Privacy Policy
Last updated 30 August 2026
TRADE is a trading style of FoxFace Creative Ltd, which is the data controller for the information described here. We supply air conditioning equipment, refrigerant and tools to the trade. Most of what we hold is business information — but a name, a work email and a certificate number are still personal data, and are treated as such.
FoxFace Creative Ltd
Unit 10, Brailwood Close, Bilsthorpe, Nottinghamshire, NG22 8UG
trade@foxface.io · 0333 090 7546
1. Information we collect
When you open a trade account
- Company name, contact name, email address and telephone number
- VAT number, where you have one
- Billing and delivery addresses
- The credit terms agreed with you, and a record of what is owed and paid
When you order
- What you ordered, when, at what price, and where it went
- Your own purchase order reference, if you give one
- Delivery details passed to the carrier, including a contact number for the driver
F-Gas — a legal record, not an optional one
- Where you buy fluorinated greenhouse gases or non-hermetically sealed pre-charged equipment, we record the company certificate number, the awarding body and its expiry date, or the details of the certified engineer carrying out the installation, together with the quantity supplied.
- We are required to keep this and to produce it on request. It is the one category of information here that we cannot delete simply because you ask.
When you pay
- Card payments are handled by Stripe. Card details are entered on Stripe's own payment form and never reach our servers — we receive confirmation that a payment succeeded, the amount, and the last four digits.
When you use the site
- With your consent, analytics about which pages and products you looked at. See our Cookie Policy. Without consent, none of this is collected.
2. How we use it
- To open and run your trade account, including deciding and reviewing credit terms
- To take, pick, deliver and invoice your orders
- To verify F-Gas certification before supplying controlled products, and to keep the supply record the law requires
- To chase payment on an overdue invoice
- To answer your enquiry, and to tell you about a problem with an order
- To understand how the site is used, if you accepted analytics
We do not sell your information, and we do not send marketing you did not ask for.
3. Our lawful basis
| What for | Lawful basis |
|---|---|
| Taking and fulfilling orders, running your account | Performance of a contract |
| F-Gas verification and supply records | Legal obligation |
| Credit control, chasing payment, preventing fraud | Legitimate interests |
| Accounting and tax records | Legal obligation |
| Analytics and advertising cookies | Consent — which you can withdraw at any time |
4. Who we share it with
Only where it is needed to run the service. Each of these is a processor acting on our instructions, not free to use your data for their own purposes.
| Who | What for |
|---|---|
| Netlify | Hosting this website and the database behind it |
| Stripe | Taking card payments |
| EmailJS | Delivering enquiry and order emails to us |
| Analytics and Tag Manager — only if you consent | |
| Carriers | The name, address and contact number needed to deliver your order |
| Our accountant | Invoices and payment records, for bookkeeping and tax |
We will also disclose information where the law requires it — in particular, F-Gas supply records produced to an enforcement authority.
Outside the UK
Some of these providers process data outside the United Kingdom, including in the United States. Where that happens it is done under the safeguards UK data protection law requires, such as the UK Addendum to the Standard Contractual Clauses or an adequacy decision. You can ask us which applies to a particular provider.
5. How long we keep it
| What | How long | Why |
|---|---|---|
| F-Gas supply and certificate records | At least 5 years | Required by the Fluorinated Greenhouse Gases Regulations 2015 (SI 2015/310) |
| Orders, invoices and payment records | 6 years | Accounting and tax |
| Trade account records | 6 years after the account closes | Accounting, and any later dispute |
| Enquiries that did not lead to an account | 12 months | So we can pick up the thread |
| Analytics | Up to 14 months | Google Analytics retention setting |
6. Your rights
Under UK GDPR you can ask us to give you a copy of your information, correct it, delete it, restrict what we do with it, or object to it being used. You can also ask for it in a portable format, and withdraw consent for analytics at any time using the Cookie settings button on any page.
Email trade@foxface.io and we will respond within one month. Note that we cannot delete an F-Gas supply record or an invoice we are legally required to keep, and we will say so plainly rather than quietly doing nothing.
If you are not satisfied with how we have handled it, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
7. Security
The site is served only over HTTPS. Passwords are stored hashed, never in plain text. Prices and credit limits are applied by the server, not taken from your browser, so they cannot be altered in transit. Access to account and order records is restricted to staff who need it, and the database enforces that restriction itself rather than relying on the website to be well behaved. We do not store card numbers at all.
8. Changes to this policy
If we change how we use your information we will update this page and change the date at the top. Where the change is significant we will say so on the site rather than expect you to notice.