Introduction
This Privacy Notice explains in detail the types of personal information we may collect about you when you interact with us. It also explains how we’ll store and handle that information, and keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about individual rights, and how the Astrak Global and group of companies uses individual information; for example we will explain things such how we combine information across the Astrak Global and group of companies to build a picture of you.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes via email, but you’re welcome to come back and check it whenever you wish.
When you are using any of the company’s group of companies websites, Astrak Global is the information controller.
Astrak Global is a UK based company and therefore, when visiting the company’s website, personal information that we may collect through cookies or online forms will leave the EU for the UK.
Who are Astrak Global?
Astrak Global – which we’ll refer to as ‘the group of companies’ in this document – is made up of a number of related businesses:
Astrak Group
AST Parts Inc
EPD Parts Inc
Excavator Parts Direct
Terrapart International Ltd
For simplicity throughout this notice, ‘we’ and ‘us’ means the group of companies and its brands.
Explaining the legal bases we rely on
The law on information protection sets out a number of different reasons for which a company may collect and process individual personal information, including:
Consent
In specific situations, we can collect and process individual information with individual consent.
For example, when you tick a box to receive email newsletters.
When collecting individual personal information, we’ll always make clear to you which information is necessary in connection with a particular service.
Contractual obligations
In certain circumstances, we need individual personal information to comply with the company’s contractual obligations.
For example, if you order an item from us for home delivery, we’ll collect individual address details to deliver individual purchase, and pass them to the company’s cthe company’sier.
Legal compliance
If the law requires us to, we may need to collect and process individual information.
For example, we can pass on details of people involved in fraud or other criminal activity affecting the group of companies to law enforcement .
Legitimate interest
In specific situations, we require individual information to pursue the company’s legitimate interests in a way which might reasonably be expected as part of running the company’s business, and which does not materially impact individual rights, freedom, or interests.
For example, we will use individual purchase history to send you or make available personalised offers.
We will also send you direct marketing emails when you shop with us and do not
choose to opt out – this is often called a ‘soft opt in’
We also combine the shopping history of many customers to identify trends and ensure we can keep up with demand, or develop new products/services.
We will also use individual address details to send you direct marketing information by post, telling you about products and services that we think might interest you.
We may contact you regarding market research
With individual consent, or when you shop with us and do not choose to opt out from receiving the company’s emails (‘soft opt in’) we will use individual personal information, preferences and details of individual transactions to keep you informed by email, web, text, telephone and through the company’s contact centres about relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on.
When do we gather individual personal information?
When you visit any of the company’s websites, and use individual account to buy products and services.
When you make an online purchase and check out as a guest (in which case we just collect transaction-based information).
When you create an account with us.
When you shop online, we capture information through cookies and similar technologies, you can manage these when you visit the company’s site.
When you purchase a product or service online or via phone but don’t have (or don’t use) an account.
When you engage with us on social media.
When you download or install one of the company’s apps.
When you sign up to the company’s mailing lists across the company’s websites.
When you contact us by any means with queries, complaints etc.
When you ask one of the company’s group of companies to email you information about a product or service.
When you enter prize draws or competitions.
When you choose to complete any surveys we send you.
When you comment on or review the company’s products and services.
Any individual may access personal information related to them, including opinions. So if individual comment or review includes information about the group of companies who provided that service, it may be passed on to them if requested.
When you’ve given a third party permission to share with us the information they hold about you.
We collect information from publicly-available sthe company’sces when you have given individual consent to share information or where the information is made public as a matter of law.
When signing up to a product user testing trial.
What sort of personal information do we gather?
If you have a web account with us: individual name, gender, date of birth, billing/delivery address, orders and receipts, email and telephone number. For individual security, we’ll also keep an encrypted record of individual login password.
Details of individual interactions with us through contact centres, online or by using one of the company’s apps.
For example, we gather notes from the company’s conversations with you, details of any complaints or comments you make, details of purchases you made, items viewed or added to individual basket, voucher redemptions, brands you show interest in, web pages you visit and how and when you contact us.
Any items you may have added to individual Basket.
Details of individual shopping preferences.
Details of individual visits to the company’s websites or apps, and which site you came from to the company’ss.
Information gathered by the use of cookies in individual web browser. Learn more about Cookie Policy
Open rates, click through rates on email marketing campaigns.
Personal details which help us to recommend items of interest.
We’ll only ask for and use individual personal information collected for recommending items of interest and to tailor individual shopping experience with us. Of cthe company’sse, it’s always individual choice whether you share such details with us.
The company’s comments and product reviews.
To deliver the best possible web experience, we gather technical information about individual internet connection and browser as well as the country and telephone code where individual computer is located, the web pages viewed during individual visit, the advertisements you clicked on, and any search terms you entered. Cookie Policy
The company’s social media username, if you interact with us through those channels, to help us respond to individual comments, questions, or feedback.
When part of a user trial, to ensure you are sent relevant & appropriate products we may ask for vital statistics & details on individual household.
How and why do we utilize individual personal information?
We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the information we have about you.
We then use this to offer you promotions, products and services that are most likely to interest you.
The information privacy law allows this as part of the company’s legitimate interest in understanding the company’s customers and providing the highest levels of service.
Of the company’s, if you wish to change how we utilize individual information, you’ll find details in the ‘What are my rights?’ section below.
Remember, if you choose not to share individual personal information with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.
Here’s how we’ll use individual personal information and why:
To process any orders that you make by using the company’s websites, apps or via phone call. If we don’t collect individual personal information during checkout, we won’t be able to process individual order and comply with the company’s legal obligations.
For example, individual details may need to be passed to a third party to supply or deliver the product or service that you ordered, and we may keep individual details for a reasonable period afterwards in order to fulfil any contractual obligations such as refunds, guarantees and so on.
To respond to individual queries, refund requests and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of the company’s contractual obligations to you, the company’s legal obligations and the company’s legitimate interests in providing you with the best service and understanding how we can improve the company’s service based on individual experience.
To send you email notifications when you place a product in individual basket and you abandon individual browsing before completing individual checkout. We do this based on the company’s legitimate interest. To provide you with tracking information so that you can follow individual order. We do this under legitimate interest to enhance individual customer experience and give you more information around where individual delivery is and when individual order will arrive.
To protect the company’s business and individual account from fraud and other illegal activities. This includes using individual personal information to maintain, update and safeguard individual account. We’ll also monitor individual browsing activity with us to quickly identify and resolve any problems and protect the integrity of the company’s websites. We’ll do all of this as part of the company’s legitimate interest.
For example, by checking individual password when you login and using automated monitoring of IP addresses to identify possible fraudulent log-ins from unexpected locations.
To process payments and to prevent fraudulent transactions. We do this on the basis of the company’s legitimate business interests. This also helps to protect the company’s customers from fraud.
With individual consent, or whenever you purchase with us and do not choose out of receiving the company’s updates, we will use individual personal information, preferences and details of individual transactions to keep you informed by email, web, text, telephone and through the company’s contact centres about relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on.
Of the company’s, you are free to opt out of hearing from us by any of these channels at any time.
To send you relevant, personalised communications by post in relation to updates, offers, services and products. We’ll do this on the basis of the company’s legitimate business interest.
You are free to opt out of hearing from us by post at any time.
To send you communications required by law or which are necessary to inform you about the company’s changes to the services we provide you. For example, updates to this Privacy Notice, product recall notices, and legally required information relating to individual orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use individual personal information for these purposes, we would be unable to comply with the company’s legal obligations.
We will share individual email address and information related to individual use of the website with Meta to analyse the effectiveness of the company’s advertising with them. This is based on consent to advertising cookies. You can opt out of Meta’s use of information through Meta platforms. For information on how you can change which cookies you have consented to, please see the company’s cookie notice.
To display the most interesting content to you on the company’s websites or apps, we’ll use information we hold about individual favthe company’site brands or products and so on. We do so on the basis of individual consent to receive app notifications and/or for the company’s website to place cookies or similar technology on individual device. If not through the use of cookies or similar technology, then on the basis of the company’s legitimate interest.
For example, we might display a list of items you’ve recently looked at, or offer you recommendations based on individual purchase history and any other information you’ve shared with us.
To administer any of the company’s prize draws or competitions which you enter, based on individual consent given at the time of entering.
To develop, test and improve the systems, services and products we provide to you. We’ll do this on the basis of the company’s legitimate business interests.
For example, we’ll record individual browser’s Session ID to help us understand more when you leave us online feedback about any problems you’re having
To comply with the company’s contractual or legal obligations to share information with law enforcement.
For example, when a cthe company’st order is submitted to share information with law enforcement agencies or a cthe company’st of law
To send you survey and feedback requests to help improve the company’s services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make the company’s products or services more relevant to you.
To build a rich picture of who you are and what you like, and to inform the company’s business decisions, we’ll combine information captured from across the group of companies, third parties and information from publicly available lists as we have described in the section ‘What Sort of Personal Data do we gather?’ We’ll do this on the basis of the company’s legitimate business interest.
For example, by combining this information, this will help us personalise individual experience and decide which inspiration or content to share with you. We also use anonymised information from customer purchase histories to identify trends in different areas of the country. This may then guide which products we display in particular stores.
Help inform business decisions for example which 3rd Party websites we partner with to ensure the company’s advertising reaches the company’s customers
To develop, test and improve the systems, services and products we provide to you. We’ll do this on the basis of the company’s legitimate business interests.
Across the Astrak Global group of companies, we record individual interactions with us e.g. looking at how often you might shop with us or how much you spend. We do this to create a profile on how you interact with the group of companies, and, in turn, that can affect how we engage you. For example, if you shop with us regularly, then this can affect what offers and rewards you might receive from us. We rely on the company’s legitimate interest to undertake this activity.
When you purchase a product from us that is delivered by the manufacturer or supplier of said product, we will pass on individual contact details so that they can deliver individual purchased product. The same with regard to warranties provided by the manufacturer or supplier of the product you bought. For example, if you buy a washing machine from us we will pass individual details to the supplier of the washing machine to ensure the delivery of the goods and to fulfil any supplier product guarantees. We do that to ensure that we fulfil the company’s contractual obligations to you.
If the manufacturers or suppliers wish to pass individual details to other third parties, or use it for other purposes, they must provide you with sufficient information about whom they share individual personal information with, and for what purposes they intend to use it, and in some cases they may be required to ask for individual consent to do so. If they do not provide you with that information or collect individual consent, and you are worried that they may have shared individual personal information with someone else, you are entitled to contact them directly for clarification.
Combining individual information for personalised direct marketing
We want to bring you offers and promotions that are most relevant to individual interests at particular times. To help us form a better, overall understanding of you as a customer, we combine individual personal information gathered across the group of companies as described above, For this purpose we also combine the information that we gather directly from you with information that we obtain from third parties.
How we protect individual personal information
We know how much information security matters to all the company’s customers. With this in mind we will treat individual information with the utmost care and take all appropriate steps to protect it.
We secure access to all transactional areas of the company’s websites and apps using ‘https’ technology.
Access to individual personal information is password-protected, and sensitive information (such as payment card information) is secured and encrypted to ensure it is protected.
We regularly monitor the company’s system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.
How long will we keep individual personal information?
Whenever we gather or process individual personal information, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, individual information will either be deleted completely or anonymised, for example by aggregation with other information so that it can be used in a non-identifiable way for statistical analysis and business planning.
Some examples of customer information retention periods:
Orders
When you place an order, we’ll keep the personal information you give us for five years so we can comply with the company’s legal and contractual obligations.
Warranties
If individual order included a warranty, the associated personal information will be kept until the end of the warranty period.
Who do we share individual personal information with?
We sometimes share individual personal information with trusted third parties.
For example, delivery via 3rd parties to deliver individual orders and 3rd party advertisement agencies to help us personalise the company’s offers to you and so on.
Here’s the policy we apply to those organisations to keep individual information safe and protect individual privacy:
We provide only the information they need to perform their specific services.
They may only use individual information for the exact purposes we specify in the company’s contract with them.
We work closely with them to ensure that individual privacy is respected and protected at all times.
If we stop using their services, any of individual information held by them will either be deleted or rendered anonymous.
Examples of the kind of third parties we work with are:
IT companies who support the company’s website and other business systems.
Operational companies such as delivery cthe company’siers to contact you about individual order delivery & occasionally service review messages
Direct marketing companies who help us manage the company’s electronic communications with you.
Google/Facebook to show you products that might interest you while you’re browsing the internet. This is based on either individual marketing consent or individual acceptance of cookies on the company’s websites. See the company’s Cookie Policy for details.
Data insight companies to ensure individual details are up to date and accurate.
Sharing individual information with third parties for their own purposes:
We will only do this in very specific circumstances, for example:
With individual consent, given at the time you supply individual personal information, we may pass that information to a third party for their direct marketing purposes.
For fraud management, we may share information about fraudulent or potentially fraudulent activity in the company’s premises or systems. This may include sharing information about individuals with law enforcement bodies.
We may also be required to disclose individual personal information to the police or other enforcement, regulatory or Government body, in individual country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of the company’s customers into consideration.
We may, from time to time, expand, reduce or sell the group of companies and this may involve the transfer of divisions or the whole business to new owners. If this happens, individual personal information will, where relevant, be transferred to the new owner or controlling party, under the terms of this Privacy Notice.
For further information please contact the company’s Data Protection Officer.
Where individual personal information may be processed
Astrak Global is a UK based company and so we will transfer individual information to the UK, which is outside of the EU. We may also need to share individual personal information with third parties and suppliers outside the European Economic Area (EEA).
Protecting individual information outside the UK
We may transfer personal information that we gather from you to third-party information processors in countries that are outside the UK.
For example, this might be required in order to fulfil individual order, process individual payment details or provide support services.
If we do this, we have procedures in place to ensure individual information receives the same protection as if it were being processed in the UK. For example, the company’s contracts with third parties stipulate the standards they must follow at all times. If you wish for more information about these contracts please contact the company’s Data Protection Officer.
Any transfer of individual personal information will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
What are individual rights over individual personal information?
You have the right to request:
Access to the personal information we hold about you, free of charge in most cases.
The correction of individual personal information when incorrect, out of date or incomplete.
The deletion of the information we hold about you, in specific circumstances; for example, when you withdraw consent or object, and we have no legitimate overriding interest, or once the purpose for which we hold the information has come to an end (such as the end of a warranty).
A computer file in a common format (CSV or similar) containing the personal information that you have previously provided to us, and the right to have individual information transferred to another entity where this is technically possible.
Restriction of the use of individual personal information, in specific circumstances, generally while we are deciding on an objection you have made.
That we stop processing individual personal information, in specific circumstances; for example, when you have withdrawn consent, or object for reasons related to individual individual circumstances.
That we stop using individual personal information for direct marketing (either through specific channels, or all channels).
That we stop any consent-based processing of individual personal information after you withdraw that consent.
Review by the group of companies of any decision made based solely on automatic processing of individual information (so where no human has yet reviewed the outcome and criteria for the decision).
The company’s right to withdraw consent.
Whenever you have given us individual consent to use individual personal information, you have the right to change individual mind at any time and withdraw that consent.
Where we rely on the company’s legitimate interest
In cases where we are processing individual personal information on the basis of the company’s legitimate interest, you can ask us to stop for reasons connected to individual individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing individual personal information, such as administration of an extended warranty.
Direct marketing
You have the right to stop the use of individual personal information for direct marketing activity through all channels, or selected channels. We must always comply with individual request.
Checking individual identity
To protect the confidentiality of individual information, we will ask you to verify individual identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on individual behalf, we will ask them to prove they have individual permission to act.
How can you stop the use of individual personal information for direct marketing?
There are several ways you can stop direct marketing communications from us:
Click the ‘unsubscribe’ link in any email communication that we send you. We will then stop any further emails from that particular division.
On the company’s apps and sites, you can manage individual preferences and opt out from one or all of the different push notifications by selecting or deselecting the relevant options in the ‘Settings’ section.
Via Phone Call and request to opt out of email or phone call activities.
Please note that you may continue to receive communications for a short period after changing individual preferences while the company’s systems are fully updated.
Contacting the Regulator
If you feel that individual information has not been handled correctly, or you are unhappy with the company’s response to any requests you have made to us regarding the use of individual personal information, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them online at: https://ico.org.uk/ (opens in a new window; please note we can’t be responsible for the content of external websites)
If you are based outside the UK, you have the right to lodge individual complaint with the relevant information protection regulator in individual country of residence. Details can be found in Section 16.
If you live outside the UK
For all non-UK customers
This Privacy Notice shall be provided in English, and other languages. Should there be any conflict in the meanings between the English and translated version, the English version shall prevail.
When placing an order with any of the company’s group of companies, browsing the company’s website, including for analytics and website usage research, and/or agreeing to receive direct marketing electronic communications as described in this Privacy Notice and the company’s Cookies Notice, individual personal information will be processed by us or on the company’s behalf. Of cthe company’sse, you still have the right to ask us not to process individual information in these ways, and if you do so, we will respect individual wishes.
Sometimes we will need to transfer individual personal information between countries to enable us to supply the goods or services you have requested. In the ordinary the company’s of business, we will transfer individual personal information to the UK and may also transfer individual personal information to third parties located in the UK to individual country of residence.
We shall endeavor the company’s to ensure that reasonable steps are taken to procure that all such third parties outside of individual country of residence shall not use individual personal information other than for the services they provide and for which they need the personal information, and to adequately protect the confidentiality and privacy of individual personal information.
We will ensure that any third parties only process individual personal information in accordance with their legitimate interests. These third parties may be subject to laws that differ from the laws which apply in the country where you reside. We do not actively take steps to ensure that any overseas recipient of individual personal information complies with the laws which apply in individual country.
If you have any questions, please contact the company’s Data Protection Officer, and we will respond within individual local timeframe response requirements. To complain about an alleged breach of this Privacy Notice or the company’s privacy obligations at law, please provide us with as much detail as possible in relation to individual complaint. We will take any privacy complaint seriously and any complaint will be assessed with the aim of resolving any issue in a timely and efficient manner.
USA
For information about the company’s cookies and website ‘track’ or ‘do not track’ practices please refer to the company’s Cookies Notice.
EU AND EEA Countries
If you are sending us individual personal information directly you do so within the sphere of individual household, Business, or personal activity. This Privacy Notice will apply to how any personal information you provide to us is processed.
Any questions?
We hope this Privacy Notice has been helpful in setting out the way we handle individual personal information and individual rights to control it.
If you have any questions that haven’t been covered, please contact the company’s Data Protection Officer who will be pleased to help you:
Email us at marketing@astrak.com
This notice was last updated on 01/12/2023