Introduction
This Privacy & Cookie Policy explains what to expect when Heaps, Arnold & Heaps Ltd ("we", "our" or "us") collects personal information about you when you use this website, contact us, or engage with our services.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
Data Controller
Heaps, Arnold & Heaps Ltd is the data controller responsible for your personal data.
- Registered office: Unit D1, Quintec Court, Barbot Hall Industrial Estate, Rotherham, South Yorkshire, S61 4RN
- Company number: 2798893
- VAT number: 613 3136 81
- Email: heaps@heapsarnold.com
- Telephone: +44 (0)1709 837669
By using our website or contacting us, you acknowledge that you have read and understood this policy. If you do not agree with any part of it, please do not use our website or services.
Information We Collect
We may collect and process the following categories of personal data:
Information You Provide Directly
- Contact details: name, company name, email address, telephone number, job title
- Enquiry information: details of your project, quote requirements, technical specifications and other information you submit through our enquiry forms or quote requests
- Order information: billing and delivery addresses, purchase history, account details (where applicable)
- Correspondence: records of communication via email, phone, contact forms or post
Information Collected Automatically
- Technical data: IP address, browser type and version, operating system, device information
- Usage data: pages visited, time spent, links clicked, referral sources, search terms used on our site
- Cookie data: see Section "Cookies" below for full details
Information from Third Parties
- Publicly available business information (e.g., Companies House, LinkedIn)
- Referrals from existing customers or business partners
- Analytics providers (e.g., Google Analytics — anonymous data only)
How We Use Your Information
We use your personal data only where we have a lawful basis to do so. The legal bases we rely on are:
Performance of a Contract
To respond to your enquiries, provide quotes, process orders, deliver products, manage accounts and provide customer service.
Legitimate Interests
To operate our business effectively, including:
- Improving our products, services and website
- Analysing website usage and performance
- Maintaining business records and accounts
- Preventing fraud and protecting our IT systems
- Communicating with you about ongoing projects or relevant industry information
Legal Obligation
To comply with applicable laws and regulations, including tax, accounting, health & safety and product compliance requirements.
Consent
For specific activities such as direct marketing communications, non-essential cookies and analytics tracking. You may withdraw consent at any time.
Cookies & Tracking Technologies
Cookies are small text files placed on your device when you visit our website. They help the site function properly, remember your preferences, and provide us with information about how the site is used.
Cookie Categories We Use
Necessary Cookies — Essential for the website to function. These include cookies that maintain your session, remember consent preferences and enable core security features. These cannot be disabled.
Functional Cookies — Allow the website to remember choices you make (such as language preferences) to provide a more personalised experience.
Performance Cookies — Help us understand how visitors interact with the website by collecting and reporting information anonymously. We use these to improve site performance.
Analytics Cookies — Provide insights into visitor numbers, traffic sources and page popularity. We use Google Analytics for this purpose. All data is anonymised before reporting.
Marketing Cookies — Used to deliver relevant content and measure the effectiveness of marketing campaigns. Only set with your explicit consent.
Managing Cookies
When you first visit our website, you'll see a cookie consent banner allowing you to accept all cookies, reject non-essential cookies, or customise your preferences. You can change your cookie settings at any time by clicking the cookie preferences link in our website footer.
You can also manage cookies through your browser settings. For more information, visit the Information Commissioner's Office guide at ico.org.uk/for-the-public/online/cookies.
Disabling certain cookies may affect website functionality, including the ability to submit enquiry forms or use the product catalogue effectively.
Sharing Your Information
We do not sell your personal data. We may share your information with trusted third parties who help us operate our business, but only where necessary and with appropriate safeguards in place.
Categories of Third Parties
- Service providers: hosting providers, IT support, analytics platforms (e.g., Google Analytics), email service providers and CRM systems
- Couriers and logistics partners: for order delivery and collection
- Payment processors: for handling transactions where applicable
- Professional advisers: accountants, auditors, legal advisers and insurers
- Regulatory and government bodies: where legally required (e.g., HMRC, ICO, courts)
All third parties we work with are required to respect your data and handle it in accordance with applicable data protection laws.
International Transfers
Where we use service providers based outside the UK or EU (such as some hosting or analytics providers), we ensure appropriate safeguards are in place — including UK adequacy regulations, Standard Contractual Clauses or equivalent measures — to protect your data.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting and reporting requirements.
Typical Retention Periods
- Enquiries and quotes: up to 24 months from last contact, unless a contract is established
- Customer records and order history: 7 years for tax and accounting purposes (HMRC requirement)
- Marketing communications: until you withdraw consent
- Website analytics data: typically 14 months (Google Analytics default)
- Contractual documentation: 7 years following contract end, in accordance with UK statutory requirements
After the relevant retention period expires, we securely delete or anonymise your data.
Your Data Protection Rights
Under UK GDPR you have the following rights in relation to your personal data:
- Right of access: request a copy of the personal data we hold about you
- Right to rectification: ask us to correct inaccurate or incomplete data
- Right to erasure ("right to be forgotten"): request deletion of your data in certain circumstances
- Right to restrict processing: ask us to limit how we use your data
- Right to data portability: receive your data in a structured, commonly used format
- Right to object: object to processing based on legitimate interests, including direct marketing
- Rights related to automated decision-making: we do not use automated decision-making or profiling
- Right to withdraw consent: where we rely on consent, you can withdraw it at any time
How to Exercise Your Rights
To exercise any of these rights, please contact us using the details in the "How to Contact Us" section below. We will respond within one calendar month. There is no fee for most requests, though we may charge a reasonable fee or refuse manifestly unfounded or excessive requests as permitted by law.
Marketing Communications
We may send you marketing communications (such as industry updates, product news or technical bulletins) where:
- You have given explicit consent (e.g., subscribing to our newsletter)
- You are an existing customer and the communication relates to similar products or services (soft opt-in)
You can opt out of marketing communications at any time by:
- Clicking the "unsubscribe" link in any marketing email
- Emailing us at heaps@heapsarnold.com
- Calling us on +44 (0)1709 837669
We will never share your details with third parties for their own marketing purposes.
Data Security
We take the security of your personal data seriously and have appropriate technical and organisational measures in place to protect it from unauthorised access, accidental loss, alteration or disclosure.
Our Security Measures Include
- SSL/TLS encryption across our website (HTTPS)
- Secure hosting with reputable UK-based providers
- Restricted access to personal data on a need-to-know basis
- Regular software and security updates
- Staff training on data protection responsibilities
- Secure password policies and authentication procedures
No method of internet transmission or electronic storage is 100% secure. While we use industry-standard measures to protect your data, we cannot guarantee absolute security.
Other Websites, Complaints & Policy Updates
Links to Other Websites
Our website may contain links to third-party websites. This privacy policy applies only to our website. We are not responsible for the privacy practices of other websites — please check their privacy notices before providing any information.
Complaints
If you have any concerns about how we handle your personal data, please contact us first using the details below — we'll do our best to resolve any issue.
You also have the right to lodge a complaint with the UK supervisory authority:
- Information Commissioner's Office (ICO)
- Website: ico.org.uk/concerns
- Telephone: 0303 123 1113
Changes to This Policy
We review this Privacy & Cookie Policy regularly and will update it as needed to reflect changes in our practices, technology, legal requirements or regulatory guidance. The latest version will always be published on this page.
Last reviewed: May 2026
How to Contact Us
If you have any questions about this Privacy & Cookie Policy, want to exercise your data protection rights, or have any concerns about how your information is handled, please contact us using one of the methods below:
Heaps, Arnold & Heaps Ltd
- Email: heaps@heapsarnold.com
- Telephone: +44 (0)1709 837669
- Post: Heaps, Arnold & Heaps Ltd, Quintec Court, Barbot Hall Industrial Estate, Rotherham, South Yorkshire, S61 4RN
- Online: use our contact form
We aim to respond to all enquiries within one working day. For formal data protection requests under UK GDPR, please mark your communication clearly so we can prioritise it.