Last updated: [date]
This policy explains how Adrian Lawton ("RA & Olly", "we", "us") uses personal information in Insight, our trade platform for the retailers, publishers, distribution partners and staff we work with. It covers Insight at https://insight.raandollyltd.com only. Our public shop has its own privacy policy.
1. Who we are
Adrian Lawton is the controller of the personal information described here.
7A Arwenack Street
Falmouth
Cornwall
TR11 3HZ
Email: office@raandollyltd.com
For any privacy question or request, contact us at office@raandollyltd.com.
2. What information we hold
- Account details: name, email address, job title, the organisation you belong to, your role in Insight, and your login history (date of last login and activity).
- Business contact details for retailers, publishers, partners and suppliers: names, email addresses, phone numbers and business addresses of the people we deal with.
- Trading records: orders, standing orders, deliveries, stock, returns and recall notes, sales reports, invoices, credit notes, promotions and the notes our staff keep against an account.
- Messages and requests you send us, including support requests and responses to offers shown on your dashboard.
- Technical information: IP address and browser details recorded in our security and activity logs, and the cookies described below.
We do not ask for or hold special category data (such as health information) in Insight. Payment card details are not entered into Insight.
3. How we use it and our lawful basis
- To run our trading relationship with you: taking and supplying orders, managing stock and returns, reporting sales to publishers, invoicing and crediting. Basis: performance of a contract, and our legitimate interest in running our distribution business.
- To provide and secure your Insight account: sign-in, invitations, password resets, access control, logs. Basis: legitimate interests (keeping the platform secure and working).
- To send you service emails: invitations, recall notes and reminders, print orders, sales reports, booking confirmations and similar operational messages. Basis: performance of a contract / legitimate interests.
- To keep accounting and tax records. Basis: legal obligation.
- To tell you about relevant offers from us or our partners shown on your dashboard. If you ask us to pass your details to a partner, we do so only with your request. Basis: legitimate interests / consent where you give it.
4. Who we share it with
We share information only as needed to run Insight and our business:
- Publishers see sales and stockist information for their own titles, including the names and locations of the retailers that stock them. Retailers see their own orders, invoices and returns.
- Distribution partners and warehouses receive the delivery details they need to fulfil orders.
- Service providers acting on our instructions:
- our hosting provider, [hosting provider and server location];
- Xero (accounting, invoices and credit notes);
- Shopify (our online shop's products and stock);
- Brevo (sending email);
- Intercom (in-portal support chat, where switched on);
- OpenStreetMap / Nominatim (to place business addresses on maps);
- Anthropic (AI tools our staff use to check and tidy data);
- Emporian Media Ltd (who develop and maintain Insight for us).
- Professional advisers, and authorities where the law requires it.
We do not sell personal information.
5. International transfers
Some of our providers (for example Xero, Shopify, Intercom and Anthropic) may process information outside the UK, including in the United States. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Agreement / Addendum to protect it.
6. How long we keep it
- Trading and accounting records: six years after the end of the financial year they relate to.
- Your user account: while your organisation trades with us. It is closed when you no longer need access, and its details are deleted or anonymised within [12] months of closing, apart from what our trading records need.
- Security logs: up to [12] months.
- Support requests: up to [2] years.
7. Cookies
Insight uses a strictly necessary session cookie to keep you signed in. If in-portal support chat is switched on, Intercom sets cookies to run the chat. We do not use advertising cookies in Insight.
8. Your rights
Under UK data protection law you can ask to access, correct or delete your personal information, to restrict or object to how we use it, and for a copy in a portable format. To make a request, email office@raandollyltd.com. We will reply within one month.
If you are unhappy with how we have handled your information, please contact us first. You can also complain to the Information Commissioner's Office (ico.org.uk).
9. Changes
We will update this page when our practices change. The date at the top shows the latest version.