Privacy Policy

INFORMATION WE MAY COLLECT
Depending on how you interact with us, we may collect:
Your name, job title and organisation
Business contact details, including email address, telephone number and postal address
Enquiry, quotation and correspondence records
Account, order, delivery and invoice information
Payment status and transaction references; payment-card details are normally handled by our payment provider rather than stored directly by us
Website account and order-history information
Technical information such as IP address, browser, device, cookie identifiers and website usage data
Marketing preferences
Photographs, names, identification details, card data, artwork or credential information supplied for an agreed card-production or personalisation service
Information needed to provide technical support, compatibility guidance or project delivery
Please do not send sensitive personal information unless it is necessary for an agreed service and appropriate safeguards have been confirmed.

HOW WE USE PERSONAL INFORMATION
We may use personal information to:
Respond to enquiries and provide quotations
Set up and manage customer accounts
Process orders, payments, deliveries and returns
Provide card-printing, personalisation, accreditation and related services
Communicate about projects, products, support and service updates
Verify compatibility and technical requirements
Maintain business, tax and accounting records
Protect our website, systems, customers and business against misuse, fraud and security threats
Improve our website and services
Send relevant business marketing where permitted
Meet legal, regulatory and contractual obligations

OUR LAWFUL BASES
We rely on one or more of the following lawful bases:
Contract: where processing is necessary to take steps at your request or perform an agreement
Legal obligation: where we must keep or disclose information to comply with the law
Legitimate interests: where processing is reasonably necessary to operate, secure and improve our business, support customers, prevent fraud or communicate with business contacts, provided those interests are not overridden by individual rights
Consent: where consent is required, including for certain marketing activities and non-essential cookies
You may withdraw consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

CUSTOMER-SUPPLIED CARD AND IDENTIFICATION DATA
When an organisation supplies personal information so that we can produce, personalise or manage cards or credentials on its behalf, that organisation will normally be the controller and Fairfield ID Solutions Ltd will act as its processor.
The customer is responsible for ensuring it has a lawful basis for collecting and supplying that information and for giving individuals any necessary privacy information.
We will use customer-supplied information only to provide the agreed service, follow documented instructions and meet applicable legal or security obligations.

WHO WE SHARE INFORMATION WITH
Where necessary, we may share information with:
Wix and other website, hosting, account or ecommerce providers
Microsoft 365 and business communications providers
Payment processors and financial institutions
Couriers, delivery services and fulfilment partners
Manufacturers, distributors and specialist service partners where needed to fulfil an order
IT, security, cloud-storage and professional-support providers
Accountants, insurers, legal advisers and auditors
Public authorities, regulators or law-enforcement bodies where required by law
A purchaser or successor if our business or assets are reorganised or transferred
We require service providers to handle personal information appropriately and only for agreed purposes.

INTERNATIONAL TRANSFERS
Some technology or service providers may process information outside the United Kingdom.
Where required, we use recognised safeguards designed to protect personal information, such as UK adequacy regulations, approved contractual clauses or another lawful transfer mechanism.

HOW LONG WE KEEP INFORMATION
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including contractual, support, warranty, accounting, tax, legal and dispute-resolution requirements.
Retention periods vary according to the type of information and service. When information is no longer required, it will be deleted, anonymised or securely disposed of.

COOKIES AND ANALYTICS
Our website may use cookies and similar technologies for essential operation, security, preferences, analytics and other approved purposes.
Strictly necessary cookies may operate without consent. Non-essential analytics or marketing cookies should only be used where the appropriate consent has been obtained.
Visitors can manage their choices through the website’s cookie controls and browser settings. Further information should be provided through the website’s cookie banner or cookie settings.

MARKETING
We may send relevant business communications where permitted by law. You can opt out at any time by using an unsubscribe option or contacting sales@fairfieldid.co.uk.
Service messages relating to an enquiry, quotation, order or existing relationship are not marketing messages.

SECURITY
We use reasonable organisational and technical measures intended to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
No method of electronic transmission or storage is completely secure, but we review our safeguards and limit access to people and providers who need the information for legitimate purposes.

YOUR DATA-PROTECTION RIGHTS
Depending on the circumstances, you may have the right to:
Request access to your personal information
Ask us to correct inaccurate or incomplete information
Ask us to erase information
Ask us to restrict processing
Object to certain processing
Request transfer of information in a portable format
Withdraw consent
Complain to a supervisory authority
These rights are subject to legal conditions and exceptions.
To make a request, email sales@fairfieldid.co.uk. We may need to verify your identity before responding.

COMPLAINTS
Please contact us first if you have concerns so we can try to resolve them.
You may also complain to the Information Commissioner’s Office:
Website: www.ico.org.uk
Telephone: 0303 123 1113

THIRD-PARTY LINKS
Our website may link to websites operated by manufacturers, partners or other third parties. We are not responsible for their privacy practices, and you should review their privacy information separately.

CHANGES TO THIS POLICY
We may update this privacy policy when our services, website or legal obligations change. The latest version will appear on this page with an updated revision date.