Privacy Policy

This privacy policy covers any personal data we might collect from you or which we have obtained about you from a third party:

• When you buy bulk items from us through our Website,
• When you interact with our social media channels (including LinkedIn), or contact us via any other channels, and
• When you visit our Website.

Please note that our services are not intended for children and we do not knowingly collect data relating to children.

Vintage Trading Solutions Ltd. (trading as Vintage Trading) is the controller and responsible for your personal data (collectively referred to as "Vintage Trading", "we", "us" or "our") in this privacy policy.

For details of how you get in touch, please see the "How to contact us" section of this privacy policy.

Personal data includes any information about an individual from which that person can be identified.

We collect, use, store and transfer different types of personal data about you which we have grouped together as follows:

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Transaction Data to calculate the percentage of users bidding on a specific item category to analyse general trends in how customers are interacting with our Website to help improve our service offering.

We use different methods to collect data from and about you:

Directly from you: We may ask you to provide personal data when you apply for a verified trade account, place orders for stock, use certain parts of our Website, interact with us at the warehouse, or correspond with us by phone, email, or otherwise.

From third-party sources: We may collect personal data about you through your colleagues or, where available, through publicly available sources, such as professional networking sites and general market research.

Information we collect automatically: When you visit our Website and/or buy items from us, we may collect certain information automatically from your device through the use of cookies or similar technologies (see below).

Cookies and other technologies: We may use cookies and other information-gathering technologies to learn more about how you interact with our Website. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. Please note that if you do this, some parts of our Website may not function properly. For more information, see our Cookie Policy.

Email analytics partners: We work with email analytics partners to track user engagement with our emails for sales and marketing purposes (this includes identifying whether emails were opened, how often they were opened, and whether links were clicked).

Social media partners: We use social media channels to post updates about products for sale on our Website. If you use social media to view these posts or otherwise engage with us, we will have access to limited Contact Data and the contents of your messages in those platforms. Please note that the relevant social media company will also process your personal data as joint controllers. For more information, we encourage you to review the privacy notices published by the relevant social media company:

• Facebook / Instagram: https://www.facebook.com/privacy/center/
• Google: https://policies.google.com/technologies/partner-sites

Vintage Trading (and trusted partners acting on our behalf) uses your personal data for different purposes:

When you use our services as a trade customer

• To set up and administer your trade account;
• To send you items which you have purchased from us;
• To manage and communicate with you regarding your trade account, including service-related announcements, alerts, notices, updates, and support messages;
• To respond to Service-related requests, questions, comments, and feedback;
• To administer and manage our business relationship with you;
• For other business purposes, such as marketing, research and analysis, business development and planning, determining the effectiveness of our services and to improve our services;
• To send you information which we think you may find interesting (such as details about our products and services, new features, market research, reports and other relevant content), in accordance with your marketing preferences;
• To comply with applicable laws, regulatory requirements and legal process, such as to respond to requests from government authorities;
• To help us establish, exercise or defend legal claims;
• For compliance, fraud prevention, and safety. This may include using your personal data as we believe appropriate to (a) enforce the terms and conditions of the services we provide to you, (b) protect our rights, privacy, safety, or property, and/or that of you or others, and (c) protect, investigate and deter against fraudulent, harmful, unauthorised, unethical or illegal activity;
• In the event of a merger, sale, change in control, bankruptcy, dissolution, or reorganisation of all or part of our business;
• To store information about you and your preferences, allowing us to customise your interactions with us and the Website.

When you visit our Website

• To present our Website and its contents to you;
• To respond to your enquiries, such as a request for information about our products and services;
• To send you information which we think you may find interesting (such as details about our products and services, new features, market research, reports and other relevant content), in accordance with your marketing preferences;
• For other business purposes, such as marketing, research and analysis, business development and planning, determining the effectiveness of our services and to improve our services;
• To store information about you and your preferences, allowing us to customise your interactions with us and the Website;
• To administer and protect our Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data);
• To deliver relevant website content to you and to measure and understand the effectiveness of the content we serve to you;
• To use data analytics to improve our Website, content, marketing and user experience;
• For compliance, fraud prevention, and safety;
• In the event of a merger, sale, change in control, bankruptcy, dissolution, or reorganisation of all or part of our business.

When you use social media or interact with our channels

• To analyse how users interact with our social media channels;
• To communicate with you in response to any messages or posts you send to us or tag us in;
• To analyse information about the profiles of users for customer insight and market research purposes;
• To analyse information about your transactions with us for customer insight and market research purposes to better understand who is using our services and how we might improve them.

The law requires us to have a lawful basis for collecting and using your personal data. We may rely on one or more of the following lawful bases when we process your personal data:

We may share and disclose your personal data with the following categories of third parties for the purposes described in this privacy policy:

Our service providers and suppliers

We use a number of suppliers who perform functions on our behalf and/or help us in providing the products and services to you, such as cloud-based software providers, delivery and shipping partners, and online payments providers (such as Stripe).

Our service providers are required to keep your personal data strictly confidential and are not allowed to use it for any other purpose than to carry out the services they are performing for us.

In the case of Stripe, they may also process your personal data for their own purposes as a data controller. As such, we recommend that you review their privacy policy for further information about how they use your personal data: https://stripe.com/gb/privacy.

Other third parties

Aside from our service providers, we may share your personal data with the third parties below:

Professional advisors: We may disclose personal data to our professional advisers, such as lawyers, auditors, accountants, and insurers, if necessary, as part of the professional services they are performing on our behalf.

Other contacts within your business: We may share information with other individuals within a customer's business in connection with our services and for the purposes described above.

Successors to All or Part of Our Business: We may share your personal data with a purchaser or other successor in the event of a merger, divestiture, restructuring, reorganisation, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding. Note that if Vintage Trading is sold to or otherwise acquired by a third party, all of Vintage Trading data assets, including the personal data you share with us, will become the property of the acquiring party. If a change in structure to whatever extent happens to our business, the new owners may use your personal data in the same way as set out in this privacy policy.

Compliance with laws and law enforcement: We may disclose information about you to law enforcement agencies, regulatory or government bodies, or other third parties in order to respond to legal process; comply with any legal obligations; protect or defend our rights, interests or property or that of third parties; or prevent or investigate wrongdoing in connection with the Website or our services.

Group companies: Information may be shared with any member of our group of companies (including our affiliates, our ultimate holding company and all of its subsidiaries) insofar as reasonably necessary for the purposes set out in this privacy policy. This may include internal administration purposes as well as the provision/sharing of IT services or data centres within the group.

Where personal data is shared and disclosed as set out above, these parties may be established outside the United Kingdom. By way of example only, some of the service providers we use to support our services are based in the United States, and this involves a transfer of your personal data to the USA.

Whenever we transfer your personal data outside the United Kingdom, we ensure that a similar degree of protection is afforded to it by ensuring appropriate safeguards are implemented. This may include, where appropriate, relying on an adequacy decision or signing up to an International Data Transfer Agreement or Standard Contractual Clauses.

To find out more information regarding the specific mechanism used by us when transferring your personal data outside the United Kingdom, please contact us by using the details set out in this privacy policy.

The security of your personal data is important to us. We have implemented industry-standard security technologies and procedures (having regard to the type and amount of personal data processed) to help prevent personal data being accidentally lost or used or accessed in an unauthorised or unlawful way.

We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will only do so in an authorised manner and are subject to an overriding duty of confidentiality.

Despite these measures, please remember that no method of electronic storage or transmission online is 100% secure. You are solely responsible for protecting any passwords, limiting access to your devices, and signing out of websites after each session.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. We may however retain your personal data for a longer period in the event of an ongoing or prospective complaint or if we reasonably believe there is a possibility of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers or suppliers for tax purposes.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Direct marketing from us: You may receive marketing communications from us if you have requested information from us or used our services to buy or sell items, and you have not positively opted out of receiving the marketing.

We may also analyse your Identity, Contact, Technical, and Usage Data to form a view about which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Opting out of direct marketing: You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at sales@vintagetrading.com. If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.

Third-party marketing: We will obtain from you your express consent before we share your personal data with any third party for their own direct marketing purposes.

For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy.

If you do not provide us with certain requested personal data or object to the processing of your personal data, this may limit our ability to provide you with our services.

You can still visit our Website and learn more about Vintage Trading without giving us your personal data, but we will need it to correspond with you and fulfil any of the services you request from us - for example, sending you items you have purchased from us.

Subject to any exemptions provided by law, you may have the right to:

• 14.1. Request access to your personal data (commonly known as a "data subject access request") and to certain other supplementary information that this privacy policy is already designed to address.
• 14.2. Request correction of the personal data we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• 14.3. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• 14.4. Receive the personal data concerning you which you have provided to us in a structured, commonly used, and machine-readable format and have the right to transmit those data to a third party in certain situations.
• 14.5. Object to processing of your personal data at any time for direct marketing purposes.
• 14.6. Object to decisions being taken by automated means which produce legal effects concerning you or significantly affect you.
• 14.7. Object in certain other situations to our continued processing of your personal data.
• 14.8. Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
• 14.9. Withdraw your consent to our processing of your personal data, where we have collected and processed it with your consent.

For more information, please refer to the appropriate data protection legislation or consult the Information Commissioner's Office for guidance. If you would like to exercise any of these rights, please contact us at sales@vintagetrading.com and let us have sufficient information to identify you.

We may need to request other specific information from you to help us confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. In the alternative, we may legitimately refuse to comply with your request in these circumstances.

We use our best endeavours to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated, whilst responding as soon as reasonably practicable.

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us at sales@vintagetrading.com.

We hope that we can resolve any query or concern that you raise about our use of your personal data.

You also have the right to make a complaint to your supervisory authority. In the UK, this is the Information Commissioner's Office (www.ico.org.uk).

We keep our privacy policy under regular review. This version was last updated in January 2025.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

This Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

When you leave our website, we encourage you to read the privacy policy of every website you visit.