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Privacy Policy

Workstation Specialists Ltd — Last updated: April 2026

This policy explains how Workstation Specialists Ltd collects and uses your personal data, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We may update this page from time to time.

1. Who We Are

Workstation Specialists Ltd is the Data Controller for personal data collected through this website and in the course of our business.

  • Address: Truro House, Stephensons Way, Chaddesden, Derby, DE21 6LY
  • Email: contact@wksmail.com
  • Phone: +44 (0) 1332 280 380
  • ICO registration: Registered with the Information Commissioner’s Office

For any data protection queries, contact our Data Controller at contact@wksmail.com.

2. What We Collect and Why

We collect and use personal data only where we have a lawful basis to do so. The table below summarises our processing activities:

Fulfilling orders and managing customer accounts
Data: name, address, email, phone, order and transaction details.
Basis: Contract — necessary to fulfil your order and manage our customer relationship.

Marketing communications
Data: name, email address, marketing preferences.
Basis: Consent — only where you have explicitly opted in. You can withdraw at any time.

Legal and financial record-keeping
Data: order and transaction records.
Basis: Legal obligation — required by HMRC and applicable law.

Website analytics
Data: IP address, pages visited, browser information.
Basis: Legitimate interests — to understand how our website is used and improve it.

We do not collect or store payment card details. When you make a payment you are redirected to a secure hosted payment page operated by Opayo (Elavon), where card details are entered directly on their systems. We never receive your card information.

3. Marketing

We only send marketing emails where you have explicitly opted in. You can unsubscribe at any time by clicking the unsubscribe link in any email, or by contacting us at contact@wksmail.com. We use a self-hosted marketing platform — your data is not shared with any third-party marketing service.

4. Who We Share Your Data With

We do not sell, rent, or lease your personal data. We share data only as necessary to deliver our services:

  • Hostinger — UK-based hosting provider for our website and business systems. A Data Processing Agreement is in place.
  • Hetzner — encrypted backup storage located within the European Economic Area, which the ICO recognises as providing adequate data protection. A Data Processing Agreement is in place. All backup data is AES-256 encrypted before transmission and at rest.
  • Opayo (Elavon) — hosted payment gateway. Operates independently as a data controller for payment processing. Please refer to Opayo’s privacy policy for details.
  • Legal and regulatory authorities — where required by law or valid legal order.

5. International Transfers

Our primary systems are hosted in the United Kingdom. Encrypted backups are stored with a provider within the European Economic Area. The ICO has confirmed EEA countries provide adequate data protection, making this transfer lawful. Our hosting provider may use sub-processors in countries covered by appropriate transfer mechanisms under their own Data Processing Addendum.

6. How Long We Keep Your Data

We retain personal data for a maximum of 7 years, after which records are securely deleted or permanently anonymised. Where contact records are older than 7 years, personal identifiers are encrypted so they are no longer readable — the remaining record (company name and order history) does not identify you as an individual.

Personal data in encrypted backup archives is not individually deleted from within those archives. If a backup is ever restored, we re-apply deletions and anonymisation to ensure restored data meets our current obligations.

7. Cookies

We use cookies to operate the website and understand how it is used. We use two analytics tools:

  • Google Analytics — collects anonymous usage statistics. Data may be processed outside the UK. See Google’s privacy policy at policies.google.com/privacy.
  • WP Statistics — collects visitor statistics stored on our own UK servers. No data is shared with third parties.

You can decline cookies through your browser settings, though this may affect website functionality. Cookies we use include:

Cookie NameCookie CategoryDescriptionDuration
wordpress_2WordPress cookie for a logged in user.session
wordpress_logged_in_2WordPress cookie for a logged in usersession
wordpress_test_2WordPress cookie for a logged in usersession
wordpress_test_cookie2WordPress test cookiesession
wp-settings-1WordPress also sets a few wp-settings-[UID] cookies. The number on the end is your individual user ID from the users database table. This is used to customize your view of admin interface, and possibly also the main site interface. 1 year
wp-settings-time-2WordPress also sets a few wp-settings-{time}-[UID] cookies. The number on the end is your individual user ID from the users database table. This is used to customize your view of admin interface, and possibly also the main site interface. 1 year
PHPSESSID1To identify your unique session on the websitesession
SESS1To ensure that you are recognised when you move from page to page within the site and that any information you have entered is remembered.session
 

 

8. Your Rights

Under UK GDPR you have the right to: access the personal data we hold about you; have inaccurate data corrected; request deletion of your data; restrict or object to how we use your data; receive your data in a portable format; and withdraw consent for marketing at any time.

To exercise any of these rights, contact us at contact@wksmail.com, +44 (0) 1332 280 380, or by post to the address in section 1. We will respond within one calendar month. We may ask you to verify your identity before processing your request.

Note: the right to erasure is not absolute. We may retain a minimum amount of data where we have a legal obligation to do so — for example, for warranty or tax record purposes — and will explain clearly what is retained and why.

9. Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and recommend you review their privacy policies.

10. Complaints

If you are unhappy with how we have handled your personal data, please contact us first at contact@wksmail.com. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk, 0303 123 1113, or Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Promotion Terms & Conditions

  1. Not available in conjunction with any other offers, including but not limited to, promotional / clearance items and other coupon codes.
  2. Coupon only redeemable on quotable Workstation, Mobile Workstation and Servers listed on the Workstation Specialists website.
  3. Offer can be removed at any time but will stay applied to any valid quotation that has already had the promotion applied.
  4. The coupon cannot be applied to shipping fees or any other additional charges unless specifically stated.
  5. Only one coupon can be applied to each transaction.
  6. The discount code cannot be retrospectively applied to any order. It can only be used for future quotations.
  7. The coupon can be applied to multiple quotations/orders.
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