Privacy Policy

Last Updated: 10.12.2025

1. Introduction

Tool Haven Ltd (“we,” “our,” “us”) is committed to protecting the privacy and confidentiality of everyone who interacts with our Website, toolshaven.co.uk (the “Website”). This Privacy Policy provides a detailed explanation of the types of information we collect, the reasons we collect it, the legal bases for doing so, and the measures we take to safeguard your personal data. This Policy applies to all visitors, customers, and users of the Website.

By accessing or using our Website, you acknowledge that you have reviewed and understood this Privacy Policy. If at any time you do not agree with any part of this Policy, you should discontinue using our Website immediately. Your continued use after changes have been made will constitute acceptance of those changes.

2. Data Controller

For the purposes of data protection legislation, Tool Haven Ltd is the “Data Controller.” This means we determine the purposes and methods by which your personal data is processed. We take this responsibility seriously and ensure that every aspect of our data handling complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you require more information about how we act as the Data Controller, or if you want clarification about any part of this Policy, you can contact us using the details set out in Section 15. We aim to respond to all privacy inquiries in a timely and transparent manner.

3. Information We Collect

We collect several categories of personal data depending on how you interact with our Website. The information we gather helps us fulfil orders, improve our services, maintain the security of our systems, and comply with legal obligations. The types of data we collect include, but are not limited to:

• Personal Identification Details: This may include your full name, email address, phone number, postal address, and any other details you provide during checkout or when communicating with us. These details allow us to process orders efficiently, assist with customer support, and maintain accurate records.
• Payment Information: While payments are handled securely by our external payment processors, we may receive limited payment-related data such as transaction references or partial card information. We never store full credit or debit card numbers on our servers, and all payment data is encrypted during transmission.
• Order and Transaction Data: This includes information about items purchased, transaction history, delivery information, refunds, and service preferences. We keep this information to fulfil orders, manage returns, and maintain accurate accounting records.
• Technical and Usage Data: When you visit our Website, we automatically collect information such as IP addresses, device identifiers, location approximations, browser type, operating system, referring pages, time spent on each page, and other diagnostic data. This information helps us understand usage trends and improve performance.
• Cookie and Tracking Data: Cookies allow us to recognise returning visitors, measure Website activity, and personalise your browsing experience. This includes data captured using cookies, pixels, tags, and similar tracking tools.
• Voluntary Information: If you complete surveys, provide feedback, respond to promotions, or communicate with us through email or support channels, we may collect the information you voluntarily supply.

4. Legal Bases for Processing

We process your personal data under specific legal grounds that ensure our processing activities are justified and compliant with the UK GDPR. These legal bases ensure transparency and demonstrate our commitment to handling your data responsibly.

• Contractual Necessity: We must process certain information to fulfil your orders, handle payments, deliver products, and provide essential support services. Without this processing, we would be unable to provide the core functionality of our Website.
• Legitimate Interests: We have legitimate interests in analysing Website usage, protecting our business from fraud, enhancing our user experience, and maintaining the security of our systems. We ensure that such interests never override your fundamental rights.
• Consent: For activities such as sending marketing emails or using non-essential cookies, we rely on your explicit consent. You may withdraw this consent at any time without affecting the lawfulness of prior processing.
• Legal Obligation: Certain laws require us to retain or share data for tax, accounting, or compliance purposes. When such duties apply, we process personal data to meet these obligations.

5. How We Use Your Information

Your personal data is used to facilitate smooth operations, ensure the delivery of services, and improve your overall experience with our Website. We use the information we collect for a range of purposes that help us enhance our platform while safeguarding your rights.

• Order Fulfilment: To process orders, confirm purchases, manage shipping, and ensure your items reach you safely and promptly.
• Customer Service: To provide support, resolve disputes, respond to enquiries, and deliver helpful communication tailored to your needs.
• Website Performance: To monitor usage patterns and identify improvements to navigation, speed, and platform functionality.
• Security & Fraud Prevention: To detect suspicious behaviour, protect against fraudulent transactions, and maintain the integrity of our systems and data environment.
• Marketing & Engagement: Where legally allowed, we may use your contact details to send promotional content, special offers, product updates, or newsletters that may be relevant or valuable to you.
• Legal Compliance: To satisfy audit requirements, tax obligations, and other statutory duties imposed on our business.

6. Data Retention

We retain personal data only for as long as necessary to accomplish the purposes for which it was collected, unless a longer retention period is required by law. Our retention schedules are designed to ensure that data is not kept longer than needed, thereby reducing unnecessary storage and enhancing security.

• Order and Transaction Records: Typically retained for a minimum of seven years to comply with tax and accounting regulations.
• Customer Communications: Retained for up to three years to assist with ongoing support and future reference if needed.
• Marketing Preferences: Retained until you unsubscribe or withdraw consent, after which we will securely remove your information from marketing lists.
• Analytics and Technical Data: Retained for 12 to 26 months depending on the analytics tools involved.

Once retention periods expire, data is securely deleted or anonymised according to industry best practices.

7. Sharing of Information

We do not sell, rent, or commercially exploit your personal information. However, in order to operate efficiently and deliver our services, we may share your information with trusted third parties. These parties are carefully selected and are required to maintain strict confidentiality and data protection standards.

• Payment gateways and financial institutions that process transactions
• Shipping carriers who deliver purchased products
• IT service providers that host our Website or manage security systems
• Email and communication service providers
• Professional consultants such as auditors or legal advisers
• Regulatory bodies when disclosure is required by law, legal process, or government request

We only share the minimum amount of data required, and we ensure that all third parties adhere to relevant data protection practices.

8. International Data Transfers

Some of our service providers or tools may be located outside the United Kingdom or the European Economic Area (EEA). Whenever personal data is transferred internationally, we ensure that robust safeguards are in place such as Standard Contractual Clauses (SCCs), adequacy decisions, or other approved mechanisms.

These measures ensure that your personal data receives the same level of protection abroad as it does within the UK. We regularly review our international transfer arrangements to ensure continued compliance.

9. Cookies and Tracking Technologies

Cookies and other tracking tools allow us to improve your browsing experience, deliver personalised content, measure advertising performance, and enhance overall Website functionality. Some cookies are essential for the operation of our Website, while others support analytics, marketing, or personalisation.

You may adjust your cookie settings in your browser at any time. However, disabling certain cookies may affect functionality or limit your ability to use some features of our Website. For more detailed information, please refer to our Cookie Policy.

10. Your Data Protection Rights

Under UK GDPR, you have a set of rights designed to give you greater control over your personal data. These rights allow you to understand how your data is used, request copies of it, correct inaccuracies, or in some cases, request its deletion.

• Right to Access: You may request a copy of the personal data we hold about you.
• Right to Rectification: You can ask us to correct inaccurate or incomplete information.
• Right to Erasure: You may request the deletion of your data where legally appropriate.
• Right to Restrict Processing: You can ask us to limit how we use your data under certain circumstances.
• Right to Object: You may object to processing based on our legitimate interests or for direct marketing.
• Right to Data Portability: You have the right to receive your data in a structured, commonly used format.
• Right to Withdraw Consent: If processing is based on consent, you may withdraw it at any time.
• Right to Lodge a Complaint: You may file a complaint with the Information Commissioner’s Office (ICO).

If you wish to exercise any of these rights, please contact us using the details in Section 15. We will respond to all requests within applicable statutory timelines.

11. Automated Decision-Making

We do not currently use personal data to make automated decisions that have legal or significant effects on individuals. This includes activities such as profiling for creditworthiness or automated approvals. If we introduce such processes in the future, we will update this Policy and provide you with meaningful information about the logic involved and your associated rights.

12. Third-Party Websites

Our Website may contain links to external websites that operate independently from Tool Haven Ltd. We do not control the content, privacy practices, or security of these third-party websites and cannot take responsibility for how they handle personal data.

We recommend that users review the privacy policies of external websites before providing any personal information. Accessing third-party links is at your own risk.

13. Children’s Privacy

Our Website is not intended for anyone under the age of 13, and we do not knowingly collect personal data from children. If a parent or guardian becomes aware that their child has provided personal information through our Website, they should contact us immediately. Upon confirmation, we will take swift action to delete the information.

We encourage parents to monitor their children’s online activities and use appropriate parental controls to help create a safer online environment.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or technological developments. When updates occur, the “Last Updated” date at the top of this page will be revised to reflect the latest version.

It is your responsibility to review this Privacy Policy regularly to stay informed about how we protect your personal data. Continued use of our Website following any changes indicates your acceptance of the updated Policy.

15. Contact Us

If you have any questions, requests, or concerns regarding this Privacy Policy or our data processing practices, you may contact us using the following details:

Phone: +44 73 1109 6350
Email: info@toolshaven.co.uk