing communications about our products and services
Gathering your feedback through surveys and testimonials
Using cookies that are not strictly necessary for the functioning of the website

To comply with legal obligations:

Maintaining business records as required by tax and company law
Responding to requests from law enforcement or regulatory bodies
Complying with health and safety regulations

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.

Marketing Communications

We may use your personal information to send you updates about our services, industry news, and promotions that we think may be of interest to you. You have the right to opt out of receiving marketing communications at any time by:

Clicking the “unsubscribe” link in any marketing email we send
Contacting us using the details provided at the end of this policy
Adjusting your communication preferences on our website (where available)

We will get your express opt-in consent before sharing your personal data with any third party for marketing purposes.

Disclosure of Your Information

We may share your personal information with the following categories of recipients:

Service providers:

Contractors who provide installation services on our behalf
IT service providers who support our business systems
Professional advisers including lawyers, accountants, and insurers

Business partners:

Flooring manufacturers and suppliers
Payment processing providers

Other third parties:

In connection with a business transfer, merger, or acquisition
To comply with legal obligations, enforce our terms and conditions, or protect our rights
To public authorities where we are required to do so by law

We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International Transfers

We primarily store and process your data within the United Kingdom (UK) and European Economic Area (EEA). However, some of our service providers may be based outside the UK/EEA, which means your data may be transferred outside these regions.

Whenever we transfer your personal information out of the UK/EEA, we ensure a similar degree of protection is afforded to it by implementing appropriate safeguards, including:

Transferring to countries that have been deemed to provide an adequate level of protection by the UK or European Commission
Using specific contracts approved by the UK or European Commission that give personal data the same protection it has in the UK/EEA
Implementing additional safeguards where transfers are made to countries without adequate protection

Data Security

We have implemented appropriate security measures to prevent your personal information from being accidentally lost, used, accessed, altered, or disclosed in an unauthorised way. These measures include:

Limiting access to your personal information to employees, agents, contractors, and other third parties who have a business need to know
Implementing procedures for dealing with suspected data breaches
Using encryption where appropriate
Conducting regular security assessments

Data Retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider:

The amount, nature, and sensitivity of the personal information
The potential risk of harm from unauthorised use or disclosure of your personal information
The purposes for which we process your personal information and whether we can achieve those purposes through other means
The applicable legal requirements

In some circumstances, we may anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your Legal Rights

Under certain circumstances, you have the following rights under data protection laws in relation to your personal information:

Access: Request access to your personal information
Correction: Request correction of your personal information
Erasure: Request erasure of your personal information
Restriction: Request restriction of processing of your personal information
Transfer: Request the transfer of your personal information
Objection: Object to processing of your personal information
Automated decision-making: Object to automated decision-making, including profiling

You will not have to pay a fee to access your personal information or to exercise any of the other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Cookies

Our website uses cookies and similar technologies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy.

Changes to Our Privacy Policy

We may update this Privacy Policy from time to time in response to changing legal, technical, or business developments. When we update our Privacy Policy, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

You can see when this Privacy Policy was last updated by checking the “last updated” date displayed at the end of this Privacy Policy.

How to Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

Email: office@planexsolutions.co.uk
Telephone: + 020 3286 8955

Making a Complaint

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Last Updated: May 2025