Privacy Policy

Introduction

This Privacy Policy explains how FormSafe (“we”, “us”, or “our”) collects, uses, discloses, and protects personal data obtained through the FormSafe website and related services. As an EU-based company selling designer fire-extinguisher covers, we take data protection seriously and comply with applicable laws (e.g., GDPR, UK GDPR). By visiting or using our website, you agree to the practices described here.

1. Data Controller

FormSafe (the legal entity operating this website) is the data controller responsible for your personal data. If you need to update this policy with a registered company name or address, insert those details here. For questions or to exercise your rights, see the “Contact Us” section below.

2. Information We Collect

2.1 Information You Provide Directly

Contact & Account Details: When you fill out inquiry or order forms, we collect your name, company name, email address, phone number, billing/shipping address, and any information needed to process quotes or orders (e.g., RAL code, number of units).
Communications: If you email or chat with us, we may store the contents of those communications.
Newsletter/Marketing Signup: If you opt in, we collect your email address (and any additional preferences you provide) to send updates, promotions, or newsletters.

2.2 Information Collected Automatically

Usage Data & Analytics: We use cookies and similar tracking technologies (e.g., Google Analytics) to collect technical data (IP address, browser type, device, pages visited, time on site) to understand usage patterns and improve our site.
Cookies & Tracking: Some cookies are strictly necessary for website functionality (e.g., form submission), while others (analytics or marketing cookies) require your consent. You can manage cookie preferences via our cookie banner or browser settings.

2.3 Information from Third Parties

Payment Processors: For online payments (if offered), we rely on third-party payment providers (e.g., Stripe, PayPal). We do not store your full payment details; the processor handles card data under its own privacy/security regime.
Shipping & Logistics Partners: When you place an order, we share necessary shipping data (name, address, contact) with our chosen courier or freight forwarder. These partners process data solely for delivery purposes.

3. How We Use Your Data

We use your personal data for purposes including but not limited to:

Order Processing & Fulfillment: To prepare quotes, process orders, arrange shipping, handle returns or warranty support.
Communications: To respond to your inquiries, schedule demos or site visits, provide customer support, and send order confirmations or updates.
Marketing & Newsletters: If you opt in, to send product updates, promotions, and news about FormSafe. You can unsubscribe at any time.
Website Improvement & Analytics: To analyze site usage, detect and prevent fraud or abuse, and improve user experience.
Legal & Compliance: To comply with legal obligations (e.g., tax, invoicing, record-keeping) and protect our legal rights.

We never sell or rent your personal data to third parties for their own marketing purposes.

4. Legal Basis for Processing (GDPR/UK GDPR)

Performance of a Contract: Processing is necessary to fulfill orders or services you request (e.g., quoting, shipping).
Legitimate Interests: Improving our website, security, fraud prevention, and direct marketing (unless you opt out). We balance these interests against your rights.
Consent: For non-essential cookies, newsletters, or certain marketing communications, we rely on your explicit consent, which you may withdraw at any time.
Legal Obligation: Compliance with tax, accounting, or other statutory requirements.

5. Cookies and Tracking Technologies

Essential Cookies: Required for form submission, site navigation, and basic functionality.
Analytics Cookies: Help us understand traffic patterns, feature usage, and detect errors. You may opt out via our cookie consent banner or browser settings.
Marketing Cookies: Used for remarketing or analytics tied to advertising networks. Only set with your consent.

Refer to our separate Cookie Policy or the cookie banner for details on managing preferences and deleting cookies.

6. Data Sharing and Disclosure

We may share personal data with:

Service Providers: Payment processors, shipping/logistics partners, IT and hosting providers, analytics services. They process data only on our instructions and under confidentiality agreements.
Professional Advisors: Accountants, auditors, legal advisors for compliance or dispute resolution.
Authorities: When required by law (e.g., tax authorities, law enforcement).
Business Transfers: In the event of a merger, acquisition, or sale of assets, personal data may be transferred; we will notify affected individuals if possible.

We do not share your data with unrelated third parties for their marketing.

7. International Transfers

Our servers and service providers may be located outside your country. When transferring data outside the EEA or UK, we ensure appropriate safeguards (e.g., Standard Contractual Clauses, adequacy decisions) to protect your rights under GDPR/UK GDPR.

8. Data Retention

Inquiries & Quotes: Retained for up to 3 years to manage ongoing relationships, warranty, or legal requirements, unless you request earlier deletion.
Order Records: Kept for statutory accounting/tax purposes (e.g., 7–10 years under local laws).
Marketing Consents: Retained until you unsubscribe or withdraw consent.
Website Analytics: Aggregated metrics may be stored longer; raw logs are purged periodically (e.g., 12–24 months) in line with our data minimization policy.

When retention periods expire, personal data is securely deleted or anonymized.

9. Security Measures

We implement appropriate technical and organizational measures to safeguard your personal data:

Encryption & Access Controls: Data in transit (HTTPS) and at rest is encrypted; access restricted to authorized personnel.
Regular Audits: Periodic reviews of security practices, software updates, and vulnerability assessments.
Staff Training & Policies: Employees handling data are trained on privacy and confidentiality obligations.

10. Your Rights (GDPR/UK GDPR)

If you are in the EU/UK, you have rights regarding your personal data:

Access: Request a copy of personal data we hold about you.
Rectification: Correct inaccurate or incomplete data.
Erasure (“Right to be Forgotten”): Request deletion when processing is no longer necessary or based on consent withdrawn.
Restriction: Ask to limit processing in certain circumstances (e.g., contesting accuracy).
Portability: Receive your data in a structured, machine-readable format.
Objection: Object to processing based on legitimate interests or direct marketing.
Withdraw Consent: For processing based on consent (e.g., marketing, cookies).
Lodge Complaint: With your local supervisory authority (e.g., an EU Data Protection Authority or the UK ICO).

To exercise these rights or ask questions, contact us as below.

11. Children’s Privacy

Our website and services are not directed to children under 16. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, please contact us to request deletion.

12. Third-Party Links

Our website may contain links to external sites (e.g., social media or partner sites). We are not responsible for their privacy practices. Please review their policies separately.

13. Changes to This Privacy Policy

We may update this policy periodically (e.g., to reflect new services or legal requirements). We will post the revised date at the top of the policy and, where appropriate, notify you (e.g., via newsletter). Your continued use after changes constitutes acceptance.

14. Contact Us

If you have questions, wish to exercise your data rights, or need further details, please contact:

Email: hello@formsafe.eu

Please allow up to 30 days for us to respond to data access or deletion requests, as permitted by law.