Privacy Policy

1. Who we are

This Privacy Policy explains how RC Aquatics Ltd collects, uses, stores and protects your personal data when you visit rcaquatics.com or submit an enquiry through our contact form.

RC Aquatics Ltd is the data controller for the personal data collected through this website. We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the EU General Data Protection Regulation (EU GDPR) where applicable.

2. What data we collect

Contact form submissions

When you submit a consultation request through our website, we collect:

• Your name and company name
• Your email address and phone number
• Your business type and current website URL
• Your product categories, stock data format and approximate product count
• Your main requirements and any message you provide
• Any stock file or data sample you choose to upload

Automatically collected data

When you visit our website, we automatically collect certain technical data including your IP address, browser type, operating system, pages visited, time spent on pages and referring URLs. This data is collected via Google Analytics and is used to understand how visitors use our website.

3. How we use your data

We use the personal data you provide to:

• Respond to your consultation request and communicate with you about your enquiry
• Assess the commercial opportunity your enquiry presents and prepare recommendations
• Send you a confirmation of your enquiry submission
• Improve our website and services based on usage data

We do not use your data for automated decision-making or profiling. We do not use your contact details for marketing purposes without your explicit consent.

4. Legal basis for processing

We process your personal data on the following legal bases under UK GDPR and EU GDPR:

• Legitimate interests — to respond to your enquiry and assess the commercial opportunity you have described, which is the purpose for which you contacted us
• Consent — where you have explicitly agreed to be contacted by ticking the consent checkbox on our contact form
• Legal obligation — where we are required to process data to comply with applicable law

5. How we store your data

Contact form submissions are delivered by email to RC Aquatics Ltd team members and are not stored in a database or CRM system. Uploaded files are transmitted as email attachments and are not retained on our web server after transmission.

Email correspondence is stored within our email system (Zoho Mail) and is accessible only to authorised RC Aquatics Ltd personnel.

Website usage data is stored by Google Analytics in accordance with Google's own data retention policies.

6. How long we keep your data

• Enquiry emails and correspondence are retained for up to 3 years or until the business relationship concludes, whichever is longer
• Google Analytics data is retained in accordance with the retention period set in our Google Analytics account (default 26 months)

7. Who we share your data with

We do not sell, rent or trade your personal data to third parties. We share data only with the following service providers who process data on our behalf:

• Brevo (Sendinblue SA) — email delivery service used to transmit contact form submissions. Brevo processes data in accordance with EU GDPR.
• Zoho Corporation — email platform used to receive and manage enquiry emails
• Google LLC — Google Analytics, used to analyse website traffic. Data may be transferred to the United States under appropriate safeguards
• Hetzner Online GmbH — web hosting provider. Servers are located in the European Union

All third-party service providers are contractually required to handle your data securely and only for the purposes we specify.

8. International data transfers

Some of our service providers may transfer data outside the UK and EU. Where this occurs, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the UK Information Commissioner's Office and the European Commission.

9. Your rights

Under UK GDPR and EU GDPR, you have the following rights regarding your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your personal data in certain circumstances
• Right to restrict processing — to request that we limit how we use your data
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, to withdraw it at any time

To exercise any of these rights, please contact us at hello@rcaquatics.com. We will respond within one calendar month.

10. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the relevant supervisory authority:

• UK: Information Commissioner's Office (ICO) — ico.org.uk
• EU: The data protection authority in your EU member state

We would, however, appreciate the opportunity to address your concerns before you contact a supervisory authority. Please contact us first at hello@rcaquatics.com.

11. Cookies

Our website uses cookies. For full details of the cookies we use and how to manage them, please see our Cookie Policy.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

13. Contact us