Privacy Policy

1. About this policy

This policy explains how Nexus Industrial Supply Limited (“Nexus”, “we”, “us”) handles personal data. It covers this website and the enquiries, quotations and business relationships that follow from it.

We are a business-to-business supplier of electrical, automation and instrumentation components. Almost all of the personal data we hold is ordinary business contact information about people acting in a professional capacity — names, work email addresses, job titles and telephone numbers. We do not sell personal data, and we do not use it for profiling or automated decision-making.

Terms such as “personal data”, “controller” and “processing” carry the meanings given to them in the UK GDPR and the Data Protection Act 2018.

2. Who we are and how to contact us

Nexus Industrial Supply Limited is the controller of the personal data described in this policy.

Detail	Information
Company	Nexus Industrial Supply Limited
Registered office	Radley House, Richardshaw Road, Leeds, LS28 6LE
Email	sales@nexusindustrialsupply.co.uk
Telephone	07863 555439

We are not required to appoint a statutory Data Protection Officer and have not done so. Data protection matters are handled by our management team. Please mark any data protection enquiry “Data protection” so that it reaches the right person quickly.

3. The personal data we collect

Enquiry and quotation forms

Our contact form asks for your name, email address, company and message. Our Request a Quote form asks for your full name, email address, telephone number and company, together with details of the requirement: part number, manufacturer or brand, quantity, specification or description, required-by date, delivery location and any additional information you choose to add.

Only the fields marked as required have to be completed. Free-text fields are yours to use as you see fit, so please avoid including personal details that are not relevant to the enquiry.

Email, telephone and correspondence

If you contact us directly we keep a record of the exchange, including your contact details, what was discussed and any documents attached.

Customer, supplier and business relationship data

Where an enquiry becomes an order, we process the information needed to quote, purchase, ship and invoice — ordering, delivery and accounts contacts, addresses, purchase order references, and the payment and credit information relating to the business.

We also hold contact details for people at our suppliers, manufacturers and logistics partners. These are obtained from the individuals themselves, from their employer, or from publicly available business sources such as company websites and trade directories.

4. Documents and technical information you send us

Sourcing work runs on documents: drawings, bills of materials, datasheets, photographs of rating plates and similar technical material.

Our website forms do not accept file uploads. Documents reach us by email or another route you choose, and we store them alongside the enquiry they belong to. Technical documents often contain incidental personal data — an engineer’s name in a title block, an author recorded in a file’s properties, a signature on a drawing. We treat that information as part of the enquiry record and apply the same retention and security rules to it.

Please do not send us special category data, such as health information, and do not send documents that are more sensitive than the enquiry requires. If you need to share something commercially confidential, tell us first and we will agree a suitable route.

5. Information collected automatically

Our hosting platform records standard server log information for every request: IP address, date and time, the page requested, the referring page and the browser user-agent string. Logs are used for security, troubleshooting and abuse prevention.

The site also uses first-party visitor statistics to count page views and see which pages are read. This is measurement only. It does not build an advertising profile, it is not shared with advertising networks, and it is not used to identify you. Section 15 and our Cookie Policy explain what is used and how to object.

Form submissions are passed through an automated spam filter, which examines the content of the submission together with technical information such as the sending IP address in order to decide whether it is spam.

6. How and why we use your data

The table below sets out what we do with personal data and the lawful basis for each activity.

Purpose	Data used	Lawful basis
Responding to enquiries and preparing quotations	Contact details, enquiry content, technical documents	Legitimate interests (answering a request made to us) and, where you are contracting personally, steps taken at your request before entering a contract
Sourcing components from suppliers and manufacturers	Specification and requirement details; contact details where a supplier needs them	Legitimate interests (running our sourcing business)
Supplying goods, arranging delivery, invoicing and after-sales support	Order, delivery, accounts and contact details	Performance of a contract, or legitimate interests where you deal with us on behalf of a company
Keeping accounting and tax records	Order, invoice and payment records	Legal obligation
Managing supplier, manufacturer and partner relationships	Business contact details and correspondence	Legitimate interests
Sending occasional business updates to existing contacts	Name, work email address, company	Legitimate interests, subject to an opt-out in every message
Website security, spam prevention and troubleshooting	Server logs, submission metadata	Legitimate interests (protecting our systems)
Understanding how the website is used	Aggregated visitor statistics	Legitimate interests (improving our website)
Establishing, exercising or defending legal claims and responding to regulators	Any relevant record	Legal obligation and legitimate interests

7. Lawful bases we rely on

• Contract — where we are performing a contract with you, or taking steps you have asked for before entering one.
• Legal obligation — where the law requires us to keep or disclose information, particularly accounting, tax and trade compliance records.
• Legitimate interests — where processing is necessary to run a sourcing and supply business: answering enquiries, managing supplier relationships, protecting our systems and keeping proper records. This is the basis we rely on most often, because most of our contacts deal with us on behalf of a company rather than personally.
• Consent — used only where the law requires it, for example certain electronic marketing to individuals. Where we rely on consent you can withdraw it at any time, which does not affect anything done beforehand.

When we rely on legitimate interests we have considered whether our interest is overridden by your rights and freedoms. You can ask us for a summary of that assessment for any activity in the table above.

8. Marketing communications

We do not run consumer marketing campaigns. Any marketing we send is business-to-business: occasional updates about sourcing capability, stock or lead times, sent to people who have enquired or dealt with us.

Every message carries a clear way to stop receiving them, and you can opt out at any time by replying or emailing us. Opting out of marketing does not stop the messages we need to send about a live enquiry, quotation or order.

We do not sell, rent or otherwise release contact details to third parties for their own marketing.

9. Who we share your data with

We share personal data only where there is a reason to, and only as much as that reason requires.

• Suppliers, manufacturers and distributors — usually the specification alone; occasionally a technical contact where the supplier needs to resolve a question directly.
• Freight forwarders and couriers — delivery contact details and addresses.
• Professional advisers — accountants, insurers and legal advisers, under a duty of confidentiality.
• Banking and payment providers — for settling invoices.
• IT, hosting and software providers — described in section 10.
• Regulators, law enforcement and public authorities — where we are required to disclose, including export control and sanctions compliance.
• A buyer or successor — if the business or part of it is sold or reorganised, under confidentiality terms.

We do not sell personal data, and we do not share it with advertising networks or data brokers.

10. Service providers and platforms

This website runs on WordPress.com, a platform operated by Automattic Inc. Automattic hosts the site, serves the fonts it uses, processes form submissions, filters spam and provides the visitor statistics described in section 5. Automattic acts as our processor for that work and is bound by written terms restricting it to processing on our instructions.

What this website actually loads

Service	Provider	What it does
WordPress.com hosting	Automattic Inc.	Serves the website and keeps server logs
Jetpack Forms	Automattic Inc.	Delivers and stores contact and quotation form submissions
Akismet	Automattic Inc.	Checks form submissions for spam
Site statistics	Automattic Inc.	Counts page views and visits
Web fonts	Automattic Inc.	Serves the typefaces used on the site
Gravatar	Automattic Inc.	Loaded by the platform. No visitor-facing feature on this site uses it, as the site has no comments or user profiles

The website does not load Google Analytics or any other third-party analytics product, advertising or social media tracking pixels, embedded video, embedded maps, live chat or any file upload service.

Away from the website we use ordinary business software for email, accounting and document storage. Providers are selected on the strength of their security and data protection commitments and are engaged under written terms.

11. International transfers

Automattic Inc. is based in the United States, so hosting this website involves transferring personal data outside the UK. Some of our other providers, and some of the manufacturers and suppliers we source from, are also outside the UK.

Where personal data leaves the UK we make sure a lawful transfer mechanism is in place. Depending on the recipient, that will be the UK Extension to the EU–US Data Privacy Framework where the recipient is certified under it, an adequacy decision covering the destination country, or the ICO’s International Data Transfer Agreement or Addendum supported by a transfer risk assessment.

You can ask us which mechanism applies to a particular transfer.

12. How long we keep your data

We keep personal data only as long as there is a reason to. The periods below are our defaults; a specific record may be kept longer where a claim, dispute or legal obligation requires it.

Record	Retention period	Reason
Website enquiries that do not progress	24 months from the last contact	So a repeat enquiry can be picked up in context, and to evidence what was asked
Quotations and sourcing records	6 years from the date of the quotation	Limitation period for contract claims in England and Wales
Customer and supplier transaction records, invoices and payment records	6 years after the end of the financial year they relate to	Companies Act 2006 and HMRC requirements
Technical documents supplied with an enquiry	Kept with the enquiry or order record they belong to	Consistency with the record they support
Marketing contacts and opt-out records	Until you opt out; opt-out records are kept indefinitely	So that we can honour your choice
Server logs and spam-filter records	Short retention periods set by our platform provider	Security and abuse prevention

When a retention period ends we delete the record or anonymise it so that it can no longer identify anyone. Copies held in backups are removed as those backups are overwritten on their normal cycle.

13. How we protect your data

Access to enquiry records, mailboxes and business systems is limited to people who need it for their role, using individual accounts with multi-factor authentication where the service supports it. The website is served over HTTPS, and platform-level security, patching and backups are handled by our hosting provider.

No system can be completely secure. If a personal data breach occurs that is likely to result in a risk to people’s rights and freedoms, we will report it to the ICO within 72 hours of becoming aware of it, and tell the individuals affected where the law requires us to.

14. Your rights

Under UK data protection law you have the following rights. Some apply only in particular circumstances, and we will explain if a right does not apply to your request.

• Access — a copy of the personal data we hold about you, and an explanation of how we use it.
• Rectification — correction of data that is inaccurate or incomplete.
• Erasure — deletion of data where we no longer have a good reason to keep it.
• Restriction — a pause on our use of your data while an issue is resolved.
• Objection — you can object to processing carried out on the basis of legitimate interests. Where you object to direct marketing we will stop, without exception.
• Portability — a machine-readable copy of data you gave us, where processing is based on consent or contract and carried out by automated means.
• Withdrawing consent — where we rely on consent, you can withdraw it at any time.
• Automated decisions — you have the right not to be subject to decisions made solely by automated means with legal or similarly significant effects. We do not make decisions in that way.

To exercise a right, email sales@nexusindustrialsupply.co.uk marked “Data protection”. We respond within one month. Complex or multiple requests can take up to a further two months, and we will tell you within the first month if that applies. There is no charge unless a request is manifestly unfounded or excessive. We may ask for information to confirm your identity before we act.

15. Cookies and similar technologies

This website uses a small number of cookies and similar technologies. It does not use advertising, retargeting or cross-site tracking cookies. Our Cookie Policy sets out exactly what is used, the legal basis for each category, and how to object or block them.

16. Third-party websites

This website links to manufacturer, distributor and standards organisation websites. Those sites are outside our control and are governed by their own privacy and cookie policies. We are not responsible for their content or their handling of personal data, and we suggest you read their policies before providing information to them.

17. Complaints and the ICO

If you are unhappy with how we have handled your personal data, please contact us first. We would rather hear about it and put it right.

You also have the right to complain to the Information Commissioner’s Office, the UK’s independent data protection regulator. Complaining to us first is not a condition of doing so.

Information Commissioner’s Office
Address	Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline	0303 123 1113
Website	ico.org.uk

18. Changes to this policy

We review this policy whenever our processes or systems change, and at least once a year. The current version is always published on this page, with the date it was last updated shown at the top. Where a change materially affects how we use personal data, we will draw attention to it on the website.