Privacy Policy

Last Updated: 17 November 2025

1. Introduction

Plant and Machine Mart ("we," "our," or "us") operates plantandmachinemart.co.uk (the "Website"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our online marketplace for buying and selling construction equipment and plant machinery.

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Information You Provide Directly

• Account Registration: Name, email address, phone number, postal address, company name (for trade accounts), VAT number (if applicable)
• Listing Information: Equipment details, descriptions, photographs, pricing information, location
• Communication: Messages sent through our platform, inquiries about listings, customer support correspondence
• Payment Information: Billing details for listing fees (processed securely through our payment provider)
• Finance Applications: If you apply for equipment finance through our partner Fast n Funded, additional business and financial information may be collected

2.2 Information Collected Automatically

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent on pages, links clicked, search queries
• Cookies and Tracking: We use cookies and similar technologies (see our Cookie Policy)
• Location Data: Approximate location based on IP address

2.3 Information from Third-Party Services

If you choose to sign in using Google or Facebook, we receive:

• Name
• Email address
• Profile picture
• Basic profile information as permitted by your privacy settings on those platforms

3. How We Use Your Information

We use your personal information for the following purposes:

• Service Provision: To create and manage your account, process listings, facilitate transactions between buyers and sellers
• Communication: To respond to inquiries, send transaction notifications, provide customer support
• Payment Processing: To process listing fees and manage subscriptions for Trade Client accounts
• Finance Referrals: To facilitate equipment finance applications through Fast n Funded (with your explicit consent)
• Platform Improvement: To analyze usage patterns, improve our services, develop new features
• Security: To detect and prevent fraud, abuse, and illegal activity
• Marketing: To send promotional emails about our services (you can opt out at any time)
• Legal Compliance: To comply with legal obligations and respond to lawful requests from authorities

4. Legal Basis for Processing (UK GDPR)

We process your personal data under the following legal bases:

• Contract Performance: Processing necessary to provide our marketplace services to you
• Legitimate Interests: Improving our services, fraud prevention, network security
• Consent: Marketing communications, optional features, third-party integrations (you can withdraw consent at any time)
• Legal Obligation: Compliance with UK laws and regulations

5. How We Share Your Information

5.1 With Other Users

When you create a listing, certain information becomes visible to other users:

• Listing details, photos, and descriptions
• Location (general area, not exact address)
• Contact information (as you choose to provide for inquiries)
• Company name (for trade accounts)

5.2 With Service Providers

We share information with trusted third-party service providers who assist us:

• Payment Processors: To handle listing fee transactions securely
• Hosting and Cloud Services: To store and manage our platform infrastructure (AWS)
• Email Services: To send transactional and marketing emails
• Analytics Providers: To understand how our platform is used
• Finance Partner: Fast n Funded (FCA regulated) for equipment finance applications (only with your explicit consent)

All service providers are contractually obligated to protect your data and use it only for the purposes we specify.

5.3 For Legal Reasons

We may disclose your information if required to:

• Comply with legal obligations, court orders, or lawful requests from authorities
• Protect our rights, property, or safety, or that of our users
• Investigate and prevent fraud or security issues

5.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

6. International Data Transfers

Your data is primarily stored and processed within the UK and European Economic Area (EEA). If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the UK Information Commissioner's Office
• Adequacy decisions recognizing equivalent data protection standards
• Other legally approved transfer mechanisms

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• SSL/TLS encryption for data transmission
• Secure server infrastructure (AWS)
• Access controls and authentication
• Regular security assessments
• Staff training on data protection

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your data.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law:

• Active Accounts: While your account remains active
• Closed Accounts: Up to 7 years for accounting and legal compliance purposes
• Marketing Data: Until you unsubscribe or request deletion
• Transaction Records: As required by UK tax and accounting regulations

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)
• Right to Restrict Processing: Request limitation of how we process your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent for processing based on consent at any time
• Right to Lodge a Complaint: File a complaint with the Information Commissioner's Office (ICO)

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Enable essential website functionality
• Remember your preferences and settings
• Analyze website traffic and usage patterns
• Deliver relevant advertising

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality. For detailed information, please see our separate Cookie Policy.

11. Third-Party Links

Our Website may contain links to third-party websites (including finance partner websites). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

12. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

13. Marketing Communications

With your consent, we may send you:

• Promotional emails about new features, special offers, and marketplace updates
• Tips for buying or selling equipment
• Partner offers from Fast n Funded

You can opt out of marketing emails at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Updating your account preferences
• Contacting us directly

Please note that even if you opt out of marketing, we will still send essential transactional emails related to your account and listings.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our Website
• Updating the "Last Updated" date at the top
• Sending an email notification for significant changes

Your continued use of our services after changes take effect constitutes acceptance of the revised policy.

15. Contact Us

16. Finance Applications - Fast n Funded

When you apply for equipment finance through our partner Fast n Funded (FCA regulated finance broker), additional information will be collected and processed by them according to their own privacy policy. We act as an introducer only, and your application data is handled by Fast n Funded in accordance with FCA regulations. We may receive commission for successful referrals, but your data protection rights remain fully protected.