Legal

Privacy Policy

Last updated: 11 August 2026

This policy explains how EXCITY Retail Support collects, uses, stores and protects personal data when you use this website, submit an enquiry, request a quote, apply for a role with us, or otherwise interact with our business. It applies whether you are a prospective client, an existing client, a job applicant, or simply browsing the site.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 as amended by the Data (Use and Access) Act 2025.

1. Who we are

EXCITY Retail Support Ltd is the data controller responsible for the personal data described in this policy.

Company number: 16518337
Registered office and trading address: Unit 82a James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE
Email: enquiries@excityretailsupport.co.uk

2. What personal data we collect

We collect different personal data depending on how you interact with us:

General enquiries (contact form)

• Full name, company name, email address, phone number
• The location and service you are enquiring about
• The content of your message

Quote calculator

• The same contact details as above
• Job parameters you provide (store count, workers required, hours, shift type, travel distance, nights away, materials preference)
• The estimate generated from those parameters

Job applications

• Full name, email address, phone number, town or area
• For merchandiser applications: whether you have your own transport, and your availability
• For sales agent applications: years of sales experience and sectors you have contacts in
• Any experience details or additional information you choose to share
• Your preferred method of contact

Website usage

• Technical information necessary to serve the website securely, including a session identifier stored in a strictly necessary cookie (see our Cookie Policy)

We do not knowingly collect any special category data (such as health information, religious beliefs or racial origin) through this website, and we ask that you do not include such information in any message you send us.

3. How we collect your data

We collect personal data directly from you when you complete a form on this website — the contact form, the quote calculator, or the careers application form. We do not purchase personal data from third parties or obtain it from public data brokers.

4. Why we use your data and our legal basis

Purpose	Legal basis
Responding to your enquiry or quote request	Legitimate interests — responding to enquiries is necessary to operate our business, and taking steps prior to entering a contract with you
Delivering a confirmed booking	Performance of a contract with you or your business
Processing a job application	Legitimate interests / steps taken at your request prior to entering a contract
Keeping records for accounting and tax purposes	Legal obligation
Maintaining the security of this website	Legitimate interests

Where we rely on legitimate interests, we have considered that this processing is proportionate, expected by you, and does not override your rights and freedoms.

5. Who we share your data with

We do not sell, rent or trade your personal data. We share personal data only where necessary with:

• Our team and subcontractors directly involved in delivering a booked service, limited to what they need to do the job
• Service providers who support our operations, such as our web hosting provider and email delivery service, acting under contract and only processing data on our instructions
• Professional advisers such as our accountant, where necessary
• Regulators or law enforcement, where we are legally required to disclose information

This website loads fonts from Google Fonts (fonts.googleapis.com and fonts.gstatic.com). Loading these fonts involves your browser connecting directly to Google's servers, which may process your IP address as part of that request. See International data transfers below.

6. International data transfers

Where personal data is transferred outside the UK — for example through our use of Google Fonts, or a hosting or email provider based outside the UK — we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement, an adequacy decision, or equivalent contractual protections required under UK GDPR.

7. How long we keep your data

• General enquiries that do not proceed to a booking: retained for up to 12 months, then deleted, unless you ask us to delete it sooner
• Confirmed bookings and related records: retained for 6 years after the end of our business relationship, in line with standard UK accounting and tax record-keeping requirements
• Job applications not resulting in engagement: retained for up to 12 months, so we can consider you for future opportunities, unless you ask us to delete it sooner
• Records relating to engaged contractors or staff: retained for the duration of the working relationship plus the period required by UK employment and tax law

8. How we protect your data

We use technical and organisational measures appropriate to the risk, including:

• Encrypted connections (HTTPS) between your browser and our website
• Passwords stored using industry-standard one-way hashing, never in plain text
• Protection against common web attacks, including cross-site request forgery protection and rate limiting on public forms
• Restricted access to personal data, limited to those who need it to do their job

No method of transmission or storage is completely secure, but we work to protect your data using measures appropriate to the nature of the data we hold.

9. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Rectification of inaccurate or incomplete data
• Erasure of your data in certain circumstances
• Restrict our processing of your data in certain circumstances
• Object to processing based on legitimate interests
• Data portability, receiving your data in a structured, machine-readable format
• Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us using the details in Section 15. We will respond within one month, as required by law. There is no charge for making a request, unless it is manifestly unfounded, repetitive or excessive.

10. Automated decision-making

The quote calculator on this website produces an automated instant price estimate. This is provided for your convenience only and does not constitute a binding automated decision — every quote is reviewed by a person before a booking is confirmed, and you are always free to discuss or query the figure with us directly. We do not use automated decision-making that produces legal or similarly significant effects concerning you.

11. Complaints procedure

If you are unhappy with how we have handled your personal data, we want to hear from you directly first, so we can put things right. Please contact us at enquiries@excityretailsupport.co.uk with details of your concern.

• We will acknowledge your complaint within 5 working days
• We aim to provide a full response within 30 days of receiving your complaint
• If we need longer to investigate, we will explain why and keep you updated

If you remain unhappy after our response, or you would prefer to raise your concern directly with the regulator, you have the right to complain to the Information Commissioner's Office (ICO):

Website: ico.org.uk
Helpline: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

12. Children's data

This website and our services are directed at businesses and adults. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

13. Cookies

This website uses a strictly necessary session cookie required for security. With your consent, given via the cookie notice, we may also load Google Tag Manager to help us understand how visitors use the site. This is never loaded unless you choose "Accept All"; choosing "Necessary Only" keeps it switched off entirely. Full details are in our Cookie Policy.

14. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or in the law. The "last updated" date at the top of this page shows when it was last revised. We encourage you to review this page periodically.

15. Contact us

For any question about this policy or how we handle your personal data, contact us at:

Email: enquiries@excityretailsupport.co.uk
Post: Unit 82a James Carter Road, Mildenhall, Bury St. Edmunds, Suffolk IP28 7DE

This policy is provided as general guidance based on current UK data protection law and does not constitute legal advice. We recommend having it reviewed by a qualified solicitor before relying on it, particularly given recent changes introduced by the Data (Use and Access) Act 2025.