This notice explains what personal data GIBIDI UK Limited collects, why we use it, who we share it with, how long we keep it and what rights you have. It applies to our trade customers and their staff, to visitors to this website, to people who contact us, and to our suppliers.
1Who we are
GIBIDI UK Limited is the data controller for the personal data described in this notice. We are registered in England and Wales, company number 11433262, at Unit 5, Spelmonden Farm, Spelmonden Road, Goudhurst, Kent TN17 1HD.
For anything to do with your personal data, contact us at gdpr@gibidi-uk.com, on 01580 238 660, or by post to GIBIDI UK Ltd (GDPR), Unit 5, Spelmonden Farm, Spelmonden Road, Goudhurst, Kent TN17 1HD.
We are registered with the Information Commissioner's Office under registration reference ZB135484.
2The data we collect
Trade account holders and people who order from us
- Name, job role, business name and address, email address, telephone and mobile numbers.
- Trade account details, including company registration and VAT numbers, and the information given on your account application.
- Order history, delivery addresses, invoices, payment records and correspondence with us.
- Records of technical support, training bookings, returns and warranty claims.
People who contact us or attend training
- Name, business contact details and the content of your enquiry or booking.
Website visitors
- Information collected by cookies and similar technologies, described in section 12.
- Technical data such as IP address, browser type and pages viewed.
Suppliers
- Business contact details for our contacts at supplier organisations, and records of our dealings with them.
We do not deliberately collect special category data, and we do not carry out automated decision-making or profiling that produces legal effects.
3Where we get it from
- Directly from you, when you apply for a trade account, place an order, book training, contact us, or meet us at a trade event.
- From your employer or colleagues, where they give us your business contact details so we can deal with an order or enquiry.
- From publicly available sources such as Companies House and company websites, when we verify a trade account application.
- Automatically, when you use this website.
4Why we use it, and our lawful basis
| What we use it for | Lawful basis |
|---|---|
| Setting up and administering your trade account, and verifying that you are a business | Performance of a contract, and our legitimate interest in trading only with genuine trade customers |
| Processing and delivering your orders, taking payment and issuing invoices | Performance of a contract |
| Assessing credit and setting credit limits | Our legitimate interest in managing credit risk |
| Providing technical support, training, servicing, repairs, returns and warranty claims | Performance of a contract, and our legitimate interest in supporting our products |
| Registering products with the manufacturer for warranty purposes | Performance of a contract, and our legitimate interest in administering warranties |
| Configuring third party equipment such as intercoms at your request | Performance of a contract, and our legitimate interest in providing the service you asked for |
| Sending marketing to business contacts | Our legitimate interest in promoting our products to the trade. See section 9 |
| Keeping accounting and tax records | Legal obligation |
| Preventing fraud and keeping our website and systems secure | Our legitimate interest in protecting our business |
| Website analytics and measuring how our site is used | Your consent, given through our cookie banner. See section 12 |
| Establishing, exercising or defending legal claims | Our legitimate interest in protecting our legal position |
Where we rely on legitimate interests, we have considered whether those interests are outweighed by your rights. You can ask us for more detail about that assessment at any time.
5Data you give us about other people
Our customers are installers, and they sometimes give us personal data about their own customers so that we can help. The most common example is setting up an intercom, where we need the householder's name, address, telephone number or email address in order to configure the equipment or register it with the manufacturer's platform.
If you give us personal data about anyone else, you confirm that you are entitled to do so and that you have told those people how their data will be used, including that it may be passed to us and to the relevant equipment manufacturer or platform.
We use that data only for the purpose you gave it to us for, we do not use it for our own marketing, and we delete it when it is no longer needed for that purpose.
6Who we share it with
We do not sell your personal data, and we do not share it for anyone else's marketing. We do share it with the organisations below, so that we can run our business and do what you have asked us to do.
- Couriers and carriers, who need the delivery name, address and contact number to deliver your order.
- The manufacturer, GI.BI.DI. S.r.l. in Italy, where products are registered for warranty, or where a technical or warranty issue has to be referred to them.
- Third party equipment manufacturers and platforms, where we configure or register equipment such as intercoms at your request.
- Payment providers, who process card and online payments. We do not store full card details ourselves.
- IT, hosting, email and software providers, including our website host, our email provider and the systems we use to manage orders, accounts and marketing.
- Professional advisers such as our accountants, insurers and solicitors, where they need it to advise us.
- Credit reference and debt recovery agencies, where we assess credit or recover an unpaid debt.
- Regulators, law enforcement and other authorities, where we are legally required or permitted to disclose it, for example a request from the Information Commissioner's Office or HMRC.
- A buyer or successor, if we sell or reorganise our business.
Where we use suppliers who process personal data on our behalf, they act on our instructions under a written contract and cannot use your data for their own purposes.
7Transfers outside the UK
Some of the organisations we work with are based outside the UK. In particular, warranty registration and product support involve GI.BI.DI. S.r.l. in Italy, and some of our website and analytics providers are based in the United States.
Where personal data leaves the UK, we rely on UK adequacy regulations for the country concerned or, where none applies, on the International Data Transfer Agreement or the UK Addendum to the standard contractual clauses, together with any additional safeguards needed. You can ask us for details of the safeguards in place for a particular transfer.
8How long we keep it
| Data | Retention |
|---|---|
| Order records, invoices and accounting data | 7 years from the end of the financial year they relate to, to meet HMRC requirements |
| Trade account records | For as long as the account is open, then 7 years after the last transaction |
| Warranty and product registration records | For the warranty period, then 3 years |
| Enquiries and correspondence that do not lead to an order | 2 years |
| Marketing contact data | Until you opt out, or after 3 years with no engagement |
| End user data given to us for equipment set-up | Deleted once the set-up is complete and any support period has ended |
| Website analytics data | As set by our analytics provider, currently up to 14 months |
Where we need to keep something longer to deal with a dispute or a legal claim, we keep it until that is resolved.
9Marketing
We send product news, offers and technical updates to business contacts by email and post. Because we sell only to businesses, we rely on our legitimate interests and on the rules for corporate subscribers under the Privacy and Electronic Communications Regulations.
We do not send marketing by cold call, automated call, text or fax, we do not buy or use marketing lists from third parties, and we do not pass your details to anyone else for their marketing.
You can opt out at any time using the unsubscribe link in any marketing email, by emailing gdpr@gibidi-uk.com, or by writing to us. We will stop, and we will keep the minimum record needed to make sure we do not contact you again by mistake.
Opting out of marketing does not stop us sending messages we need to send about your orders, account or warranty.
More detail is set out in our GDPR and PECR policy.
10Your rights
You have the right to:
- Be informed about how we use your data, which is what this notice is for.
- Access a copy of the personal data we hold about you.
- Rectification, if the data we hold is inaccurate or incomplete.
- Erasure of your data, where there is no good reason for us to keep it.
- Restrict processing, in certain circumstances, so we hold your data but do not use it.
- Object to processing that we carry out on the basis of legitimate interests, and to object to direct marketing at any time.
- Data portability, to receive certain data in a machine readable format or have it sent to another organisation.
- Withdraw consent, where we rely on consent, without affecting anything done before you withdrew it.
To exercise any of these, email gdpr@gibidi-uk.com. We will respond within one calendar month, and there is no charge in normal circumstances. We may ask you to confirm your identity first.
Complaints. If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
11Security
We take reasonable technical and organisational measures to protect personal data against accidental or unlawful loss, alteration, unauthorised use, disclosure or access. These include access controls, firewall protected storage, encrypted connections to our website and restricting access to those who need it.
No transmission over the internet can be guaranteed completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner's Office within 72 hours of becoming aware of it, and where the breach is likely to result in a high risk to you, we will tell you without undue delay.
12Cookies
Cookies are small text files placed on your device that identify your browser or device. They let a website recognise a returning visitor, remember preferences, keep you signed in, and help us understand how the site is used.
Cookies that are strictly necessary
These are needed for the website to work. They keep your session active, remember what is in your basket, keep you logged in to your trade account, balance traffic and remember settings such as language and currency. They do not require your consent, and the site will not work properly without them.
Cookies that require your consent
These are not necessary for the site to work, so we only set them if you agree through our cookie banner. You can change your choice at any time through the banner or by clearing cookies in your browser.
- Analytics, currently Google Analytics, which tells us how many people visit, which pages they use and how they found us.
- Advertising and measurement, including tags managed through Google Tag Manager and the Meta pixel, which help us measure and target our advertising.
- Embedded content, such as videos from YouTube, which may set cookies when a video is displayed or played.
- Social media, where pages include links or content from external platforms.
Google reCAPTCHA is used on some forms to protect against spam and abuse. It is provided by Google and processes technical data about your device and behaviour on the page.
Controlling cookies
You can change your cookie choices through our banner, and you can delete or block cookies in your browser settings. If you block cookies entirely, parts of this site, including your trade account and basket, may not work.
13Changes to this notice
We may update this notice from time to time. Any changes will be posted on this page, and where the change is significant we will tell you by email. Please check this page from time to time for updates.