Privacy notice

KLEARFORCE is the data controller for personal data processed through this site. Our registered address, company number and ICO registration number should be stated here before publication, along with a contact point for data protection enquiries.

• Account details — name, work email, phone number and the organisation and sites you are authorised to order for.
• Order data — what you ordered, for which site, your purchase order references, delivery instructions and order history.
• Billing and credit data — invoices, payment status and, for credit accounts, the information supplied in support of a credit application.
• Enquiries — anything you send us through the contact and quote request forms.
• Technical data — the IP address and browser user agent recorded against a login session, used to secure the account.

To perform our contract with you: taking and fulfilling orders, applying agreed pricing, delivering goods and invoicing. Under legitimate interests: securing accounts, preventing fraud, managing credit risk and improving the service. To comply with legal obligations: keeping accounting records and supplying product safety documentation.

Card payments are processed by Stripe. Card numbers are entered on Stripe’s own payment page and are never received or stored by KLEARFORCE. We retain only the payment reference and its status.

Our hosting and database providers, Stripe for card payments, and carriers where a delivery is fulfilled by a third-party pallet network — in each case limited to what is needed to perform the service. We do not sell personal data. A complete list of processors should be maintained and referenced here.

Order, invoice and accounting records are retained for six years plus the current financial year, in line with HMRC requirements. Login sessions expire after 30 days. Contact and quote enquiries are retained for two years. Account records are deleted or anonymised on request once no legal retention obligation applies.

You have the right to access, rectify, erase, restrict and object to processing of your personal data, and to data portability. To exercise any of these, contact our data protection contact. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

We set two cookies, both strictly necessary and neither used for advertising or analytics: one holds your signed-in session, the other identifies your basket so it survives between visits. No third-party tracking cookies are set.