JAYBEE SUPPLIES LIMITED
Unit 9, Victoria Mills, Boot Street, Earby, BB18 6UX
Tel: 01282 505043 | sales@jaybeesupplies.co.uk
Privacy Policy
QP 125 – Jaybee Supplies Limited
| Document Ref | QP 125 |
|---|---|
| Title | Privacy Policy |
| Version | 1.0 |
| Prepared By | Jaybee Supplies Ltd |
| Approved By | Managing Director |
| Issue Date | 21 October 2026 |
| Review | Annually |
Data Controller Details
| Detail | Information |
|---|---|
| Data controller | Jaybee Supplies Limited |
| Company number | 07937734 |
| ICO registration | ZB058798 |
| VAT number | 131027663 |
| Registered office & trading address | Unit 9, Victoria Mill, Boot Street, Earby, Barnoldswick, BB18 6UX |
| sales@jaybeesupplies.co.uk | |
| Telephone | 01282 50 50 43 |
1. Who we are
Jaybee Supplies Limited (“Jaybee”, “we”, “us”) supplies PPE, workwear and uniform to businesses, schools, sports clubs and charities, with in-house embroidery, branding and fulfilment at our premises in Earby. We are the data controller for the personal information described in this policy, except where Section 4 explains that we act on behalf of your employer.
We are registered with the Information Commissioner's Office (ICO) under number ZB058798. If you have any question about this policy or your information, contact us using the details at the end of this policy.
2. The information we collect
| Type | Examples | Where it comes from |
|---|---|---|
| Contact & account details | Name, job title, company, email, phone, login details for our website or ordering portal | You, or your employer when they set up your portal account |
| Order, delivery & billing | Items ordered, sizes, branding, delivery and invoice addresses, order history, purchase order numbers | You or your organisation |
| Payment information | Card payments are handled by our payment provider; we do not store full card details. Bank details for account customers and suppliers | You, our payment provider, our bank |
| Wearer & workplace records | Names, roles, sites, cost centres, garment and boot sizes, PPE issue and replacement records | Your employer, through our ordering portal or order lists |
| Fitting & testing records | Boot fitting notes, face-fit test results, and prescription details for prescription safety eyewear | You, during a fitting or test we carry out |
| School uniform orders | Pupil names or initials where a garment is personalised, school and year group | Parents, carers or the school |
| Communications | Emails, phone calls, messages, meeting notes, feedback and complaints | You |
| Marketing preferences | Whether you have opted in or out, and which emails you open or click | You, our email and CRM system |
| Website & device data | IP address, browser, device type, pages viewed, how you arrived at the site | Cookies and similar technology (Section 12) |
| Job applicants | CV, application details, interview notes, references, right-to-work checks | You, referees, recruitment partners |
3. Why we use it and our lawful basis
| Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|
| Processing, branding, despatching and delivering orders; managing your account and returns | Contract, or our legitimate interests in serving business customers |
| Invoicing, payments, credit control and keeping financial records | Contract and legal obligation (tax and company law) |
| Running customer ordering portals and keeping PPE issue records | Contract with your employer (see Section 4) |
| Boot fitting, face-fit testing and supplying the right size and specification | Contract and legitimate interests; prescription details with your explicit consent |
| Answering enquiries, quotes, tenders and customer service | Legitimate interests, or steps before entering a contract |
| Business-to-business marketing to company contacts | Legitimate interests (you can opt out at any time) |
| Marketing emails to individual consumers and parents | Consent, or the “soft opt-in” for existing customers |
| Website analytics and non-essential cookies | Consent |
| Quality management (ISO 9001), traceability, fraud prevention, IT security and improving our service | Legitimate interests |
| Recruitment | Steps before entering a contract; legal obligation for right-to-work checks |
| Complying with the law, regulators, HMRC, courts and the police | Legal obligation |
Where we rely on legitimate interests, we have balanced our interests against yours and you can object at any time (Section 13). Face-fit test results and prescription details may be health information. We only collect what is needed to supply the right product, keep it secure, and share it only with the person or organisation the test or order is for.
4. When we act on behalf of your employer
If your employer uses a Jaybee ordering portal, or sends us lists of staff to supply, your employer is the data controller for that information and Jaybee is its data processor. We use it only to supply, brand and despatch your garments and PPE, keep issue records and report to your employer, under a written data processing agreement. Questions about why your employer holds that information, or requests to access it, should go to your employer first. We will help them respond.
5. Children's information
Our website is not designed for children and we do not knowingly allow anyone under 13 to create an account. For school uniform, we may receive a pupil's name or initials from a parent, carer or school where a garment is personalised. We use it only to make and despatch that order, and do not use it for marketing.
6. Marketing
We send business contacts occasional updates on products, compliance and services that are relevant to their role. We send marketing emails to individuals only where they have agreed, or where they have bought from us before and did not opt out. Every marketing email has an unsubscribe link, and you can also contact us at any time. We never sell personal information or share it with other organisations for their own marketing.
7. Who we share it with
We share personal information only where needed for the purposes in Section 3, and only with organisations that must protect it.
| Recipient | Why |
|---|---|
| IT, email and cloud providers | Hosting our systems, email and files (for example Microsoft 365), and IT support |
| Website and ordering portal platform | Hosting our website, online shop and customer portals |
| CRM and email marketing system | Managing customer relationships, enquiries and marketing preferences |
| Accounting software, bank and payment providers | Invoicing, payments and financial records (for example Xero and Barclays) |
| Couriers and delivery partners | Delivering your order: name, address, phone number and delivery notes only |
| Manufacturers and specialist partners | Only where a product needs it, such as made-to-measure items or prescription safety eyewear |
| Secure disposal partner | Secure destruction of returned branded uniform and PPE, which may carry names |
| Your employer or school | Where we act on their behalf (Section 4), e.g. issue and fitting records |
| Professional advisers and insurers | Accountants, lawyers, auditors (including ISO 9001 certification audits) and our insurers |
| Authorities | HMRC, regulators, courts or the police, where the law requires it |
| A buyer of our business | If the business or its assets are sold or restructured, under the same protections |
8. International transfers
Most of our information is held in the UK. Some service providers, such as cloud software suppliers, may store or access it outside the UK. Where that happens we make sure it is protected, using UK adequacy regulations or the ICO's International Data Transfer Agreement or Addendum.
9. How long we keep it
| Information | How long |
|---|---|
| Orders, invoices and financial records | 6 years after the end of the financial year they relate to |
| Customer account and contact details | While you are an active customer, then 3 years after your last order |
| Portal, wearer and PPE issue records (as processor) | As set out in the agreement with your employer, then returned or deleted |
| Face-fit test and fitting records | Passed to your employer, who decides how long they are kept; our copies are deleted once the agreed period ends |
| Prescription details | Only until your eyewear order is complete and any warranty period has ended |
| Marketing preferences | Until you unsubscribe; we keep a record that you opted out so we don't contact you again |
| Job applications (unsuccessful) | 6 months after the role is filled |
| Website analytics | Up to 14 months |
After these periods we delete information securely or anonymise it.
10. Keeping it secure
We use password-protected, access-controlled systems, give staff access only to the information they need, train our team on data protection, and require our suppliers to protect information to the same standard. Our quality management system is certified to ISO 9001:2015, and we are working towards Cyber Essentials certification.
11. Automated decisions
We do not make decisions about you using solely automated processing that have legal or similarly significant effects.
12. Cookies
Cookies are small files placed on your device. Essential cookies are needed for the site to work. We only set analytics and marketing cookies if you agree, and you can change your choice at any time through the cookie settings on our website or your browser.
| Type | Cookies | What they do |
|---|---|---|
| Essential | login_token, _pc_session_id, c_rt_ppr, set_sa | Keep you logged in, remember your basket and session, and keep the site secure. These cannot be switched off. |
| Analytics | _ga, _ga_<ID> (Google Analytics) | Tell us how visitors use the site so we can improve it. Set only with consent; last up to 2 years. |
| Marketing | Set only with consent | Measure our advertising and show relevant content. |
Schools, clubs and organisations with their own storefront on our platform may add their own content or links; their own websites have their own privacy policies.
13. Your rights
- Access: get a copy of your information
- Rectification: have inaccurate information corrected
- Erasure: have information deleted in some circumstances
- Restriction: limit how we use it
- Objection: object to processing based on legitimate interests, and to direct marketing at any time
- Portability: receive information you gave us in a reusable format
- Withdraw consent at any time, where we rely on consent
To use any of these rights, contact us using the details below. There is normally no charge and we will reply within one month. We may ask you to confirm your identity first. If we act for your employer (Section 4), we will pass your request to them.
14. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint · 0303 123 1113 · Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
15. Changes to this policy
We review this policy at least once a year. When we make significant changes we will update the date below and, where appropriate, tell you by email or through your account.
16. Contact Us About Your Data
Data protection contact: Jacqui Pope, Managing Director
Email: sales@jaybeesupplies.co.uk (subject “Data protection”)
Telephone: 01282 50 50 43
Post: Data Protection, Jaybee Supplies Limited, Unit 9, Victoria Mill, Boot Street, Earby, Barnoldswick, BB18 6UX
ICO registration: ZB058798 · Company no. 07937734
Authorisation
| Signed | Jacqui Pope |
|---|---|
| Name | Jacqui Pope |
| Position | Managing Director |
| Date | 21 October 2026 |
