Who we are
Ultimat Limited (trading as Ultimat Frames) is a company registered in England and Wales under company number 05163430, with its registered office at Emmbrook Court, Molly Millars Close, Wokingham, Berkshire RG41 2RX. We are the data controller for the personal data described in this policy.
Introduction
Ultimat Limited (“we”, “our”, or “us”) is committed to protecting and respecting your privacy in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website or use our printing and picture framing services.
We are registered with the Information Commissioner’s Office (ICO). This Privacy Policy applies to personal data we process as a data controller.
Please read this policy carefully to understand our practices regarding your personal data. By using our website and services, you acknowledge that you have read and understood this policy.
Information We Collect
We may collect the following information:
- Personal identification information (name, email address, phone number, postal address and, where relevant, company name) when you place an order, submit an enquiry, quote request, sample request or consultation booking through our website, or otherwise contact us
- Payment details you provide when settling an invoice by bank transfer, or by card over the phone or in person; we do not take payment through this website
- Order details including items purchased and specifications for printing and framing services
- Communication records when you contact us
- Images and artwork that you submit for printing or framing services
- Limited technical data needed to run the website — see Cookies and Website Data below
How We Use Your Information
We use your information for the following purposes:
- To provide and manage our printing and picture framing services
- To process and fulfil your orders
- To communicate with you about your enquiries, orders and services
- To send you information about our products, services, and promotions (with your consent)
- To improve our website and services
- To maintain the security and functionality of our website
- To comply with legal obligations
Legal Basis for Processing Under UK Law
We process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 on the following legal grounds:
- Performance of the contract with you (when providing our printing and framing services)
- Our legitimate interests (to operate and improve our business, and to respond to your enquiries)
- Your consent (for marketing communications such as our newsletter)
- Compliance with UK legal obligations
Data Sharing and Disclosure
We may share your information with:
- Service providers who help us operate our business (e.g., delivery and freight companies, IT, email and website hosting providers, and our bank or card payment provider when you settle an invoice)
- Professional advisors such as lawyers, accountants, and insurers
- Regulatory authorities, law enforcement, and others as required by law or to protect our rights
We do not sell your personal information to third parties.
Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy UK legal, accounting, or reporting requirements.
For tax and accounting purposes, we generally keep customer data for a minimum of 6 years after they cease being customers, as required by UK tax law.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely.
Your Rights Under UK Data Protection Law
As a UK resident, you have the following rights under the UK GDPR and the Data Protection Act 2018:
- Access – You can request access to your personal data
- Correction – You can request that we correct inaccurate or incomplete data
- Erasure – You can request that we delete your personal data in certain circumstances
- Restriction – You can request that we restrict processing of your data
- Data portability – You can request a copy of your data in a structured format
- Objection – You can object to our processing of your data in certain circumstances
- Withdraw consent – You can withdraw consent where we rely on consent to process your data
To exercise these rights, please contact us using the details provided below.
Cookies and Website Data
Our website does not set advertising, analytics or social-media cookies of its own, and it does not use a cookie consent banner because it sets nothing that would need one. Some pages embed YouTube videos: these are loaded from youtube-nocookie.com and only load, and may then set cookies, once you press play. The only server-side processing of visitor data is a short-lived, IP-based rate limit on our enquiry endpoint that protects our forms from abuse; it holds your IP address in memory for about a minute and is not stored with your enquiry. If we enable Cloudflare Web Analytics in future, it is cookieless and does not track you across websites. Our separate Cookie Policy has the full detail.
Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.
Contact Us
If you have any questions about this Privacy Policy, please contact us at:
Ultimat Limited
Emmbrook Court
Molly Millars Close
Wokingham, Berkshire
RG41 2RX
United Kingdom
Email: sales@ultimatframes.com
Phone: 01344 383035
Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
However, we would appreciate the opportunity to address your concerns before you approach the ICO, so please contact us in the first instance.