Privacy Policy (GDPR)

This policy explains how Ondrives Ltd collects, uses, shares and protects personal information when you visit our website, make an enquiry, request a quotation, use our product and technical search tools, or otherwise communicate with us.

1. Who We Are

Ondrives Ltd is the controller responsible for the personal information described in this policy.

2. Scope of This Policy

This policy applies to personal information processed through or in connection with:

• www.ondrives.com and associated Ondrives web pages;
• contact, technical enquiry and quotation communications;
• email, telephone and other business communications;
• Product Finder, normal site search and technical search tools;
• Google AI Site Search or other external search services selected by the user;
• downloads, embedded media, analytics, security and website-support services.

This policy is intended to reflect the UK General Data Protection Regulation, the Data Protection Act 2018, the Data (Use and Access) Act 2025 and applicable Privacy and Electronic Communications Regulations.

3. Personal Information We Collect

3.1 Information You Provide

• name, job title, employer and business contact details;
• the content of enquiries, drawings, specifications, application details and correspondence;
• quotation, purchase-order, delivery and account information supplied outside the website;
• technical search terms or parameters entered into Ondrives website tools;
• preferences, objections or consents provided through cookie or communication settings.

3.2 Information Collected Automatically

• IP address, browser, operating system, device type and approximate location derived from IP;
• referring page, pages viewed, links selected, search terms, dates, times and session information;
• security, diagnostic and error logs;
• cookie identifiers and similar technology data, subject to applicable law and your choices.

3.3 Sensitive Information

We do not intentionally request or collect special-category personal information through the website. Please do not submit health information, financial account details, passwords, personal identification documents, classified information, export-controlled information or other sensitive or confidential material through public website tools.

4. Why We Use Personal Information and Our Lawful Bases

5. Product Finder, Search and Automated Processing

Product Finder filters published product information using the selections and values entered by the user. It provides a technical shortlist and is not intended to make decisions about an individual or create a personal profile.

Google AI Site Search and similar external search options may open a third-party search service using search wording selected or entered by the user and may restrict the search towards Ondrives website content. Once the third-party service is opened, its own privacy policy, account settings and browser controls apply.

Standard Ondrives website search remains available independently of external AI-assisted search services.

Ondrives does not use the website to make solely automated decisions about individuals that produce legal or similarly significant effects.

6. External AI and Search Services

Some search links or technical features may make use of external search, AI or cloud services selected by the user. These may include Google services where the relevant option is displayed.

• External AI and search services are intended to help locate published product information, technical documents and general engineering information.
• Selecting an external search service may transmit search wording to that service.
• Processing performed on an external provider's website is subject to that provider's privacy information and account settings.
• Ondrives does not intentionally use website search information to identify individuals or make decisions about them.

7. Cookies, Analytics and Similar Technologies

We use cookies and similar storage or access technologies for website operation, security, preferences and service improvement. Some non-essential technologies may require consent. Certain limited technologies may instead qualify for an exemption permitted by applicable electronic communications law, provided all conditions for that exemption are satisfied.

Services used on some pages may include Google Analytics, Microsoft Clarity, YouTube, Google Maps or similar services. Further details and available controls are provided in our Cookie Policy.

8. Who We Share Information With

We may share personal information only where reasonably necessary with:

• website hosting, IT, cybersecurity, backup and support providers;
• analytics and user-experience providers where enabled and lawfully configured;
• search, cloud or technology providers where necessary for a feature selected by the user;
• email, communications, logistics and professional service providers;
• auditors, insurers, legal advisers and other professional advisers;
• regulators, law-enforcement bodies, courts or public authorities where required or permitted by law;
• a purchaser, investor or successor in connection with a genuine corporate transaction, subject to appropriate confidentiality and data-protection controls.

We do not sell personal information to advertisers or data brokers.

9. International Transfers

Some service providers may process personal information outside the United Kingdom. Where UK international-transfer rules apply, we use an available lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another permitted safeguard or exception.

We also consider the nature of the information, the purpose of the processing, provider security and contractual protections where appropriate.

10. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including applicable legal, accounting, quality, warranty, security and dispute requirements.

Our typical approach is:

• general enquiries that do not lead to a commercial relationship: normally up to 3 years after the last meaningful contact;
• quotation, customer, supplier, order, quality and accounting records: normally up to 7 years after the relevant transaction or end of the relationship, and longer where required by contractual, regulatory, product-traceability or legal requirements;
• routine website security and diagnostic logs: generally up to 12 months unless needed for an investigation or security purpose;
• cookie and analytics information: according to the relevant technology duration, user choice and provider configuration.

11. Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

No internet service can be guaranteed completely secure. Users should avoid transmitting sensitive or confidential information through public website or search functions and should use an agreed secure business channel where necessary.

12. Your Data Protection Rights

Depending on the circumstances and lawful basis, you may have rights to:

• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request deletion of information in certain circumstances;
• request restriction of processing;
• object to certain processing;
• receive certain information in a portable format;
• withdraw consent at any time where processing relies on consent;
• raise a data-protection complaint with us;
• complain to the Information Commissioner's Office.

To exercise a data-protection right, use the Privacy / Data Protection option on our Contact Us page, telephone us, or write to Ondrives Ltd at the address shown above. We may need information to verify identity and locate the relevant records.

13. Data Protection Complaints

You can raise a complaint about our handling of personal information by using the Privacy / Data Protection option on our Contact Us page, by telephone or by writing to Ondrives Ltd.

We will acknowledge a data-protection complaint within 30 days of receiving it. Without undue delay, we will take appropriate steps to investigate the complaint, keep you informed about its progress where appropriate and communicate the outcome of our investigation.

We may ask you for additional information where reasonably necessary to understand or investigate the complaint.

You also have the right to complain to the Information Commissioner's Office. Further information is available at ico.org.uk/make-a-complaint.

14. Children

The website is directed at engineers, purchasers and other business users and is not intended for children. We do not knowingly collect personal information from children through the website.

15. External Links

Our website may link to third-party websites and services, including external search, map, video and AI services. Their privacy practices are controlled by those third parties. Users should review the relevant third-party privacy information before providing personal information.

16. Changes to This Policy

We may update this policy when our services, providers, website technologies or legal obligations change. The effective date, last-reviewed date and version shown above will be amended when the policy is substantively reviewed.