UK mainland delivery, direct from the manufacturer
This policy explains what personal information Workspace Ergonomics collects about you through this website and when you order from us, why we collect it, who we share it with, how long we keep it, and the rights you have over it. It applies to this website and to any order or enquiry you place with us, whether online, by phone or by email.
We only collect what we need, we do not sell personal information, and we do not share it for anyone else's marketing.
The data controller is:
TSI Workspace Ltd, trading as Workspace Ergonomics
Registered in England and Wales, company number 03213375
Registered office: 1st Floor, 8-12 London Street, Southport, Merseyside PR9 0UE
Office and trading address: 31-35 Kirby Street, London EC1N 8TE
VAT registration number: GB 679 5604 83
ICO registration number: ZB596620
Email: sales@workspace-ergonomics.co.uk
Phone: 0333 366 0174
Workspace Ergonomics is the online shop of TSI Workspace, a furniture consultancy established in 1996. Being the data controller means we decide why and how your information is used. For any question about this policy or your information, email us and mark your message "Data protection".
When you place an order: your name, email address, phone number, billing address, delivery address and the details of what you have ordered. If you are ordering for a business we also collect the business name and, where relevant, its VAT number and your purchase order reference.
When you create a customer account: your name, email address, password, which is stored in a hashed form that we cannot read, your saved addresses and your order history.
When you contact us: your name, email address, phone number, company if you give one, and the content of your message, whether it comes through the contact form, by email or by phone. This includes requests for a delivery quote to an address outside our standard delivery area.
When you subscribe to our marketing emails: your email address and a record of when and how you agreed.
If you deal with us on behalf of a business or a supplier: your name, job title and work contact details, so that we can fulfil orders, arrange deliveries, raise invoices and resolve queries.
When something goes wrong with an order: the description and photos you send us of damaged goods, and our correspondence with you and with the manufacturer about putting it right.
When you use the website: your IP address, browser type and version, device type, the pages you view and the time of your visit. This comes from cookies, local storage and server logs. See section 7.
You can browse this website without telling us who you are.
We do not knowingly collect information from children. This website is aimed at adults and businesses. We do not ask for special category information such as health data, and we do not carry out automated decision making or profiling. Please do not send health or other sensitive information through the contact form or with an order, even where you are buying ergonomic equipment for a particular need.
When you pay by card, your card details go straight to our payment provider. They never touch this website and we do not see or store them. Our payment provider checks your card and authorises the payment under its own privacy policy, and tells us whether the payment succeeded, together with a masked reference such as the last four digits of the card. [CONFIRM WITH TIM: payment providers at launch, e.g. Orbit Payments (Stripe), PayPal]
We may in future invite you to review a product you have bought, through a reviews service. If we do, we will update this policy to name the service and say what it receives before the first invitation is sent. [CONFIRM WITH TIM: Judge.me]
UK data protection law requires us to have a lawful basis for each use of your information.
| What we use it for | Lawful basis |
|---|---|
| Taking your order, processing payment, sending your order confirmation and updates, and passing your delivery details to the manufacturer so the goods can be delivered | Performance of a contract with you |
| Providing your customer account, so you can sign in, see past orders and reuse your addresses | Performance of a contract: providing the account you asked for |
| Answering your enquiries, including delivery quotes and help choosing a product | Performance of a contract, or our legitimate interests in responding to an enquiry you have asked us to answer |
| Dealing with damaged goods, cancellations, refunds, warranty claims and complaints | Performance of a contract and legal obligation |
| Keeping accounting, VAT and tax records | Legal obligation |
| Sending marketing emails about our products and offers | Your consent, which you can withdraw at any time |
| Keeping a record of calls, emails and correspondence about an order | Our legitimate interests in keeping an accurate record of what was agreed |
| Keeping the website working and secure, fixing faults and preventing fraud | Our legitimate interests in protecting our business and our customers |
| Seeing how many people visit the site and which pages they look at | Our legitimate interests in running the site, using the platform's own first party visitor statistics. Our Cookie policy explains what is set on your device |
Where we rely on legitimate interests, we have considered whether our interest is fair to you, and we will not use your information in a way you would not reasonably expect.
We only send marketing emails to people who have asked for them by ticking the box on this website or subscribing to our newsletter. Our marketing emails are sent through Omnisend, our email marketing provider.
You can stop them at any time. Every message carries an unsubscribe link, or you can email sales@workspace-ergonomics.co.uk with the word "Unsubscribe". We will act on the request promptly and it costs you nothing.
Unsubscribing does not stop the emails we have to send about an order in progress, such as your order confirmation and delivery updates, because we need to send those to fulfil your order.
We do not sell your personal information, and we do not share it with anyone for their own marketing.
We share your information only where it is needed to do the job, and only with organisations that are required to keep it secure and to use it on our instructions.
| Who | Why |
|---|---|
| Orbit Commerce | The ecommerce platform this website runs on. It hosts the site, stores your orders, customer account, addresses, order history, contact form submissions and our marketing list, sends the emails the site sends such as order confirmations, records technical errors so faults can be fixed, and keeps the visitor statistics described in our Cookie policy. It acts on our instructions and stores this data in the United Kingdom |
| Our payment provider | To take card payments securely. Your card details go directly to it and never touch this website. Payment providers are separate data controllers for payment data and have their own privacy policies. [CONFIRM WITH TIM: payment providers at launch, e.g. Orbit Payments (Stripe), PayPal] |
| The manufacturer of the goods you order, and their courier | Every order is delivered directly from the manufacturer. They receive your name, delivery address, phone number and email address so they can deliver your order and contact you to arrange delivery, and the details of any damage claim so it can be put right |
| Omnisend | Our email marketing provider, which sends our marketing emails to the people who have subscribed and records opens, clicks and unsubscribes |
| A product reviews service | If we add one in future, to send you an invitation to review what you bought. [CONFIRM WITH TIM: Judge.me] |
| Our accountants, auditors and professional advisers | To keep proper financial records, and where our insurers or solicitors need it |
| Authorities and regulators | Where the law requires us to disclose, or we need to establish or defend a legal claim |
We may also disclose your information if we sell or reorganise our business, in which case the buyer would be bound by this policy.
The information this website collects is stored in the United Kingdom by Orbit Commerce.
Some of the other suppliers we use, such as our email marketing provider and our payment provider, may process information in the European Economic Area or elsewhere. Where they do, we make sure a lawful transfer mechanism is in place, which will be the UK adequacy regulations for the country concerned, or the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with any additional safeguards those require.
You can ask us which mechanism applies to a particular supplier.
Cookies are small files placed on your device that let a website remember things about your visit. Websites also use similar technologies such as local storage, which works in much the same way.
Cookies we cannot run the site without. These keep your basket and the checkout working, keep you signed in, remember your cookie choices and protect against fraud. They do not need your consent because the site would not function without them.
Cookies we ask permission for. Anything used to measure how the site is used or to support advertising. We only set these if you agree. As at the date at the top of this page, this website loads no third-party analytics, advertising or tracking scripts at all.
What each cookie does, how long it lasts and how to change your choices are set out in our Cookie policy. You can change your choices at any time using the Cookie preferences link in the footer of every page, or block and delete cookies in your browser settings, though some parts of the site may then stop working properly.
| Information | How long |
|---|---|
| Orders, invoices, customer and supplier records | The life of the relationship, then 6 years to cover the limitation period for contract claims |
| Records needed for accounting and tax | 6 years after the end of the accounting period, as required by law |
| Customer account | Until you ask us to close it. We then keep the order records as above |
| Enquiries that do not become an order | Up to 2 years from your last contact with us |
| Damage, warranty and complaint records | For the length of the manufacturer's warranty on the product, plus 1 year |
| Marketing subscription | Until you unsubscribe. We then keep a record of your email address only so that we do not email you again |
| Technical logs, error reports and visitor statistics | Access logs up to 14 days; error reports and page view records up to 90 days, after which only daily totals remain |
Where we no longer need your information we delete it, or anonymise it so that it can no longer identify you.
Our measures include:
No system can be guaranteed completely secure. Please help by choosing a strong password, not reusing it on other websites, and telling us promptly if you think your account has been accessed by someone else.
Under UK data protection law you have the right to:
To exercise any of these, email sales@workspace-ergonomics.co.uk marking your message "Data protection". We will respond within one month. If your request is complex we may extend that by a further two months, and we will tell you if so.
There is no charge. We may need to ask you for information to confirm your identity before we release personal information, to make sure we are not disclosing it to the wrong person.
If you are unhappy with how we have handled your information, please tell us first at sales@workspace-ergonomics.co.uk so we have a chance to put it right.
You also have the right to complain to the UK's data protection regulator:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
ico.org.uk/make-a-complaint
Complaining to the ICO does not affect any other legal remedy available to you.
This website may link to other websites. This policy does not apply to them, and we are not responsible for how they handle your information. Please read their own privacy policies.
We review this policy at least once a year and whenever what we do changes. When we update it we change the date at the top of this page. If a change materially affects how we use your information, we will tell you directly, for example by email.
We recommend checking this page from time to time.
TSI Workspace Ltd, trading as Workspace Ergonomics
Registered in England and Wales, company number 03213375
Registered office: 1st Floor, 8-12 London Street, Southport, Merseyside PR9 0UE
Office and trading address: 31-35 Kirby Street, London EC1N 8TE
VAT registration number: GB 679 5604 83
ICO registration number: ZB596620
Email: sales@workspace-ergonomics.co.uk
Phone: 0333 366 0174
