Privacy Policy

This Privacy Policy explains how VC Materials (“we”, “us”, “our”) collects, uses, stores and protects your personal data when you use our website, buy from us, work with us as a supplier or otherwise interact with us.

We are committed to handling your information lawfully, fairly and transparently, and in line with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this Privacy Policy carefully so you understand what we do with your data and the choices you have. By using our website or providing your personal data to us, you acknowledge that you have read this notice.

This Privacy Policy sits alongside our Terms & Conditions and our Cookie Policy.

Who We Are

VC Materials is a building and construction materials supplier based in the United Kingdom.

For the purposes of data protection law, we act as the “data controller” for the personal data we collect and use in connection with our website and our services.

Registered business name: VC Materials
Website: https://vcmaterials.co.uk
Email (general and data protection enquiries): contact@vcmaterials.co.uk
Telephone: 07438420561
Postal address: 311 Harrow Road, Wembley, Middx, HA9 6BD, United Kingdom

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the details above.

What Data We Collect

The type of personal data we collect depends on how you interact with us.

Data we collect from customers

Identity details, such as name, title and contact person (for business accounts).
Contact details, such as billing and delivery address, email address and telephone number.
Account details, such as login email, username and password (stored in encrypted form).
Order and transaction details, such as products purchased, order history, delivery instructions and payment status.
Communications, such as emails, messages and call notes where relevant to your orders or enquiries.

Data we collect from website users

Technical data, such as IP address, browser type and version, device identifiers, time zone setting and approximate location.
Usage data, such as pages visited, time spent on pages, click paths and any errors encountered.
Cookie and tracking data, collected via cookies and similar technologies. For more details, see our Cookie Policy.

Data we collect from suppliers and trade partners

Business contact details, such as name, role, business email, phone number and business address.
Account and financial details required to place or pay invoices, such as bank details (where provided to us) and tax information where applicable.
Contract and performance information, such as orders placed, terms agreed and communications relating to our business relationship.

Data we collect when you contact us

Information you provide in forms, emails or phone calls, including your name, contact details and the content of your enquiry.
Any additional information you choose to provide, for example about a project, a complaint or feedback on our services.

We do not intentionally collect special category data (such as health information) or information about children. Please do not provide this type of information to us.

How We Use Your Data

We only use your personal data where we have a valid reason and a lawful basis to do so. We may use your data for the following purposes:

To provide our products and services: processing your orders, managing payments, arranging deliveries, and providing customer service and after-sales support.
To manage your account: creating and maintaining customer or supplier accounts, including login access and account settings.
To communicate with you: responding to your enquiries, sending service messages (such as order confirmations, delivery updates or changes to our terms) and following up on issues.
To improve our website and services: monitoring performance, troubleshooting, analysing how our website is used and developing new features or products.
To carry out marketing: sending you news, offers or updates about our products and services where you have given us consent or where we are otherwise permitted by law. You can opt out of marketing at any time.
To manage our relationship with suppliers and trade partners: placing and managing orders, arranging deliveries or collections, and handling invoicing and payments.
To comply with legal and regulatory obligations: keeping records required by law, responding to requests from regulators or law enforcement (where legally required), and managing tax and accounting obligations.
To protect our business and prevent misuse: detecting and preventing fraud, abuse, security incidents and enforcing our Terms & Conditions.

We will not sell your personal data to third parties.

Legal Bases for Processing

Under data protection laws, we must have a lawful basis for using your personal data. Depending on the context, we rely on one or more of the following bases:

Consent: where you have clearly agreed to us using your data for a specific purpose, for example when you sign up to receive marketing emails. You can withdraw your consent at any time.
Contract: where we need to process your data to enter into or perform a contract with you, for example to process your orders, provide customer support or manage your account.
Legal obligation: where we need to process your data to comply with a legal or regulatory obligation, such as keeping proper business records or providing information to law enforcement when legally required.
Legitimate interests: where the processing is necessary for our legitimate business interests or those of a third party, and your interests and rights do not override those interests. This may include improving our services, preventing fraud, managing our supplier relationships and defending legal claims.

Where we rely on legitimate interests, we balance our interests against your privacy rights and only use the minimum data necessary for the relevant purpose.

Sharing Your Data

We may share your personal data with trusted third parties where this is necessary for the purposes set out in this Privacy Policy.

Service providers and business partners

Delivery and logistics partners who deliver your orders to you.
Payment service providers who process card and other payments securely on our behalf.
IT and hosting providers who help us operate our website, email and business systems.
Professional advisers such as accountants, auditors or legal advisers where reasonably required.

Other third parties

Law enforcement, regulators or courts where we are legally required to share information, or where sharing is necessary to protect our rights or the rights of others.
Other parties in connection with a business transaction, such as a sale, merger or restructuring, in which case we will take steps to ensure your rights are protected.

When we share your data with third parties, we only provide the information they need to perform their services, and we require them to keep your data secure and to use it only in accordance with our instructions and the law.

International Transfers

Our core operations and data hosting are intended to be based within the UK or European Economic Area (EEA). However, some of our service providers or their support teams may be located outside the UK or EEA.

Where your personal data is transferred outside the UK or EEA, we will take steps to ensure an appropriate level of protection is in place, for example by using standard contractual clauses approved by the relevant authorities or by working with providers in countries that have been officially recognised as providing an adequate level of data protection.

If you would like more information about international transfers and the safeguards we use, you can contact us using the details in the “Contact & Complaints” section.

Data Retention

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

In general:

Customer order and invoice records are kept for the period required by tax and accounting laws.
Customer account details are kept while your account is active and for a reasonable period afterwards if needed to deal with queries, disputes or legal claims.
Supplier records are kept for the duration of our relationship and for a reasonable period afterwards.
Technical and usage data related to our website is kept for shorter periods, typically only as long as needed for analytics, security and troubleshooting.

When we no longer need personal data, we will securely delete or anonymise it so that it can no longer be linked to you.

Your Rights

Under data protection laws, you have a number of rights in relation to your personal data. Depending on the circumstances, these may include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to have inaccurate or incomplete data corrected.
Right to erasure: to ask us to delete your data in certain situations.
Right to restriction: to ask us to restrict how we use your data in certain circumstances.
Right to data portability: to receive certain data in a structured, commonly used, machine-readable format and to ask us to transfer it to another organisation, where technically feasible.
Right to object: to object to our use of your data where we rely on legitimate interests or where we use your data for direct marketing.
Rights in relation to consent: where we rely on your consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

These rights are not absolute and may be subject to legal limitations. If you would like to exercise any of your rights, please contact us using the details in the “Contact & Complaints” section. We may need to verify your identity before responding.

Cookies & Tracking Technologies

Our website uses cookies and similar technologies to help it work properly, to remember your preferences and to understand how our site is used.

Cookies are small text files placed on your device when you visit a website. Some cookies are necessary for the site to function, while others are optional and help with analytics or personalising content.

For more information about the types of cookies we use, the purposes for which we use them and how you can manage your cookie choices, please refer to our Cookie Policy.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction.

These measures may include:

Using secure systems and access controls to limit who can access personal data.
Using encryption and secure transmission methods where appropriate.
Keeping our software and systems updated and protected against vulnerabilities.
Training relevant staff on data protection and information security responsibilities.
Selecting service providers who apply appropriate security standards.

While we take reasonable steps to protect your data, no system can be completely secure. You are also responsible for keeping your account credentials safe and for notifying us promptly if you suspect any unauthorised use of your account.

Contact & Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Email: contact@vcmaterials.co.uk
Telephone: 07438420561
Postal address: 311 Harrow Road, Wembley, Middx, HA9 6BD, United Kingdom

If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with your local supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO).

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with an updated “last updated” date.