Privacy Policy

Last updated: 20 October 2026

1. Introduction and Who We Are

Orion Trade Supplies Ltd, trading as Orion Trade Supplies, is committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, purchase products, open an account, apply for credit facilities, contact us or subscribe to our marketing communications.

Business details

• Legal company name: Orion Trade Supplies Ltd

• Trading name: Orion Trade Supplies

• Company registration number: 09332448

• Registered in: England and Wales

• Registered office: The Old Barn, Off Wood Street, Wood Street, Swanley, England, BR8 7PA

• VAT registration number: 206073834

• Website: https://orion.supplies/

• Privacy contact: sales@orion.supplies

Orion Trade Supplies Ltd is the data controller responsible for personal information processed for its own business purposes.

This policy applies to our online activities and relevant interactions with our Rochester and Peckham branches.

2. Personal Information We Collect

Depending on how you interact with us, we may collect the following categories of personal information.

Identity and contact information

Your name, business name, billing and delivery addresses, email address, telephone number and account identifiers.

Account information

Details associated with your website or Trade Account, including account registration, purchase history, account status and relevant communications.

Order and transaction information

Products purchased, order values, delivery and collection details, invoices, refunds, payment status and transaction references.

Payment information

Information needed to administer transactions, such as payment amounts, billing details, payment status and transaction references.

Online payments are handled by third-party payment service providers. Orion Trade Supplies does not directly store customers’ full payment card numbers or card security codes.

Credit application information

Where you request Trade Account credit facilities, we may collect information needed to assess your application, including relevant business, financial and applicant details.

Website and technical information

Information such as IP address, browser and device characteristics, pages visited, website interactions and cookie preferences, subject to applicable consent requirements.

Marketing information

Email addresses, mobile numbers, marketing subscription status, communication preferences and relevant email or SMS engagement information.

Customer service information

Enquiries, complaints, feedback, correspondence and information provided when requesting support, refunds or returns.

We aim to collect only information reasonably necessary for the relevant purpose.

3. How We Collect Personal Information

We may collect information:

• Directly from you when you place an order, register an account, apply for credit, subscribe to marketing or contact us.

• Through our WooCommerce website and its order-management functions.

• Through our branch sales, invoicing and customer service activities.

• From payment providers, delivery providers and other service providers involved in completing transactions.

• From credit assessment services when you request credit facilities.

• Through website analytics and cookies, where permitted and subject to your preferences.

• Through marketing platforms when you subscribe to or interact with our communications.

4. How We Use Your Information and Our Lawful Bases

Under UK data protection law, we must have a lawful basis for processing personal information.

We process information for the following purposes.

Processing orders and supplying products

We use customer, order and delivery information to process purchases, arrange collection or delivery, take payment, provide customer support and administer returns.

Lawful basis: performance of a contract or taking steps requested before entering into a contract.

Managing customer and Trade Accounts

We use account information to administer registrations, maintain customer records, manage transactions and communicate about account services.

Lawful basis: performance of a contract and, where appropriate, legitimate interests in operating and administering our business.

Accounting, tax and legal compliance

We retain relevant financial and transaction records for bookkeeping, taxation, regulatory compliance and other legal obligations.

Lawful basis: compliance with legal obligations.

Credit applications

Where a customer requests credit facilities, we use relevant information to assess the application and decide whether to offer credit.

Depending on the circumstances and the information involved, lawful bases may include taking steps before entering into a credit agreement and legitimate interests in assessing credit risk and protecting our business.

Customer service and dispute resolution

We use relevant information to answer enquiries, resolve complaints, investigate transactions and establish, exercise or defend legal claims.

Lawful basis: performance of a contract, compliance with legal obligations or legitimate interests, as applicable.

Marketing communications

We process contact details and marketing preferences to send relevant promotional communications where we have the necessary permission or another lawful basis permitted by applicable law.

Lawful basis: consent where required, or legitimate interests where legally permitted.

Website analytics and improvement

We use analytics information to understand website performance, identify usability issues and improve our services.

Lawful basis: consent for non-essential cookies and related technologies where required, and legitimate interests for subsequent processing where appropriate.

Website security and fraud prevention

We may process technical and transaction information to protect our website, investigate suspected misuse and prevent fraud.

Lawful basis: legitimate interests in maintaining security and preventing fraud, or legal obligations where applicable.

Where processing relies on legitimate interests, we consider the impact on individuals and their rights.

5. Trade Account Credit Applications

Orion Trade Supplies offers Trade Accounts, including credit facilities for approved applicants.

Credit assessments are carried out only where credit facilities are requested. Opening a standard Trade Account does not, by itself, require a credit assessment.

When credit facilities are requested, we may share relevant application information with Judge’s Demand, the external service used in connection with our credit assessment process.

This information may be used to assess creditworthiness, verify application details and support decisions about whether to provide credit facilities.

Where personal information is involved, we will process and share it in accordance with applicable data protection legislation.

Further information about any credit reference agency checks or additional third-party disclosures will be provided where required.

6. Payment Processing

Online payments are processed through third-party payment service providers.

Our website may offer credit or debit card payments, PayPal, Google Pay and approved Trade Account credit, subject to availability and eligibility.

Payment providers process the information necessary to authorise and complete transactions under their applicable privacy arrangements.

Orion Trade Supplies does not directly store customers’ full payment card numbers or card security codes.

We may retain payment confirmations, transaction references, payment status, invoice details and related financial records for order administration, refunds, accounting and legal compliance.

7. Email and SMS Marketing

We use Mailchimp to manage email and SMS marketing communications.

Where permitted, we may send information about products, promotions, special offers, Trade Accounts, company news and related services.

Information processed for marketing may include:

• Name and contact details.

• Email and SMS subscription status.

• Marketing preferences.

• Campaign delivery and engagement information.

• Relevant purchase or customer information used for permitted audience segmentation.

We use the applicable consent or other lawful permission required for each type of marketing communication.

Email marketing

Recipients can unsubscribe using the unsubscribe link included in marketing emails.

SMS marketing

Recipients can opt out using the instructions included in marketing text messages.

Email and SMS preferences are managed separately. Unsubscribing from one channel does not necessarily unsubscribe you from the other.

Unsubscribed contacts

When someone unsubscribes, we may retain limited contact information and suppression records in Mailchimp to respect their preferences and prevent further unwanted marketing.

We do not use those suppression records to continue sending marketing through channels from which the individual has opted out.

You may also contact sales@orion.supplies to request changes to your marketing preferences.

8. Cookies and Website Analytics

Our website uses cookies and similar technologies to support essential functions and, where permitted, to understand how visitors use the website.

We use CookieYes to manage cookie consent.

Non-essential analytics and marketing cookies are blocked until the visitor provides the relevant consent.

Visitors can accept or reject non-essential cookies and change their preferences through the website’s cookie consent controls.

Essential cookies

These support functions such as shopping baskets, checkout, account sessions, security and website operation.

Google Analytics 4

We use Google Analytics 4 to understand website traffic, visitor interactions, shopping activity and ecommerce performance.

Microsoft Clarity

We use Microsoft Clarity to help understand website usability, including visitor interaction patterns and session recordings, subject to the applicable consent controls.

Analytics information may include device information, approximate location derived from technical data, website interactions and other usage information.

Our use of cookies and related technologies is subject to applicable UK privacy and electronic communications requirements.

9. Sharing Personal Information

We may share relevant personal information with trusted third parties where necessary for the purposes described in this policy.

These may include:

Payment providers

To process payments, refunds and related transactions.

Delivery and logistics providers

To arrange delivery, collection or transport of purchased goods.

Website hosting and technical service providers

To operate, maintain, secure and support our website and associated systems.

WooCommerce and related technology providers

Where necessary to operate our online store and manage orders.

QuickBooks and accounting service providers

To manage invoicing, bookkeeping and financial records.

Mailchimp

To administer permitted email and SMS marketing communications and related subscription records.

Google and Microsoft analytics services

To provide website measurement and usability information, subject to applicable consent and privacy arrangements.

Credit assessment services

Including Judge’s Demand where a customer requests credit facilities.

Professional advisers and authorities

Where necessary for legal advice, accounting, regulatory compliance, dispute resolution or lawful requests.

We may also disclose relevant information in connection with a business sale, restructuring or transfer, subject to applicable legal requirements.

We do not sell customer personal information to third parties for their independent marketing purposes.

Where service providers process information on our behalf, we take appropriate steps to ensure suitable contractual and security arrangements are in place.

10. International Transfers

Some service providers, including technology, analytics and marketing providers, may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure the transfer complies with applicable UK data protection law.

Depending on the circumstances, these safeguards may include UK adequacy regulations, approved contractual protections or other lawful transfer mechanisms.

Customers may contact us for further information about relevant international transfers and safeguards.

11. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include access controls, secure account management, website security protections, appropriate service-provider arrangements and restrictions on access to customer records.

We review security measures where appropriate.

No method of internet transmission or electronic storage is entirely risk-free, but we work to maintain appropriate protection for the information we process.

12. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, accounting and regulatory obligations.

Transaction and accounting records

Our standard retention period for relevant customer transaction and accounting records in WooCommerce and QuickBooks is six years, subject to any legal requirement or justified need to retain particular records for longer.

Customer account records

Account information is retained while needed to administer the customer relationship and subsequently where necessary for legitimate business, contractual or legal purposes.

Marketing records

Marketing contact information is retained while relevant to permitted marketing activities.

Where an individual unsubscribes, we may retain limited suppression information for as long as necessary to respect their opt-out and prevent unwanted contact.

Website analytics

Analytics information is retained according to the applicable service settings and our business requirements, subject to relevant legal and consent requirements.

Customer enquiries and complaints

Correspondence may be retained for as long as reasonably necessary to resolve the matter and meet applicable legal or business requirements.

Where a deletion request is received, we will assess it in accordance with applicable data protection law and any lawful retention obligations.

13. Your Data Protection Rights

Under UK data protection law, you may have the following rights, subject to applicable conditions and exemptions:

• Access: Request confirmation of whether we process your personal information and obtain a copy of it.

• Rectification: Request correction of inaccurate or incomplete personal information.

• Erasure: Request deletion of personal information in certain circumstances.

• Restriction: Request that processing be restricted in certain circumstances.

• Objection: Object to processing based on legitimate interests in certain circumstances, and object to direct marketing at any time.

• Data portability: Request eligible personal information in a structured, commonly used and machine-readable format.

• Withdrawal of consent: Withdraw consent where processing is based on consent, without affecting the lawfulness of processing before withdrawal.

• Automated decisions: Exercise applicable rights relating to qualifying solely automated decisions that have legal or similarly significant effects.

To exercise your rights, email sales@orion.supplies.

We may request reasonable information to verify your identity before responding.

We will respond within the timescales required by applicable law, normally within one calendar month, subject to permitted extensions.

You do not need to have a website account to exercise your data protection rights.

Some information may need to be retained despite a deletion request, including records required for tax, accounting or legal compliance.

14. Children’s Personal Information

Our products and services are intended primarily for trade and business customers and are not directed towards children.

We do not knowingly seek to collect personal information from children for marketing purposes.

If you believe a child has provided personal information to us inappropriately, please contact sales@orion.supplies.

15. Third-Party Websites and Services

Our website may contain links to third-party websites, payment services, social media platforms or other external services.

These third parties may operate their own privacy policies and data processing practices.

We encourage visitors to review the relevant privacy information before providing personal information to external services.

16. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technology, legal requirements or data processing practices.

The latest version will be published on this page with an updated revision date.

Where required by law, we will provide additional notice or obtain consent before making material changes to how personal information is processed.

17. Contact Us

For privacy enquiries, personal data requests, corrections, deletion requests or concerns about how your information is handled, please contact:

Orion Trade Supplies Ltd

Email: sales@orion.supplies

Registered office: The Old Barn, Off Wood Street, Wood Street, Swanley, England, BR8 7PA

Website: https://orion.supplies/

We aim to investigate and respond appropriately to privacy concerns.

18. Complaints to the Information Commissioner’s Office

If you are concerned about how we have handled your personal information, you have the right to complain to the UK Information Commissioner’s Office (ICO).

You may contact the ICO directly without first contacting Orion Trade Supplies, although we welcome the opportunity to resolve concerns.

Information Commissioner’s Office

Website: https://ico.org.uk/

Telephone: 0303 123 1113

You can find current guidance about data protection rights and complaints on the ICO website.