Privacy Policy

EWFM (E W Fuel Management) (“we,” “our,” or “us”) is committed to protecting the privacy and security of our customers, website visitors, and business partners. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal data when you visit our website (https://www.ewfm.co.uk) contact us, or use our services.

We comply with all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and the Data Protection Act 2018. By using our website and services, you acknowledge and consent to the practices described in this Privacy Policy.

1) Information We Collect

We may collect and process the following types of personal data:

• Identity & Contact Information – This includes your name, job title, company name, email address, phone number, and business address.
• Technical Data – We may collect your IP address, browser type and version, operating system, time and date of visits, pages visited, navigation paths, and referral sources (e.g., how you found our website).
• Communication Data – Information provided via contact forms, email correspondence, phone communications, and marketing preferences.
• Transactional Data – If you purchase products or services, we may collect order details, payment processing information (processed securely through third-party providers), and your purchase history.

2) How We Use Your Data

We use your personal data for the following purposes:

• To provide and manage our services – This includes fulfilling product and service requests, processing transactions, and delivering orders.
• To communicate with you – We may respond to enquiries, provide customer support, and send service-related communications.
• To improve our website and services – We analyse data to enhance user experience, security, and operational efficiency.
• To comply with legal and regulatory requirements – This includes tax compliance, fraud prevention, and other legal obligations.
• For marketing purposes – We may send you promotional materials and industry updates. You can opt out at any time.

3) Legal Basis for Processing

Under UK GDPR and EU GDPR, we rely on the following legal bases to process personal data:

• Contractual Necessity – To provide the services you request, including fulfilling orders and responding to enquiries.
• Legitimate Interests – For business operations, customer service, and website improvements where your interests do not override ours.
• Legal Compliance – To fulfil regulatory, tax, and legal obligations.
• Consent – When required for marketing and optional data collection (which you may withdraw at any time).

4) Data Sharing & Third Parties

• We do not sell or rent your personal data. However, we may share your data with trusted third parties under the following circumstances:
• Service Providers – We may engage IT service providers, payment processors, and logistics partners to support our business operations.
• Regulatory Authorities – If required by law, we may share data with legal and regulatory bodies.
• Business Partners – In cases where collaboration is necessary to fulfill contracts or provide services, we may share relevant information.

All third parties handling your personal data are contractually obligated to uphold confidentiality and security measures in compliance with data protection laws.

5) Data Security

We implement appropriate security measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction. This includes encryption, access controls, and secure storage systems. While we take all reasonable precautions, no system is completely secure, and we encourage users to take steps to protect their own information online.

6) Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy or as required by law. Retention periods depend on:

• Legal and regulatory requirements
• Contractual obligations
• Business needs

When data is no longer needed, we securely delete or anonymise it.

7) Your Rights

Under data protection laws, you have the following rights regarding your personal data:

• Right to Access – Request a copy of your personal data.
• Right to Rectification – Correct inaccurate or incomplete information.
• Right to Erasure – Request deletion of your data, subject to legal obligations.
• Right to Restriction – Request limits on data processing in certain circumstances.
• Right to Object – Object to processing based on legitimate interests or for direct marketing purposes.
• Right to Data Portability – Request transfer of your data to another organisation.
• Right to Withdraw Consent – Opt out of marketing communications or withdraw consent for processing where applicable.
• Right to Lodge a Complaint – If you believe we have mishandled your data, you may file a complaint with the Information Commissioner’s Office (ICO) or another relevant authority.

To exercise these rights, please contact us at sales@ewfm.co.uk.

8) Cookies & Tracking Technologies

We use cookies and similar tracking technologies to enhance user experience and analyse website performance. For more information on how we use cookies and how you can manage your preferences, please refer to our Cookie Policy.

9) Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external sites and encourage you to review their privacy policies before providing any personal data.

10) Contact Us

If you have any questions about this Privacy Policy or how we process your personal data, you can contact us at:

EWFM
27 Kneesworth Street
Royston
Hertfordshire
SG8 5AB
United Kingdom

Email: sales@ewfm.co.uk
Phone: + 44 (0) 1763 248 650

11) Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in legal requirements or business practices. The latest version will always be available on our website.

Last updated: [6^th January 2025]