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Privacy Policy

Your privacy is important to us. That's why we're committed to protecting and respecting your personal data in accordance with the Data Protection Act 1998 (DPA) and the EU General Data Protection Regulation (GDPR).

Our 'Privacy Policy' seeks to explain, in as concise and transparent manner as possible when and why we collect personal information from those communicate with us in any way and who visit and use our websites. It also explains how we use your personal data, the conditions under which we may disclose it to others and how we keep it secure.

By providing personal data to us including via our websites at www.abacussupplies.com or www.abacussupplies-orderstore.co.uk you consent to our processing of your data in accordance with this policy together with our terms and conditions of use.

Nothing in this privacy policy shall limit your statutory rights in relation to your personal data.

Some definitions used in this Policy shall have the same meanings as provided in our terms and conditions.

Who are we?

We are Abacus Cleaning & Hygiene Supplies, Abacus Stationery & Office Supplies and Discretion Feminine Hygiene and Washroom Service and will be what’s known as the ‘Controller’ of the personal data that you provide to us on this website. Our office is based at 7 Sullivan Close, Shefford, Beds. SG17 5SG.

How to contact us regarding our privacy policy

Any questions regarding this 'Privacy Policy' and our privacy practices should be sent by email to info@abacussupplies.com or by writing to the above address.

How and why we collect information from you?

We seek to acquire information about you when you communicate with us in any method appropriate including the use of our website or via email. This includes when you purchase or enquire about our products and services or if you register to receive our newsletter service via our website.

Whenever we request personal information from you we will always aim to reasonably explain why we are collecting the information and refer you to this policy for more comprehensive detail.

What type of information is collected from you?

Enquiry/contact forms:

When you contact us about our products and services we will request personal details such as your name, address, telephone number, email address, IP address and the company for whom you work.


When you request to receive our newsletter service we will request personal details such as your name, your email address, IP address, the pages you have visited on our website and where applicable, the company for whom you work.

Ad hoc information:

If you contact us in any way (letter/email/website/telephone) we may keep a record of such correspondence or conversations.

Payment information:

We may hold Payment Information however any credit card or debit card information that you provide through the Website or by any other means is directly submitted to a payment server of a credit card processing bank. We do not maintain electronic or physical copies of your credit card information.

Details of transactions carried out through use of our Accounting Software (Quickbooks) that leads to fulfilment of your orders and subsequently includes transaction history and payment information .

Credit checks

If you request or are provided credit we will make searches with a credit reference agency in order to determine whether or not to grant you a credit facility. We will make searches both in respect of your Company and its owners/directors. We therefore collect the information that you submit and keep a copy of the search results from the credit reference agency.

How is your information used?

We may use your information for a number of purposes which are outlined below:

·         The provision of services to you such as processing offline or online orders that you have placed with us.

·         Responding to enquiries in an appropriate manner.

·         To administer and maintain our records.

·         To ensure that our service continues to be the most appropriate service for your needs and that content from our website is presented in the most effective manner for you and your computer.

·         To verify your identity and to respond to any query that you may raise with us.

·         To fulfil any contractual obligations we have with you.

·         To seek your views or comments on the services we provide and provide communications which you have requested or that may be of interest to you by post, email or telephone.

We reserve the right to send all customers of our services communications from time to time regarding updates and changes to our services and any technical, administrative and legal notices that we consider important or essential to our business.

How long do we keep your information?

If you purchase any products and services from us, then under UK tax law we are required to keep your basic personal data such as name, address, contact details etc. for a minimum of 6 years after which time it can be erased on your request.

We will hold your personal information on our systems indefinitely for marketing purposes or until you notify us that you no longer wish us to do so, unless your request contradicts our statutory obligations.

Who has access to your information?

As stated before, your privacy is important to us. That's why we will not, under any circumstances, sell or rent your personal information to any third parties. In addition, we will not share your information with third parties for 'their' specific marketing purposes.

If our business is sold or integrated with another business your details may be disclosed to our advisors and any prospective purchasers and their advisors and will be passed on to the new owners of the business.

In order to respond to your enquiries, deliver products and services or to send your newsletters, we may need to pass your information to our 3rd party service providers. In all circumstances, we will remain the controller of your data and our 3rd party service providers will be processors of your data.

For example, if you subscribe to our newsletter service, your personal data may be processed by a 3rd party email processor such as our current Office Supplies Dealer Group or MailChimp who specialise in the delivery of email newsletter services.

When we use third party service providers, we disclose only the personal information that is absolutely necessary in order to deliver the service. We also have contracts in place with all '3rd Party Service Providers' that requires them to keep your information secure and not to use it for their own direct marketing purposes. 

We will share your information if so requested by order of the Court, regulatory body or law enforcement organisation.

Restricting marketing communications

It's important that you are aware that you have a choice about whether or not you wish to receive marketing information or service notifications from us. 

If you have previously given us consent to process your personal data and send you marketing information, you can withdraw this consent at any time by unsubscribing or contacting us directly. We will aim to cease the delivery of all marketing communications to you immediately on receipt on your objection or un-subscription.

How you can access, update and delete your information?

Accessing your data

You have the right to ask for a copy of the information we hold about you. You can request a copy of this data at any time by contacting us directly. We will, where possible, always supply your personal data in a convenient and transferable format within 30 days.

Updating your data

Your personal data probably changes all of the time, and the accuracy of your information is important to us. Therefore, if your details do change, or the information we hold becomes inaccurate or out of date, please let us know by contacting us directly and we will rectify and update your data accordingly.

Deleting your data

If you would like us to delete or erase your personal information from our systems, then where possible (if not required for statutory or contractual requirements) we will do so within 30 days and provide confirmation that your data has been removed from our systems. To request that your personal data is erased from our systems, please contact us directly.

Transferring your information outside of Europe

In order to complete some forms of communications or service delivery, we may need to pass your information to service suppliers who are registered outside the European Union (“EU”). For example, this may occur if we use the US based newsletter emailing service provider MailChimp.

By submitting your personal data, you’re agreeing to this transfer, storing or processing. When transferring your information outside of the EU, we take steps to ensure that your privacy rights continue to be protected.

Security precautions

Our websites are protected through encryption which means that any information we collect from you via our websites is protected and secure.

Once we receive your information, we make our best effort to ensure its security on our systems. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

In the unlikely event of our systems and your data being breached, then we will notify you within at least 30 days including full details of what parts of your personal data have been compromised.


In order to better improve our products, services, marketing and website experience, we may analyse your personal information.

Examples of this may include profiling your previous points of interest on our website and automatically tailoring the messages and images you see when returning to our website whilst also profiling your interests in our products and services and automatically sending you tailored marketing communications or newsletter variants.

Please be aware, that at no point is automated profiling used to assess your credibility or eligibility for contractual approvals or legal decision-making.

Use of 'Cookies'

Please be aware that our websites use cookies.

Cookies are small pieces of information which are sent by a website to your web browser and remain on your computer until they are deleted. They help us to improve our site and to deliver a better and more personalised service. For full details on Cookies including what they are, how you can prevent them being used and how we use cookies please view our cookies policy.

You may refuse the use of cookies by selecting the appropriate settings on your browser. However please note that if you do this you may not be able to use the full functionality of this website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

Visiting our websites with your browser settings adjusted to accept cookies tells us that you want to use our products and services and that you consent to our use of cookies and other technologies.

Links from us to other websites

In order to provide you with further information or additional reference points, our website may contain links to other websites run by other organisations. 

We are committed to protecting the security of your personal information including payment Information. We have in place a level of security appropriate to the nature of the data and the harm that might result from a breach of security. However, all publicly accessible websites are susceptible to malicious practices, and we accept no liability if security is breached.

Please be aware that we cannot be responsible for the protection and privacy of your information which you provide whilst visiting other websites and such sites are not governed by this privacy statement.

Caution should be exercised and the privacy statement including security measures applicable to the website in question should be checked.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated in May 2018.

If any of the information that you have provided to us changes, for example if you change your email address or other contact details or if you wish to cancel your registration with us, please let us know by sending an email to us or writing to us at the address provided.

By submitting your information you consent to the use of that information as set out in this policy. If we change our privacy policy we will inform you of the changes either on our website or by other methods of communication to make you aware of the changes.

Your rights

You are entitled to have access to your personal data. You may request by writing to us (at the address provided), details of your information which we hold and the purposes for which it is held. We will provide this information within 30 days of your request, subject to any routine processing continuing between that time and the time of response.

You are entitled to request that we stop using information about you for the purpose of direct marketing (i.e. the communication to you (by whatever means) of any advertising or marketing material).

You are entitled to require us to ensure that no decision taken by or on behalf of us and which significantly affects you is based solely on the automated processing of your information, for the purpose of evaluating such matters as, for example, your creditworthiness, reliability or conduct.

You are entitled to require a correction of errors in the personal information held about you. If we disagree that information is inaccurate you are entitled to apply to ask the court for an order that such erroneous information be rectified, blocked, destroyed, or erased.

Complaints procedure

If at any point you wish to raise a complaint about how we have handled your personal data, then please contact us directly. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).


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