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Privacy notice
How Grease Guardian uses your personal information
This notice explains what personal information we collect, why we use it, who we share it with, how long we retain it and the rights available to you.
Last updated:
In summary: we use personal information to answer enquiries, provide quotations, process orders, manage customer accounts, provide product and service support, operate and secure our website and send marketing where permitted.
We do not sell or rent personal information. You can unsubscribe from marketing and change your cookie preferences at any time.
1. Who we are
F M Environmental Limited, operating the Grease Guardian division, is the controller responsible for personal information collected through www.greaseguardian.com .
Legal entity: F M Environmental Limited
Company number: NI021657
Registered office: Unit 6, Greenbank Industrial Estate, Warrenpoint Road, Newry, County Down, BT34 2PB, Northern Ireland
References to “Grease Guardian”, “we”, “us” or “our” in this notice mean F M Environmental Limited.
2. Scope of this notice
This notice applies when you:
- visit or interact with our website;
- create or use a customer account;
- request a quotation or submit an enquiry;
- purchase products, parts or services;
- request technical support, servicing or warranty assistance;
- subscribe to marketing communications; or
- deal with us as a customer, supplier, consultant, distributor or business contact.
Separate privacy information may apply to employees, job applicants or other activities not covered by this website notice.
3. Information we collect
Depending on how you interact with us, we may collect:
- Identity and contact information: your name, business name, job title, postal or delivery address, email address, telephone number, country or region.
- Account information: account username, login and password-reset information, account preferences and EU VAT number where supplied.
- Enquiry and business information: enquiry type, product requirements, project details, specifications, correspondence and information supplied through a form, email or telephone call.
- Order and transaction information: products or services ordered, order value, invoice details, delivery information, payment status, refunds and related records.
- Support and service information: product model, serial number, installation details, service history, warranty details, photographs, documents and communications with our support team.
- Marketing information: newsletter subscriptions, marketing preferences, consent records and interactions with our communications.
- Technical and usage information: IP address, browser, device type, operating system, approximate location derived from IP, referring page, pages viewed, access times, cookie identifiers and website interaction data.
We may also receive relevant information from authorised distributors, service partners, delivery providers, payment providers, business customers, social-media platforms, publicly available sources or another person acting on your behalf.
4. How and why we use personal information
We must have a lawful basis for each use of personal information. The bases we commonly rely on are contract, legal obligation, legitimate interests and consent.
| Purpose | Information used | Lawful basis |
|---|---|---|
| Answer enquiries and prepare quotations | Contact, business, project and enquiry information | Steps requested before entering a contract, or our legitimate interest in responding to business enquiries |
| Create and manage customer accounts | Identity, contact, account and preference information | Contract and our legitimate interest in administering customer relationships |
| Process orders, payments, deliveries and refunds | Contact, order, delivery and transaction information | Contract and legal obligations relating to financial records |
| Provide support, servicing and warranty assistance | Contact, product, installation, service and communication records | Contract and our legitimate interest in supporting our products |
| Secure and operate the website | Account, technical, device, log and security information | Our legitimate interests in security, fraud prevention and reliable website operation |
| Measure and improve website performance | Technical, usage, analytics and cookie information | Consent for non-essential analytics; legitimate interests for necessary operational logs |
| Send newsletters and marketing | Contact details, preferences, consent and engagement information | Consent, or legitimate interests where business marketing is permitted by applicable law |
| Meet legal obligations and handle legal claims | Relevant customer, order, financial and communication records | Legal obligation and legitimate interests |
Where we rely on legitimate interests, those interests may include operating our business, responding to customers, improving our products and services, protecting our systems, preventing fraud and establishing or defending legal claims.
Where consent is our lawful basis, you may withdraw it at any time. Withdrawal does not affect processing that took place before consent was withdrawn.
6. Marketing communications
We may send newsletters, product information, company news or relevant business communications where you have consented or another lawful basis permits us to do so.
You can stop promotional email at any time by using the unsubscribe link in the message or contacting sales@greaseguardian.com .
Unsubscribing from marketing does not prevent us from sending necessary communications about an enquiry, account, order, service request, warranty or transaction.
7. Who we share information with
We may share personal information where necessary with:
- website hosting, IT, security and support providers;
- payment processors, banks and fraud-prevention providers;
- delivery, logistics and fulfilment providers;
- email, customer-management and marketing providers;
- analytics, cookie-consent and advertising providers;
- authorised distributors, representatives and service partners where needed to handle an enquiry or provide local support;
- accountants, auditors, insurers, lawyers and professional advisers;
- courts, regulators, law-enforcement bodies or authorities where disclosure is required or permitted by law; and
- a buyer or successor in connection with a genuine business sale or restructuring.
Service providers acting for us are expected to protect personal information and use it only for the agreed service and lawful purposes. We do not sell or rent personal information.
8. International transfers
Some technology, payment, analytics, marketing or support providers may store or access personal information outside the United Kingdom.
Where UK data-protection rules apply, we use an approved transfer mechanism where required. This may include UK adequacy regulations, approved contractual safeguards or another mechanism recognised by UK law.
You may contact us for more information about safeguards relevant to your personal information.
9. How long we keep information
We retain personal information only for as long as reasonably necessary, including for legal, accounting, warranty, security and dispute purposes.
| Record | Typical retention period |
|---|---|
| Enquiries and quotations that do not proceed | Normally up to 24 months after the last meaningful contact |
| Customer accounts | While active and normally up to 24 months after closure, except where related records must be retained longer |
| Orders, invoices and accounting records | Normally six years after the relevant transaction or financial period, subject to legal requirements |
| Product, service and warranty records | For the applicable contract or warranty period and normally up to six years afterwards |
| Marketing records | Until consent is withdrawn, you object or the information is no longer needed |
| Website security and operational logs | Normally up to 12 months unless needed to investigate an incident or claim |
| Cookie and consent records | According to our cookie-consent tool and for as long as needed to demonstrate consent choices |
Records may be retained longer where required for a legal obligation, active dispute, fraud investigation, product-safety issue or legal claim.
10. Information security
We use administrative, organisational and technical measures designed to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.
Access is limited to people and providers who need the information for legitimate business purposes. No internet transmission or storage system can be guaranteed to be completely secure.
11. Your data-protection rights
Depending on the circumstances, you may have the right to:
- request access to personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information in certain circumstances;
- ask us to restrict how information is used;
- receive certain information in a portable format;
- object to processing based on legitimate interests;
- object at any time to direct marketing;
- withdraw consent where processing is based on consent; and
- raise concerns about automated decisions producing legal or similarly significant effects.
We do not currently use website information to make solely automated decisions producing legal or similarly significant effects.
To exercise a right, contact us below. We may need reasonable information to verify your identity and locate the relevant records. We normally respond within one month.
12. Children’s information
Our website and products are intended for businesses and adults. They are not directed at children, and we do not knowingly collect personal information from children through the website.
13. Links to other websites
Our website may link to distributor websites, social-media platforms, payment services or other third-party websites. We do not control how those third parties use personal information. Review their privacy notices before providing information to them.
14. Changes to this notice
We may update this notice when our services, website technologies or legal obligations change. The latest version will appear on this page with a revised “Last updated” date.
15. Contact us or make a complaint
Unit 6, Greenbank Industrial Estate
Warrenpoint Road
Newry, County Down
BT34 2PB
Northern Ireland
Email: sales@greaseguardian.com
Telephone: +44 (0)28 3026 6616
Please use “Privacy request” as the email subject where possible.
If you have a concern, please contact us first so that we have an opportunity to resolve it.
You also have the right to complain to the UK Information Commissioner’s Office: ico.org.uk/make-a-complaint or telephone 0303 123 1113.
