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 request forms;
• email, telephone and other business communications;
• Product Finder, normal site search and Chrome AI-assisted site search;
• Ondrives AI Search and technical-document search functions;
• downloads, embedded media, analytics and website security 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 rules.

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;
• information entered into AI-assisted search or technical enquiry tools;
• preferences or consents you provide 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 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, export-controlled information, classified information or other sensitive or confidential material through public website or AI tools.

4. Why We Use Personal Information and Our Lawful Bases

5. Product Finder, Chrome AI 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 to create a personal profile.

Chrome AI Site Search, where supported and enabled by the user's browser, may refine search wording on the user's device. Standard site search remains available. Search results may use a web search restricted to Ondrives web pages. Browser and search-provider processing may be governed by the user's own browser and provider settings.

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

6. AI-Assisted Search and Technical Documents

Some website features use third-party generative AI and cloud services, which may include OpenAI services and Google Gemini or Google Cloud services. Depending on the feature selected, the text entered by the user and relevant extracts from Ondrives technical documents may be transmitted to a service provider to generate or retrieve a response.

• AI tools are intended to help locate published product information, technical documents and general engineering guidance.
• Ondrives does not intentionally use AI prompts to identify individuals or make decisions about them.
• Ondrives aims to configure business/API services so submitted content is not used for general model training by default, where the selected service and contract provide that control.
• Provider retention and processing may vary by service, configuration and legal requirement.
• Technical documents used to ground responses are intended to contain product and engineering information rather than personal information.

7. Cookies, Analytics and Similar Technologies

We use cookies and similar technologies for essential website functions, security, preferences and, where you consent, analytics or embedded content. Services used on some pages may include Google Analytics, Microsoft Clarity, YouTube and Google Maps. Further details 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, including Google and Microsoft where enabled;
• AI and cloud service providers, including OpenAI and Google, when a user selects a relevant AI-assisted feature;
• 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 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 data, provider security and contractual protections.

10. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose collected, including 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 an applicable contractual, regulatory, product-traceability or legal requirement;
• routine website security and diagnostic logs: generally up to 12 months unless needed for an investigation;
• cookie and analytics data: according to the relevant cookie duration, consent setting and provider configuration;
• AI prompts and outputs: Ondrives does not intend to retain them on its website systems longer than needed to operate, secure and troubleshoot the service; provider retention depends on the service and configuration used.

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, and users should avoid transmitting sensitive information through public forms or AI tools.

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;
• receive certain information in a portable format;
• withdraw consent at any time where processing relies on consent;
• complain to the Information Commissioner's Office.

To exercise a right, email sales@ondrives.com. We may need information to verify identity and locate the relevant records.

13. Complaints

Please contact us first so we can try to resolve your concern. You may also complain to the Information Commissioner's Office 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. Their privacy practices are controlled by those third parties, and users should read the relevant privacy information before providing personal information.

16. Changes to This Policy

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