How Workstation uses your information
What the shop, the AI Sales Engineer and Trade membership collect, why, who we share it with, how long we keep it, and your rights under UK GDPR.
The key points
- Workstation Solutions Ltd is the controller of your personal data.
- We use your details to quote, sell, deliver and support, and to keep records the law requires.
- AI chats are stored so our team can follow up; we only use a chat to improve advice if you opt in.
- We never sell your data. Card details go to Stripe, not us.
- You can access, correct, delete or object at any time: privacy@workstation.co.uk.
Who is responsible
Workstation Solutions Ltd (company 11641870), The Courtyard, 77-79 Marlowes, Hemel Hempstead, Hertfordshire HP1 1LF, United Kingdom, is the controller. Contact us about privacy at privacy@workstation.co.uk. Our full website privacy policy is at https://www.workstation.co.uk/en/privacy-policy; this notice covers the shop, the AI Sales Engineer and Trade membership.
What we collect
- Contact details: name, email, phone, company, delivery and billing addresses.
- Orders, quotes, baskets and Trade membership records.
- AI Sales Engineer chats: your messages, the assistant's answers, and the requirements you describe.
- Sign-in records: which method you used and session tokens (stored only as hashes).
- Legal confirmations: the statements you tick, the document version, time, IP address and browser.
- Technical data: IP address, approximate country, browser and pages visited, used for security and to run the site.
Why we use it, and our lawful basis
- To take and fulfil orders and quotes, and provide support: performance of a contract.
- To keep accounting, tax, export-control and consumer-law records, and evidence of what you agreed: legal obligation.
- To follow up on an enquiry or chat you started, prevent fraud and secure the service: legitimate interests.
- To use a chat to improve the AI Sales Engineer's advice, and to send marketing: your consent, which you can withdraw at any time.
The AI Sales Engineer
Chats are processed by our AI provider to generate answers and stored in our systems so our team can review and follow up. We do not let our AI provider train its models on your chats. Please do not share confidential client or personal data in a chat that you do not need to.
International transfers
Some providers process data outside the UK. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.
How long we keep it
Orders and invoices: 6 years after the end of the financial year (tax law). Quotes and chats that did not lead to an order: 2 years. Legal confirmations: for as long as the agreement they evidence, plus 6 years. Closed shop accounts are deactivated and then deleted after 90 days, except records we must keep.
Your rights
You can ask for a copy of your data, to correct it, delete it, restrict or object to its use, or to move it, and you can withdraw consent at any time. Email privacy@workstation.co.uk. You can also complain to the Information Commissioner's Office (ico.org.uk).