1. Who we are

This privacy policy explains how TotallyBelts collects and uses your personal information when you use totallybelts.com, place an order, apply for a trade account or get in touch with us.

TotallyBelts is a trading name of Orbic Bearings Ltd, a company registered in England and Wales under company number 01908580, with its registered office at 187–189 Handcroft Road, Croydon CR0 3LF. We are the controller of your personal information and are registered with the Information Commissioner's Office under registration number ZA864453.

If you have any questions about this policy or your information, email sales@totallybelts.com or call +44 (0)20 8138 2848.

2. Information we collect

We collect information you give us, and some information automatically when you use our website:

• Contact and delivery details: your name, company name, email address, phone number, and billing and delivery addresses.
• Order details: the products you buy, order history and delivery preferences.
• Payment information: payments are processed by our payment providers. We see confirmation that you've paid, but we do not see or store your full card details.
• Trade account information: business details you give us on the trade account form, such as company registration and VAT numbers, and, if you request credit terms, information from credit reference agencies.
• Messages: anything you send us by email, phone or our contact forms, including photos of belts or machines.
• Website usage: your IP address, browser and device type, pages visited and how you arrived at our site, collected through cookies and similar technologies.

3. How we use your information

We use your information for the following purposes, and rely on these legal bases under UK data protection law:

• To process and deliver your order, handle returns and provide customer service. This is necessary to perform our contract with you.
• To assess trade account and credit applications. This is in our legitimate interests in managing credit risk, and to take steps at your request before entering into a contract.
• To keep financial records and meet our tax, accounting and other legal obligations.
• To run, secure and improve our website, prevent fraud, and understand how customers use our site. This is in our legitimate interests.
• To send you offers and news by email, where you've signed up to our newsletter or bought from us before. You can unsubscribe at any time using the link in any email.

4. Who we share your information with

We never sell your personal information. We share it only with organisations that help us run our business, and only as much as they need:

• Shopify, which hosts our website and online shop.
• Payment providers, such as Shopify Payments and PayPal, to process your payment.
• Delivery companies, including Royal Mail, FedEx and DHL, to deliver your order.
• Email, IT and analytics providers that support our website and communications.
• Advertising partners such as Google, where you've agreed to advertising cookies.
• Credit reference agencies, if you apply for credit terms on a trade account.
• Our professional advisers, HMRC and other authorities, where required by law.

Some of these providers may process information outside the UK. Where they do, we make sure appropriate safeguards are in place, such as an adequacy decision or approved contract terms.

5. Cookies

Our website uses cookies. Some are essential for the site and checkout to work. Others help us understand how the site is used and measure our advertising, and these are only used with your consent. You can change your cookie choices using the cookie banner, or block cookies in your browser settings, although parts of the site may not work properly without essential cookies.

6. How long we keep your information

• Order and account records: six years after the end of the financial year they relate to, to meet tax and accounting requirements.
• Enquiries and messages: for as long as needed to deal with your enquiry, and up to two years afterwards.
• Declined trade account applications: up to 12 months.
• Newsletter details: until you unsubscribe.

7. Your rights

Under UK data protection law, you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, where we no longer have a reason to keep it;
• object to us using your information, or ask us to restrict how we use it;
• ask us to transfer your information to another organisation;
• withdraw your consent at any time, where we rely on it, including unsubscribing from marketing.

To exercise any of these rights, email sales@totallybelts.com. We'll respond within one month.

8. Keeping your information secure

We use appropriate technical and organisational measures to protect your information, and only allow access to people and providers who need it. Our website and checkout are encrypted.

9. Complaints

If you're unhappy with how we've handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

10. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.