Smarter Uniforms Marketplace Privacy Policy

Last updated: 27 February 2025.

1. Introduction

At Smarter Uniforms C.I.C., we take your privacy seriously and are committed to protecting your personal data. This Privacy Policy outlines how we collect, use, disclose, and secure your information when you use our digital marketplace, Smarter Uniforms Marketplace, which is operated and hosted via Sharetribe. This policy applies to all users, including buyers, sellers, and visitors of our platform. By using our service, you consent to the data practices described in this policy.

2. Updates to This Privacy Policy

We may update this policy periodically to reflect changes in regulations or our practices. Key points include:

Any significant updates will be communicated via email and displayed on our website.
Continued use of our platform after policy updates constitutes agreement to the revised terms.
Users are encouraged to review this policy regularly to stay informed about their rights and our obligations.
The latest version of this policy was updated on 20th February 2025

3. Contact Information

If you have any questions, concerns, or requests regarding this privacy policy, please contact us:

Email: hello@smarteruniforms.org
Website: https://www.smarteruniforms.org
Postal Address: Smarter Uniforms C.I.C., 113 Queens Road, Brighton BN1 3XG, UK

4. Data Collection

To provide our marketplace services, we collect various types of personal data. These include:

Personal Information: This includes your name, email address, phone number, postal address, and payment details, which are necessary to process transactions and facilitate communication.
Usage Data: We collect data related to how you interact with our platform, such as IP address, browser type, device information, access times, pages visited, and user interactions to improve platform performance and user experience.
Cookies and Tracking Technologies: We use cookies and other tracking mechanisms to enhance functionality, analyse user behavior, and personalise content. Users can manage their cookie preferences through our cookie management tool.

5. Legal Basis for Processing

Under GDPR, we ensure that we only process personal data when we have a valid legal basis. These include:

Consent: When you opt-in to receive marketing materials or agree to non-essential data collection.
Contractual Necessity: When we process data to provide the services you have requested, such as processing transactions.
Legal Obligation: When we are required to retain certain data to comply with UK laws, including tax and financial regulations.
Legitimate Interests: When data is processed to improve platform functionality, detect fraud, or enhance customer support, provided it does not override your rights and interests.

6. Use of Data

We use the personal data we collect for the following purposes:

Providing and maintaining services: Ensuring the functionality of our platform, processing transactions, and handling user accounts.
Secure payment processing: Using Stripe to verify payments while ensuring compliance with PCI-DSS security standards.
User communication: Notifying you about updates, responding to inquiries, and providing relevant service information.
Enhancing user experience: Personalising content, recommending relevant listings, and analysing platform engagement.
Analytics and performance monitoring: Evaluating user behaviour to optimise and improve our services.

7. Data Sharing and Disclosure

We only share user data with third parties when necessary to provide our services. These include:

Service Providers: Payment processors (such as Stripe), analytics providers, and logistics partners who help facilitate transactions and improve platform functionality.
Legal Compliance: When required by law or regulatory authorities to protect against fraudulent activity or legal disputes.
Business Transfers: If we merge, restructure, or are acquired, user data may be transferred under appropriate safeguards.

8. International Data Transfers

As a digital platform, we may transfer personal data outside the UK. We ensure adequate protection through:

UK Adequacy Decisions: When transferring data to countries deemed by the UK government as providing an equivalent level of protection.
Standard Contractual Clauses (SCCs): When engaging with service providers in countries without an adequacy decision, ensuring compliance with GDPR standards.

9. Data Retention

We retain personal data for only as long as necessary to fulfil its intended purpose. Specifically:

We store user data as long as accounts remain active and services are utilised.
Transaction records and other legally required data are retained in accordance with UK financial and tax regulations.
Upon account termination, personal data is securely deleted or anonymised unless required for compliance purposes.

10. Your Rights Under GDPR

As a user, you have several rights regarding your personal data:

Right to Access: You can request details about the data we hold about you.
Right to Rectification: If your information is inaccurate or incomplete, you can request corrections.
Right to Erasure: Under certain conditions, you can ask us to delete your personal data.
Right to Restrict Processing: You can request limitations on how we use your data.
Right to Object: You can object to data processing based on legitimate interests or direct marketing.
Right to Data Portability: You can request a copy of your data to be transferred to another service provider.
To exercise your rights, please contact us at hello@smarteruniforms.org.

11. Data Security

We implement strict security measures to protect your personal data from unauthorised access, alteration, or disclosure. These include:

Data encryption for secure transactions.
Secure storage and access control mechanisms.
Regular monitoring and updates to our security infrastructure.
Users are encouraged to adopt strong passwords and enable two-factor authentication where applicable.

12. Children's Privacy

Smarter Uniforms Marketplace is not intended for children under the age of 13. If we become aware of any data collected from children, we will take immediate steps to remove it. Parents or guardians who suspect their child has shared personal data should contact us.

13. HMRC Digital Marketplace Reporting

As part of our legal obligations, we comply with HMRC's digital marketplace reporting requirements. This means that we may be required to share details of user transactions with HMRC to ensure tax compliance. The information shared may include:

Seller and buyer details, including name and contact information.
Transaction history, including amounts paid and received.
Any other relevant financial data required by HMRC.
We will only share data as mandated by UK tax laws and regulations, ensuring compliance with data protection measures.

You can read more about the guidelines for GMRC reporting here - https://www.gov.uk/government/news/information-for-online-sellers