Website Privacy Policy
Last Updated: February 20, 2025
Active Inventories ("we," "us," or "our") operates the website at http://www.activeinventories.co.uk (the "Website"). This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you visit the Website, purchase software or technical manuals in print or PDF format ("Products"), or interact with us. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018) as applicable in the United Kingdom.
1. Data Controller
Active Inventories is the data controller responsible for your personal data, determining the purposes and means of processing as outlined in this Privacy Policy. Contact details are provided in the footer of this page.
2. Personal Data We Collect
We collect the following personal data when you use the Website or purchase Products:
- 2.1. Order Information: When you place an order, we collect your name, billing address, shipping address (for print Products), email address, and payment details (processed via third-party payment processors like PayPal or Stripe).
- 2.2. Contact Information: If you contact us (e.g., via email), we collect your name, email address, and any information you provide in your message.
- 2.3. Website Usage Data: We collect technical data such as your IP address, browser type, device information, pages visited, and user behavior through Google Analytics and cookies (see Section 5).
- 2.4. Voluntary Data: Any additional data you provide voluntarily, such as feedback or inquiries.
3. How We Use Your Data
We use your personal data for the following purposes, based on lawful grounds under UK GDPR:
- 3.1. To Fulfill Orders: To process payments, deliver print Products, provide PDF download links, and manage refunds (legal basis: contract performance).
- 3.2. To Communicate: To respond to your inquiries or provide order updates (legal basis: contract performance or legitimate interests).
- 3.3. To Improve the Website: To analyze usage data via Google Analytics to enhance our services, optimize user experience, and understand purchasing trends (legal basis: consent for non-essential analytics, legitimate interests for essential analytics).
- 3.4. To Comply with Law: To meet legal obligations, such as tax or consumer protection requirements (legal basis: legal obligation).
4. Data Sharing and Disclosure
We may share your personal data with:
- 4.1. Payment Processors: Third-party services like PayPal or Stripe to process payments securely. They act as data controllers under their own privacy policies.
- 4.2. Shipping Providers: Courier services to deliver print Products, receiving only necessary shipping details.
- 4.3. Service Providers: IT or analytics providers, including Google Analytics, acting as data processors on our behalf under strict data protection agreements.
- 4.4. Legal Authorities: If required by law or to protect our rights, safety, or property.
5. Cookies and Tracking
We use cookies and similar technologies, including Google Analytics, to enhance your experience and analyze Website usage. These include:
- 5.1. Essential Cookies: Necessary for Website functionality (e.g., order processing, session management), not requiring consent under UK law as they are strictly necessary (legal basis: legitimate interests).
- 5.2. Google Analytics Cookies: As stated in our cookie consent notice—"Analytical Cookies (Google Analytics): These cookies, provided by Google Analytics, help us improve the Website by tracking which pages are most popular, how visitors navigate, and usage patterns. They collect data like your IP address (anonymized where possible), device type, and browser info. This data may be processed in the United States"—these cookies are optional and enabled only with your explicit consent via our cookie banner at your first visit. You can withdraw consent or disable these cookies at any time through our cookie settings link or your browser settings. For more information, see Google’s Privacy Policy at https://policies.google.com/privacy.
- 5.3. Managing Preferences: You can control cookie usage via your browser or our Website’s cookie settings. Disabling Google Analytics cookies will not affect essential Website functionality but may limit personalized improvements.
6. Data Retention
We retain your personal data only as long as necessary:
- Order data (e.g., name, address) is kept for 6 years to comply with UK tax and accounting laws.
- Contact data is retained until your inquiry is resolved, then deleted within 12 months unless further action is required.
- Usage data from Google Analytics is retained for 24 months, after which it is anonymized or deleted unless needed for legal purposes.
7. Your Data Rights
Under UK GDPR, you have the following rights regarding your personal data:
- 7.1. Access: Request a copy of your data, including Google Analytics data we hold.
- 7.2. Rectification: Correct inaccurate data.
- 7.3. Erasure: Request deletion where no legal basis for retention exists (e.g., after withdrawing analytics consent).
- 7.4. Restriction: Limit processing in certain cases.
- 7.5. Objection: Object to processing based on legitimate interests or withdraw consent for Google Analytics.
- 7.6. Portability: Receive your data in a structured format.
To exercise these rights, use the contact details provided in the footer. We will respond within one month, extendable by two months for complex requests. You may also complain to the UK Information Commissioner’s Office (ICO) at www.ico.org.uk if unsatisfied with our response.
8. Data Security
We implement reasonable technical and organizational measures to protect your data, such as encryption for payment processing and secure storage. Google Analytics data is processed under Google’s security standards. However, no online transmission is entirely secure, and we cannot guarantee absolute protection against breaches.
9. International Transfers
Your data may be transferred outside the UK, including to Google Analytics servers in the United States and payment processors like PayPal or Stripe. We ensure such transfers comply with UK GDPR via adequacy decisions, standard contractual clauses, or other approved mechanisms, such as Google’s Data Processing Agreement.
10. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements, including updates related to Google Analytics. Updates will be posted on the Website with a revised "Last Updated" date. Your continued use of the Website after changes constitutes acceptance of the revised policy.