Privacy

Privacy Policy

Last updated: 3 September 2026

1. Who we are

EaseThat Ltd is a company registered in England and Wales under company number 15707366, with registered office at 2 Zubron Grove, Whitehouse, Milton Keynes, United Kingdom, MK8 1EH. For privacy enquiries contact info@easethat.co.uk.

2. Personal information we collect

Depending on how you interact with us, we may collect:

• your name, job title, employer, business email address and telephone number;
• account username, account preferences and account-security information;
• trade-account application information including organisation name, optional VAT number, business-account confirmation, application status and the date/version of the Trade Account Terms accepted;
• billing and delivery names, business addresses and contact details;
• order details, products, services, licence quantities, shipping information and transaction references;
• quote requests, support requests, project requirements and correspondence;
• managed-hosting and technical support information supplied by your organisation;
• IP address, browser/device information, security logs, bot/security-verification signals and information necessary to operate and protect the website;
• where you consent to optional analytics or marketing technologies, information such as page views, referral source, interactions, campaign/conversion data, approximate location derived from IP address, pseudonymous identifiers and related device/browser information;
• payment status and limited payment-related metadata returned by payment providers. EaseThat does not intend to store full payment-card numbers in the WordPress website.

3. Why we use information

We use personal information to operate the website and WooCommerce shop; create and manage accounts; respond to enquiries and quote requests; take steps towards and perform business contracts; process, deliver and support orders; provide managed services; keep accounting and contractual records; prevent fraud and misuse; secure our systems; manage suppliers; and comply with legal and regulatory obligations.

4. Lawful bases

Depending on the activity, we generally rely on performance of a contract or steps requested before entering a contract, legitimate interests in operating and protecting our business and serving business customers, compliance with legal obligations, and consent where the law specifically requires consent. Where optional analytics or marketing/advertising technologies require consent under PECR or UK data-protection law, we rely on your consent for that activity and you can withdraw or change that choice through Cookie Preferences.

5. WooCommerce accounts, trade applications and orders

WooCommerce processes information needed to provide the shop, cart, checkout, customer account and order-management functions. Account and order records may include business contact details, billing/delivery information, items ordered, order status and related communications.

New trade-account applications are reviewed by an authorised EaseThat administrator before login and online purchasing access is activated. The review may consider the organisation details supplied, business email address, optional VAT information and other information reasonably required to establish that the applicant is acting for a business or organisation. EaseThat does not use solely automated decision-making to approve or reject trade-account applications.

Approval of a trade account is an administrative access decision only. It does not itself create credit terms, guarantee stock, pricing or availability, or mean that any future order must be accepted.

6. Payments

Where enabled, card and wallet payments may be processed by Stripe and PayPal. Those providers process payment and fraud-prevention information under their own privacy arrangements. Bank-transfer (BACS) payments are verified using the information available through our business banking records. EaseThat receives payment status and transaction references required to administer the order.

7. Account and application communications

We may send transactional emails relating to account creation, password setup or reset, trade-account review, approval or rejection, order status, quotations and service administration. These communications are necessary to administer the requested business relationship and are not treated as marketing simply because they are sent by email.

8. Quotes, contact forms and email delivery

Quote requests and general enquiries are processed by the EaseThat WordPress website and delivered using WordPress email functionality through the website hosting platform’s mail transport. Quote requests are sent to orders@easethat.co.uk and general enquiries to info@easethat.co.uk. Information supplied in those forms is used to assess and respond to the relevant business requirement. The website does not require a third-party form-submission relay or a Microsoft 365 mailbox password for these forms.

9. Managed hosting and technical services

If your organisation buys hosting or managed technology services, we may process authorised user/contact information, technical configuration, support records, access information and other data needed to deliver the contracted service. Where EaseThat processes personal data on behalf of a business customer as a processor, appropriate data-processing terms will be agreed as part of the service contract where required.

10. Analytics, website measurement and marketing technologies

If you consent to the Analytics category and EaseThat enables the service, we use Google Analytics 4 on eligible public pages to understand website use and improve usability. The integration remains disabled until Analytics consent is provided; excludes Team Portal, Customer/My Account, company-account, cart, checkout, password, quotation, invoice and protected PDF routes; removes query strings from page locations; and disables Google Signals and advertising-personalisation signals. EaseThat does not configure GA4 with customer names, email addresses, company details, user IDs, order contents, quotation numbers, Purchase Order contents or invoice identifiers.

Other optional services supplied by providers such as Meta, LinkedIn, Hotjar or Microsoft Clarity may be considered in the future for campaign or usability measurement. They are not part of the current GA4 integration and must not be activated unless they are first documented and connected to the relevant consent category.

Where session-replay, heatmap or interaction-analysis services are used, we will configure them to minimise unnecessary collection and to avoid intentionally capturing passwords, full payment-card details or sensitive information entered into website forms.

11. Who we may share information with

Information may be shared where necessary with payment providers, hosting providers, email/communications providers, analytics and marketing technology providers where you have consented, distributors and fulfilment partners, couriers, software/licensing vendors, security/IT suppliers, accountants, insurers, professional advisers, regulators and other providers involved in delivering or administering the requested business service. We do not sell personal information.

12. International transfers

Some technology and payment providers may process information outside the UK. Where UK data-protection law requires safeguards for a restricted transfer, we will use an appropriate lawful transfer mechanism or rely on a provider that does so.

13. Retention

We retain information only for as long as required for the relevant purpose. Order, contractual, accounting and tax-related records may normally be retained for up to six years after the relevant transaction or relationship, or longer where law, a dispute, warranty or regulatory requirement requires it.

Approved trade-account information is retained while the account is active and afterwards where reasonably required for contractual, security, fraud-prevention, accounting or legal purposes. Pending, rejected or withdrawn applications are periodically reviewed and, where there is no continuing business, legal or security need, are normally deleted or anonymised within 12 months of the final decision or withdrawal. We may retain a minimal suppression/audit record where reasonably necessary to protect the service or demonstrate how an application was handled.

14. Security

We use proportionate technical and organisational measures intended to protect personal information. No internet service can be guaranteed completely secure, and business customers are also responsible for protecting their account credentials and authorised-user access.

Where enabled, we use Cloudflare Turnstile as a necessary website-security measure on selected login, password-reset, trade-registration and enquiry forms. Turnstile may process limited technical, browser/device, network and challenge-response information to help distinguish legitimate users from automated abuse. This processing is used for security and fraud/abuse prevention rather than optional analytics or advertising. Cloudflare may process this information under its own service and privacy terms, including through infrastructure outside the UK where applicable safeguards are required.

15. Your rights

Individuals may have rights under UK data-protection law including access, correction, erasure, restriction, portability and objection, depending on the circumstances and lawful basis. Where processing relies on consent, consent can be withdrawn.

16. Complaints

Please contact info@easethat.co.uk first if you have a privacy concern. Individuals may also complain to the UK Information Commissioner's Office (ICO).

17. Changes

We will review this notice when our services, suppliers, payment methods, website functionality or legal requirements change.

Important: This policy is a practical website template and should be checked against EaseThat's actual suppliers, payment configuration, email/CRM tools, hosting platform, account-review process and real data-retention practices before live trading.