Privacy notice

Southeast Fuels is the data controller for the personal information described here. Our office is at Office 5B, 28 Townsend Street, Belfast, BT13 2ES, Northern Ireland. You can reach us on 028 9002 2088 or at sales@south-eastfuels.com.

We sell into two jurisdictions, so two data protection regimes apply to us. Customers in Northern Ireland and Great Britain are covered by the UK GDPR and the Data Protection Act 2018. Customers in the Republic of Ireland are covered by the EU GDPR and the Data Protection Act 2018 (Ireland). The rights described below are substantially the same under both, and we apply the stronger interpretation where they differ.

Less than most sites. There are no accounts and no newsletter sign-up. It runs no analytics, no advertising tags and no third-party trackers, and it sets no cookies at all. Our cookie policy explains that in full.

Two things on the site do collect information, and only because you typed it in: the enquiry form on our contact page, and checkout. Both are covered below.

When you switch between the sterling and euro price lists, that choice is carried in the web address itself rather than stored about you.

Our hosting provider records standard server logs, including IP address, timestamp, requested page and browser type. These are used to keep the site available and secure and to investigate faults or abuse, and are not used to build any profile of you.

When you call us, send the enquiry form, or place an order, we collect:

• your name and the phone number or email address you contact us on
• your delivery address, and your billing address where it differs
• details of what you ordered, what you paid and when it was delivered
• anything you tell us about access to your property, so the driver can complete the delivery
• a record of our correspondence with you, including complaints
• anything you write in the enquiry form, together with the name, email and phone number you give there

We do not ask for and do not want any special category data. Please do not send us health information, and never send card details by email or text.

Card details are captured by our payment provider, PaymentPlus, on their own secure page. Full card numbers will never reach our website. We pass the provider the order amount, your name, email address and delivery address, so the payment can be taken and checked against the billing address held for your card.

• To take and deliver your order, and to handle returns, refunds and complaints. Lawful basis: performance of a contract with you.
• To send you an order confirmation and a payment receipt. Lawful basis: performance of a contract with you. These are part of the order rather than marketing, so you cannot be opted out of them while an order is live.
• To answer an enquiry you send us. Lawful basis: our legitimate interest in replying to people who contact us.
• To remind you about an order you started but did not finish paying for. Lawful basis: our legitimate interest in completing a sale you began, relying on the soft opt-in for electronic mail. See below.
• To keep accounting, VAT and other tax records. Lawful basis: compliance with a legal obligation.
• To keep our site and our business secure, and to establish or defend a legal claim. Lawful basis: our legitimate interests.

We do not use your information for automated decision making or profiling, and we do not sell it to anyone.

If you place an order and it is still unpaid a few hours later, we may send you one email to say it is still there. We send it because you gave us those details in the course of ordering from us, which is what the rules on electronic mail call a soft opt-in.

Three limits we hold ourselves to:

• One reminder per order, never a sequence.
• Nothing after fourteen days. If you have not come back by then, chasing you is a nuisance rather than a service.
• Every reminder carries a one-click link that stops them for good, and you can also just reply and say so.

Opting out is recorded against you rather than against that one order, so it applies to any future order too. It never stops order confirmations, receipts, or notices that an order has been cancelled or a payment refunded, because those are part of an order you have actually placed.

If a card payment on your order failed because of a fault on our side, or online payment was not available when you ordered, we may email you once more about that order when it is working, with a link to pay for that same order. It carries the same one-click stop link and is only about the order you placed.

We do not track what you put in your basket. If you browse and leave without ordering, we hold no details for you and there is nothing for us to send.

We share what is necessary, and no more, with:

• the haulier or pallet network delivering your order, which needs your name, address, phone number and access notes
• our payment provider, PaymentPlus, and the card acquiring bank behind it, to take, check and refund card payments (they receive your name, email address, delivery address and the order amount)
• our website host, email provider and IT suppliers, who process data on our instructions
• our accountants, and HMRC or Revenue, for tax and VAT records
• professional advisers, insurers, or a regulator or court where we are required to

Our suppliers act on our written instructions and cannot use your information for their own purposes.

Your data is held on servers in the United Kingdom or the European Economic Area wherever possible. Where a supplier processes data outside the UK or the EEA, we rely on an adequacy decision or on standard contractual clauses with the UK addendum, so that the protection travels with the data.

• Order, invoice and payment records: six years after the end of the tax year they relate to, which is the retention period tax law requires of us in both jurisdictions.
• Enquiries that do not become orders, including anything sent through the contact form: up to 12 months, then deleted.
• Complaints and anything relating to a claim: six years from resolution.
• Server logs: a short rolling window kept by our host for security and fault diagnosis.

This site is served over HTTPS. Access to order records is limited to people who need it to do their job. We keep our systems patched and review who has access. No system is perfectly secure, but we take these obligations seriously and will tell you and the relevant regulator about a breach where the law requires it.

Under both regimes you have the right to:

• ask for a copy of the personal data we hold about you
• have inaccurate data corrected
• ask us to delete data we no longer have a reason to keep
• ask us to restrict how we use your data, or object to us using it on the basis of legitimate interests
• receive data you gave us in a portable format
• withdraw consent at any time, where we relied on consent

To exercise any of these, call the office on 028 9002 2088 or write to us at the address above. We will respond within one month. There is no charge unless a request is clearly unfounded or excessive.

Please raise it with us first so we can put it right. You also have the right to complain to a supervisory authority.

If you are in Northern Ireland or Great Britain, that is the Information Commissioner (ico.org.uk). If you are in the Republic of Ireland, it is the Data Protection Commission (dataprotection.ie). Complaining to us first does not affect that right.

We update this notice when what we do with personal data changes. The date at the top shows when the wording last changed. Any material change will be reflected here before it takes effect, and a consent banner will be added before this site ever loads an analytics or advertising tag.