1. Who we are
This notice explains how BalTraWed UK Limited, trading as Podkovan ("we", "us"), uses personal data. We are the data controller for personal data collected through podkovan.com, our trade account and sample request forms, and in the course of our business.
| Company | BalTraWed UK Limited, company no. 16388604, registered in England & Wales |
|---|---|
| Registered office | 167–169 Great Portland Street, 5th Floor, London W1W 5PF |
| Correspondence address | The Foundry, 77 Fulham Palace Road, London W6 8JA |
| Privacy contact | contact@podkovan.com |
We sell to businesses. Most of the personal data we hold is about the people who work for our trade customers, suppliers and prospects.
2. The personal data we collect
When you use our forms
- Trade account applications: your name, job title, business email and phone number; your business's name, address, company and VAT numbers, premises licence and AWRS details; the names of directors, partners or owners; accounts and delivery contacts; and anything else you include in the application.
- Contact form ("Send us a message"): your name, business, email, phone number and message. This form is provided by HubSpot, our customer relationship management system, and what you submit is stored there.
- Sample requests and enquiries: your name, business name, contact details, delivery address and the details of your request.
When you become a customer
- Order, delivery, invoice and payment records, and our correspondence with you.
- For credit accounts, the results of credit checks on the business and, where relevant, its directors, partners, owners or guarantors.
When you visit the website
- Our hosting provider keeps standard server logs (IP address, browser type, pages requested and the time of the request) for security and to keep the site running.
- When you confirm you are 18 or over, your browser stores a small record of that choice for 30 days (see section 7).
3. How we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Assessing and opening trade accounts, taking and delivering orders, invoicing and collecting payment | Taking steps to enter into, and performing, a contract with you or your business; our legitimate interests in running our business |
| Credit checks and managing credit limits | Our legitimate interests in managing credit risk |
| Responding to enquiries and sample requests | Our legitimate interests in responding to and developing trade relationships |
| Checking licences and AWRS status, and meeting excise, tax and accounting rules | Legal obligation |
| Sending trade news, price lists and offers to business contacts | Our legitimate interests in marketing to business customers. You can opt out at any time. |
| Keeping the website secure and working | Our legitimate interests |
4. Who we share it with
We do not sell personal data. We share it only where needed, with:
- Service providers who run our systems for us, including website hosting, our form-handling server, customer relationship management, order and stock management, accounting, email and online store providers;
- Logistics partners, including bonded warehouses, depots and carriers, so they can deliver your order;
- Credit reference agencies, for credit accounts;
- Banks and finance providers, including any finance provider to whom we assign or sell invoices, as described in our Trade Terms;
- Our professional advisers, such as accountants and lawyers; and
- HMRC, licensing authorities, the police or other public bodies where the law requires it.
5. International transfers
Some of our service providers store data outside the UK. Where they do, we make sure the transfer is protected, for example by a UK adequacy decision or the UK International Data Transfer Agreement or Addendum.
6. How long we keep it
- Customer, order and invoice records: six years after the end of the financial year they relate to, as required for tax and accounting.
- Unsuccessful trade account applications and sample requests: up to two years.
- Marketing contacts: until you opt out, or after two years without contact.
- Server logs: kept by our host for a short period, normally no more than 90 days.
7. Cookies and similar technology
The website does not use advertising cookies. The contact form on our Contact page is provided by HubSpot, which may set its own cookies when the form loads, to deliver the form, prevent spam and link your enquiry to our records; see HubSpot's cookie policy.
When you confirm you are 18 or over, the site stores that answer in your browser (in local storage, with a cookie as a back-up) so you are not asked again for 30 days. This is needed for the site to work as intended and does not identify you. Our trade store, which is run on a separate platform, has its own cookie notice.
If we add analytics or other non-essential cookies in future, we will ask for your consent first and update this notice.
8. Your rights
You have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct data that is wrong or incomplete;
- ask us to delete your data, or restrict how we use it;
- object to our use of your data based on legitimate interests, and to direct marketing at any time;
- ask us to transfer data you gave us to another organisation.
To use any of these rights, email contact@podkovan.com. We will respond within one month. Some rights are limited by law, for example where we must keep records for tax purposes.
9. Complaints
If you are unhappy with how we have handled your data, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
10. Changes to this notice
We may update this notice from time to time. The version and date at the top of the page show when it last changed.