Last updated: [insert publication date]
1. About this policy
Rowse Limited respects your privacy and is committed to handling personal information responsibly.
This policy explains how we collect, use, store, share and protect personal information when you visit our websites, purchase products, request quotations, communicate with us, create an account or use our online tools and services.
It applies to all websites owned and operated by Rowse Limited, including:
- rowse.co.uk
- rowse-pneumatics.co.uk
- rowse-automation.co.uk
- rowse.io
This includes their associated subdomains, websites using the www prefix, online shops, customer and supplier portals, support services, account facilities, online forms, calculators, design tools, product-selection tools and other digital services operated by Rowse Limited.
Throughout this policy, “Rowse”, “we”, “us” and “our” refer to Rowse Limited. References to “our websites” and “our services” include the websites, tools and services described above.
Where a particular service has additional or different processing arrangements, we provide a supplementary privacy notice explaining those arrangements. Separate notices may apply to recruitment, employment, internal staff systems or services provided under a specific agreement.
This policy explains our practices. Visiting a website, creating an account or using a tool does not, by itself, constitute consent to marketing, optional cookies or unrelated uses of your personal information.
2. Who is responsible for your information?
Rowse Limited is the controller of the personal information described in this policy, unless a service-specific notice explains otherwise. This means we decide why and how that information is used.
Company name: Rowse Limited
Company number: 05220551. Find and Update Company Information
Correspondence address:
Rowse Limited
Units 5/6 Drake Mill Business Park
Estover Road
Plymouth
Devon
PL6 7PS
Email: [email protected]
Telephone: 01752 774488. Rowse
For privacy enquiries, please ask for your communication to be directed to the person responsible for data protection.
We handle personal information in accordance with applicable data protection and electronic communications law, including the UK General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations, as amended. GOV.UK
3. Personal information we collect
The information we collect depends on how you interact with us and which services you use.
Identity and contact information
This may include your name, company name, job title, business or personal email address, telephone number, billing address, delivery address and details of other people involved in an enquiry, account or order.
Account information
This may include account identifiers, login and authentication information, account preferences, saved addresses, authorised users, permissions and records of account activity.
Orders, payments and trade accounts
This may include quotations, purchase orders, order history, products purchased, invoices, payment status, transaction references, delivery records, returns, refunds and information needed to administer a trade account.
Where relevant, we may process business references, credit-related information and records needed to assess payment risk or recover outstanding amounts.
Payment providers may collect additional information directly when processing a payment. The payment interface and the provider’s privacy information explain the relevant arrangements.
Communications and support
This may include enquiries, emails, form submissions, support tickets, complaints, feedback, correspondence and any photographs, documents or other attachments you provide.
Where a service allows you to publish a review or other contribution, the information you choose to publish may be visible to other users, as explained when you submit it.
Information entered into tools and services
This may include measurements, calculations, product selections, component lists, diagrams, pneumatic circuits, project names, annotations, uploaded files, saved configurations and generated results.
Technical or business information may also be personal information where it identifies someone or is associated with an identifiable account, contact or device.
Technical and usage information
This may include IP addresses, browser and device information, operating systems, access times, pages requested, website searches, referral information, error reports, security events and interactions with website features.
Collection through optional tracking technologies is subject to the choices described in section 7.
Marketing and privacy preferences
This includes subscription choices, cookie preferences, consent records, unsubscribe requests and information needed to respect your objections and privacy choices.
Verification and compliance information
Where relevant to an account, transaction or legal requirement, we may process information needed to verify identity, establish authority to act for a business, investigate suspected fraud or comply with applicable trading and export requirements.
Please do not provide unnecessary sensitive personal information or identity documents through general website forms, support channels or design tools. Where a particular service requires sensitive information, we provide further information about why it is needed and the applicable protections.
4. How we obtain personal information
We receive information directly from you when you contact us, complete forms, register an account, place an order, upload material or use our services.
We also collect technical information through the operation of our websites and, where applicable, cookies and similar technologies.
Information may be provided by your employer, colleagues, authorised account administrators, delivery contacts, suppliers, payment providers or other organisations involved in fulfilling your request.
Where relevant to a business relationship, we may obtain information from trade referees, credit-reference providers or publicly available business sources, such as Companies House and company websites.
Where we obtain personal information from another source, we provide the required privacy information, including information about its source, within the applicable timescale and subject to any relevant legal exception. ICO
When you provide information about another person, please ensure that you are authorised to do so and that they are aware of the relevant use of their information.
5. Why we use information and our lawful bases
We use personal information only where we have an appropriate lawful basis.
The principal bases relevant to our activities are:
Contract: Processing necessary to enter into or perform a contract with you personally, including steps you ask us to take before entering into that contract.
Legal obligation: Processing necessary to comply with an applicable legal requirement.
Legitimate interests: Processing necessary for a legitimate business or third-party interest, provided that your rights and interests do not override that interest.
Consent: Processing for a specific purpose to which you have freely agreed. ICO
Where you act on behalf of a company, our contract with that company does not automatically make contract the appropriate lawful basis for processing your personal information. We generally rely on legitimate interests for the necessary use of business representatives’ details. ICO
| Purpose | Lawful basis and relevant interest |
|---|---|
| Responding to enquiries and preparing quotations | Contract where you are the prospective contracting party; otherwise legitimate interests in responding to requests and developing business relationships. |
| Processing orders, arranging deliveries and managing returns | Contract for individual customers; legitimate interests in fulfilling business customers’ orders and communicating with their representatives. |
| Providing accounts, portals, calculators and other requested services | Contract where applicable; otherwise legitimate interests in providing and administering the requested service. |
| Managing trade accounts, assessing payment risk and recovering debts | Contract where applicable; otherwise legitimate interests in managing commercial risk and collecting amounts due. |
| Maintaining tax, accounting and other legally required records | Compliance with legal obligations. |
| Securing websites, preventing misuse and investigating faults | Legitimate interests in protecting our systems, customers and business; legal obligations where applicable. |
| Handling complaints, warranties, disputes and claims | Contract, applicable legal obligations, or legitimate interests in resolving issues and protecting legal rights. |
| Improving services using operational information | Legitimate interests in maintaining reliable and effective services, subject to appropriate safeguards and any separate consent requirements. |
| Sending marketing communications | Consent or legitimate interests, subject to the electronic marketing rules described in section 8. |
| Using optional analytics, advertising and preference technologies | Consent under the approach described in section 7. |
Where we rely on legitimate interests, we consider whether the processing is necessary, what you would reasonably expect and how it may affect your rights. We do not use legitimate interests to bypass a legal requirement for consent. ICO
Where information is necessary to fulfil an order, provide a requested service or meet a legal requirement, we identify the required information where appropriate. Without it, we may be unable to complete your request.
Information collected through our different websites may be held in shared Rowse business systems where necessary for these purposes. This does not mean that all accounts, projects or cookie preferences are automatically shared between websites, or that information may be used for unrelated purposes.
6. Online tools, calculators and design services
6.1 Information processed by our tools
Our websites may provide calculators, converters, product selectors, configuration tools and design services, including pneumatic system design tools.
Depending on the feature, these tools may process entered values, component selections, circuit layouts, project descriptions, uploaded files, calculated results and technical information needed to operate or troubleshoot the service.
We use this information to provide the requested functionality, support saving or sharing where available, respond to enquiries and maintain the service.
The privacy information accompanying a tool explains its relevant processing and storage arrangements, including whether information remains in your browser, is sent to a server, is saved automatically or is linked to an account.
6.2 Information stored on your device
Some tools may use browser storage, including local storage, session storage or browser databases, to retain drafts, remember settings or restore work.
Local storage can remain after you close a page or restart your browser. Session storage is generally associated with the relevant browsing session.
The use of browser storage does not, by itself, mean that information is never transmitted elsewhere. Website code can separately send information to a server. ICO
Where a tool is expressly described as operating entirely within your browser, its design or calculation content is not uploaded to Rowse unless you activate a separate feature that sends it to us. Loading the tool may still generate ordinary website access and security records.
Browser-stored information is not a guaranteed backup. It may be removed by browser settings, private-browsing behaviour, device maintenance or clearing website data.
It may also be accessible to another person using the same device and browser profile. Avoid leaving confidential projects on shared devices and use available export functions to retain important work.
6.3 Information processed or saved on our servers
Where a tool uses server-side processing, relevant information is transmitted to our systems or an approved service provider to deliver that functionality.
Transmission may occur while you use the tool, rather than only when you press “Save” or “Submit”. Any such processing or automatic saving is explained in the relevant tool notice.
Where you save a project to an account, submit a design for assistance, request a quotation or use an online sharing feature, the relevant information may be stored with your account, enquiry or project record.
Authorised staff and service providers may access that information where necessary to deliver the service, provide support, fulfil your request, investigate a fault or protect our systems.
6.4 Business accounts and collaboration
Where collaborative or business-account features are available, authorised users and account administrators may be able to access projects, documents or activity within the account according to its permissions.
The relevant service explains these arrangements. Users should check their account permissions before storing information that should not be visible to colleagues or other authorised users.
6.5 Imports, exports and sharing links
Importing a file may involve processing it locally or uploading it, depending on the tool. The relevant interface explains which applies.
Exported files may contain project titles, annotations, contact details or other information you entered. Once a file is downloaded or shared outside our systems, we cannot control copies held by other recipients.
Where sharing links are available, check the stated permissions before sharing. A link accessible to anyone who possesses it should not be treated as a private, authenticated account.
6.6 Deleting tool information
Deleting information from your browser does not delete information already saved to an account or submitted to Rowse.
Deleting a server-saved project does not remove copies that you or other recipients have downloaded.
Information incorporated into an order, quotation, support case, complaint or other business record may need to be retained separately for the purposes described in this policy.
Backup arrangements are explained in section 11.
6.7 Confidential or restricted material
Only upload material that you are authorised to provide.
Do not submit classified, security-restricted, export-controlled or particularly sensitive project material through general-purpose tools without first agreeing an appropriate arrangement with us.
Using a tool does not grant permission for unrelated reuse of personal information. Any materially different use requires an appropriate lawful basis and any additional privacy information or consent required by law.
[Before publication: add or link to a verified storage notice for each tool, covering transmission, automatic saving, account association, sharing, retention and deletion.]
7. Cookies and similar technologies
7.1 What these technologies do
Cookies are small files stored on your device. Other technologies can also store or access information on a device, including browser storage, tracking pixels, scripts and certain device-identification techniques.
The relevant privacy rules can apply even where a technology is not called a cookie and even where the information involved is not personal information. ICO
Technologies may be set by Rowse or by third-party providers whose services appear on a website. Some operate during a browsing session; others remain for a specified period or until removed.
7.2 Categories used on our websites
The technologies used may differ between websites and services.
| Category | Purpose |
|---|---|
| Strictly necessary | Providing requested functions such as secure login, basket operation, session management, necessary security controls and remembering privacy choices. |
| Preferences and functionality | Remembering optional settings or personalising features beyond what is essential to provide the requested service. |
| Analytics and performance | Understanding website use, measuring feature performance and identifying opportunities for improvement. |
| Advertising and marketing | Measuring advertising activity, creating marketing audiences or supporting advertising based on browsing activity. |
A technology is not treated as strictly necessary merely because it is useful to our business. Its purpose and use must meet the relevant legal conditions. ICO
7.3 Consent and your choices
Our approach is to request consent before using optional preference, analytics or advertising technologies.
Where consent is required, the relevant technology is not activated until you make the appropriate choice.
Our cookie controls allow you to accept optional technologies, reject them or select available categories. Refusing consent is made as straightforward as accepting it.
Consent is not inferred from scrolling, continuing to browse, closing a banner without making a choice or accepting general terms and conditions.
You can revisit your preferences or withdraw consent using the Cookie Settings control on the relevant website. Withdrawal is made as straightforward as giving consent. ICO
Rejecting optional technologies does not prevent access to essential website functions, although optional features dependent on those technologies may remain unavailable.
7.4 Website-specific cookie information
The cookie schedule or settings panel for each website provides information about the technologies actually used, including their names or identifiers, providers, purposes, categories and expiry or retention details.
Where third parties receive information, the relevant information identifies those providers and their role.
The general categories above do not replace the website-specific information.
[Insert or link to the verified cookie schedule and Cookie Settings control for each website. Include relevant browser storage, embedded services and tracking technologies used by tools.]
7.5 Third-party features
Embedded videos, maps, review widgets, chat services and other external features may involve third-party processing.
We explain relevant third-party involvement and obtain consent before loading technologies that require it. Activating a feature may allow its provider to receive information about your device and interaction.
7.6 Different websites, browsers and devices
Do not assume that a choice made on one Rowse domain automatically applies to another domain, browser or device.
Where a consent mechanism covers multiple websites, it identifies that scope clearly. Common ownership of our websites does not, by itself, authorise cross-website advertising or tracking.
7.7 Browser controls
You can also manage cookies and stored website data through your browser.
Blocking essential storage may affect login, baskets or requested tools. Clearing website data may remove saved drafts and privacy preferences, but it does not delete information already held on our servers.
8. Marketing communications
We may send information about relevant products, services, technical resources, events and promotions where permitted.
For individuals, sole traders and certain partnerships, electronic marketing is sent with consent or where the existing-customer “soft opt-in” applies. That exception requires us to obtain the contact details during a sale or negotiations, market our own similar products or services, and provide an opportunity to opt out both when collecting the details and in subsequent messages.
For corporate business contacts, relevant electronic marketing may be based on legitimate interests where permitted. We still provide an unsubscribe route and respect objections. ICO
Using a calculator, creating an account or submitting an enquiry does not, by itself, subscribe you to marketing. We also respect any specific commitment made when collecting your details.
You can object to direct marketing at any time, including profiling connected with that marketing. Use the unsubscribe option or contact us using the details in section 2. We will stop the relevant marketing processing when you object. ICO
We may retain a limited suppression record so that your preference continues to be respected.
Unsubscribing does not prevent necessary communications about orders, accounts, security, product safety or services you have requested.
Permission to receive marketing does not automatically constitute permission for optional email tracking technologies.
9. Who we share information with
We share personal information where necessary for a stated purpose and where an appropriate lawful basis exists.
Operational partners
These may include manufacturers, suppliers, couriers and delivery providers where information is needed to source products, obtain technical assistance, fulfil an order, arrange delivery or manage a warranty.
We limit the information shared to what is appropriate for the task.
Technology and service providers
These may include providers of website and application hosting, payment processing, email, customer management, business software, document storage, security, backup, support and consented analytics or marketing services.
Providers processing information on our behalf are subject to appropriate contractual requirements and instructions.
Professional advisers and other authorised recipients
These may include accountants, legal advisers, insurers, auditors, credit-reference providers, debt-recovery providers, regulators, law enforcement bodies and courts where disclosure is relevant and lawful.
Business transactions
Information may be disclosed under appropriate confidentiality arrangements to advisers or potential buyers in connection with a genuine business sale, merger or restructuring.
Some recipients, such as payment providers or credit-reference agencies, may act as independent controllers for particular activities and provide their own privacy notices.
Where a separately agreed service involves Rowse processing information solely on a business customer’s documented instructions, that customer may be the controller. The relevant service agreement and privacy information explain those arrangements.
[Confirm the actual recipient categories and add provider-specific information where needed, particularly for payment processing, credit checks, advertising and integrated tools.]
10. Where information is stored and international transfers
Information may be held in our website and application databases, business systems, communications platforms, document storage and backup systems, or by service providers acting for us.
[Insert verified primary hosting and storage locations, backup locations and countries from which service providers may access personal information.]
Where a transfer is restricted under UK data protection law, we use an appropriate transfer mechanism. This may involve UK adequacy regulations covering the recipient or suitable safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission’s Standard Contractual Clauses.
Where required, we assess the protection provided in the destination and apply additional measures. You can contact us for information about the safeguards relevant to your information and how to obtain a copy. ICO
[Identify the transfer mechanisms actually used. Verify the relevant agreements and assessments before publishing this section.]
11. How long we keep information
We retain personal information only for as long as necessary for the purpose for which it is held, taking account of applicable legal, accounting, contractual and dispute-resolution requirements.
When setting retention periods, we consider the nature and sensitivity of the information, why it is needed, the risks associated with keeping it and whether the purpose can be achieved with less information.
Different categories have different retention periods:
| Information | Retention approach |
|---|---|
| Accounting and supporting transaction records | Normally six years from the end of the last company financial year to which they relate, or longer where a relevant legal requirement or exception applies. |
| Enquiries, quotations and support correspondence | [Insert the period and starting point, such as a defined period after the enquiry or case closes.] Records linked to orders, warranties or disputes may follow a separate period. |
| Online account information | While the account remains in use, subject to [insert inactivity and account-closure arrangements]. Records needed for separate purposes may be retained after closure. |
| Server-saved designs, calculations and projects | [Insert retention, inactivity and deletion arrangements for each tool or service.] Submitted quotation or order material may form part of a separate business record. |
| Access, security, diagnostic and error logs | [Insert actual periods for each category.] Relevant extracts may be retained longer where needed to investigate an incident or establish or defend a claim. |
| Marketing preferences and consent records | While relevant to the activity and for an appropriate period needed to demonstrate compliance. Limited suppression records are retained as necessary to respect opt-outs. |
| Cookies and browser-stored information | As identified in the relevant cookie schedule or tool notice, subject to browser behaviour and user deletion. |
| Backups | [Insert the verified backup retention and overwrite cycle.] |
The six-year accounting period reflects the general company record-keeping requirement. It is not a blanket retention period for all website information. GOV.UK
Where information is deleted from active systems, residual copies may remain in protected backups until the relevant cycle expires. These copies are not used for ordinary business purposes. Where a backup is restored, applicable deletion requirements are reapplied.
A legal hold or ongoing dispute may justify retaining particular records longer. This does not justify keeping unrelated information indefinitely.
Information that is no longer required is deleted or appropriately anonymised.
12. How we protect information
We apply technical and organisational safeguards appropriate to the nature of the information and the risks involved.
These include appropriate access restrictions, secure transmission, system maintenance, staff awareness, confidentiality requirements, supplier controls and backup and recovery arrangements.
Access is limited to people who need information for authorised purposes. We review our arrangements and investigate suspected misuse, unauthorised access or loss.
No online service can guarantee absolute security. Please protect your login details, avoid sharing accounts and notify us promptly if you suspect unauthorised access.
Where a personal information breach requires notification to a regulator or affected individuals, we provide that notification in accordance with applicable law.
13. Your data protection rights
Depending on the circumstances and the lawful basis for processing, you may have rights to access your personal information, correct inaccurate information, request deletion or restrict certain uses.
These rights are not all absolute. For example, we may need to retain particular records to comply with a legal obligation. We explain any relevant limitation when responding. ICO
Access and correction
You can ask whether we hold personal information about you, request a copy and ask us to correct inaccurate or incomplete information.
Deletion and restriction
You can request deletion where the applicable conditions are met, or ask us to limit processing in particular circumstances.
Closing an account or deleting a project does not automatically require us to erase information held for a separate lawful purpose, such as accounting or resolving a dispute.
Data portability
Where the legal conditions apply, you can request certain information you have provided in a structured, commonly used, machine-readable format, or ask for it to be transferred to another controller where technically feasible.
This generally concerns automated processing based on consent or contract. ICO
Your right to object
You can object to processing based on legitimate interests on grounds relating to your circumstances.
Your right to stop the processing of your personal information for direct marketing, including associated profiling, is absolute. ICO
Withdrawal of consent
Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of processing undertaken before it was withdrawn.
Use Cookie Settings for cookie choices, the unsubscribe option for marketing, or contact us for other consent-based processing.
Making a request
Contact us using the details in section 2. You do not need to use a particular form or legal wording.
We normally respond without undue delay and within one month. Where legally permitted, a complex request or multiple requests may require up to two additional months; we will explain an extension within the initial period.
We may request proportionate information to verify identity or clarify a request where necessary. Any adjustment to the response period is made only where permitted by law.
Requests are generally free of charge, subject to limited legal exceptions. Where we cannot comply with a request in full, we explain the reason and the available complaint routes. ICO
14. Automated processing, profiling and artificial intelligence
Our tools may automatically generate calculations, search results, product suggestions or technical outputs from the information entered.
These functions are distinct from using personal information to make decisions that have legal or similarly significant effects on an individual.
[Confirm whether Rowse, or a provider acting on its behalf, makes any significant solely automated decisions, including through credit or fraud screening. If none are used, expressly state this here. Otherwise describe the actual process, information used, important factors, likely consequences and safeguards.]
Where the law requires safeguards for a significant solely automated decision, we provide relevant information and a means to make representations, obtain human intervention and contest the decision. Legislation.gov.uk
Any profiling for direct marketing remains subject to the right to object described above.
Where a service uses an external artificial intelligence provider to process submitted information, the service-specific notice explains the relevant processing arrangements.
This policy does not, by itself, authorise the use of identifiable customer information, uploaded documents or saved projects to train artificial intelligence models. Any proposed use of that kind requires a separate assessment, an appropriate lawful basis and further privacy information.
15. Children’s information
Our websites and services are principally intended for business customers and people researching or purchasing technical products. They are not specifically designed or marketed to children.
We do not ask children to provide personal information unnecessarily.
If you believe a child has supplied information that should not be held, please contact us so that we can assess the circumstances and take appropriate action.
Where a particular service is likely to be accessed by children, we assess its data protection requirements separately rather than relying solely on this statement.
16. External websites and platforms
Our websites may link to manufacturers, payment services, social media platforms and other external websites.
Where another organisation controls information collected through its service, its privacy notice applies. Please review the relevant information before providing personal details.
Our use of an external provider does not remove our responsibility for processing we carry out or for providers acting on our instructions.
17. Questions and complaints
Please contact us using the details in section 2 with questions or concerns about your personal information.
You can raise a data protection complaint by email, telephone or post. We will acknowledge receipt within 30 days, investigate appropriately without undue delay, keep you informed and communicate the outcome. ICO
You also have the right to complain to the UK data protection regulator, the ICO.
Postal address:
ICO
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL
Telephone: 0303 123 1113
Website: ico.org.uk. ICO
We would welcome the opportunity to address your concerns, but this does not remove your right to contact the regulator.
Where another country’s data protection law applies, you may also have rights to complain to the relevant local supervisory authority.
18. Changes to this policy
We review this policy when our websites, services, processing activities or legal obligations change.
The current version is published on our websites with its last-updated date.
Where a material change requires additional information or a new consent choice, we provide it through an appropriate channel.
Publishing an updated policy does not retrospectively authorise a new use of personal information or replace consent where consent is required.