PRIVACY POLICY

Last updated: 17 August 2026

1. Introduction

RS Machinery Ltd ("RS Machinery", "we", "us" or "our") respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store, disclose and protect your personal data when you:

• visit our website at www.rsmachinery.eu;
• contact us by telephone, email, website enquiry form or other communication channel;
• request a telephone call or contact through third-party communication tools integrated with our website, including services such as CallBack24;
• enquire about machinery, equipment, hire, sales, finance, export or related services;
• apply for credit or payment terms;
• purchase, sell or hire machinery or equipment;
• visit one of our depots; or
• otherwise communicate or do business with us.
• 
  

It also explains your rights under UK data protection law and how you can exercise them.

We process personal data in accordance with applicable UK data protection and privacy legislation, including:

• the UK General Data Protection Regulation ("UK GDPR");
• the Data Protection Act 2018;
• the Privacy and Electronic Communications (EC Directive) Regulations 2003 ("PECR"); and
• the Data (Use and Access) Act 2025, where applicable.

2. Who We Are

For the purposes of UK data protection law, the controller responsible for the personal data covered by this Privacy Policy is:

RS MACHINERY LTD

Company number: 07272500

Registered office:

Stratton Business Park

Lancaster Way

Biggleswade

England

SG18 8YL

Our operational locations include:

Biggleswade Depot

RS MACHINERY LTD

Lancaster Way

Stratton Business Park

Biggleswade

SG18 8YL

United Kingdom

Luton Depot

RS HIRE MACHINERY LTD

Unit 2 Progress Way

Luton

LU4 9TR

United Kingdom

General contact details:

Telephone: +44 (0) 172 774 3118

Email: info@rsmachinery.eu

Where RS Hire Machinery Ltd separately determines the purposes and means of processing personal data in connection with its activities, it may act as a separate data controller.

3. Data Protection Officer

Our Data Protection Officer is:

Rafal Sykut

Telephone: +44 78523 54011

Email: rafal@rsmachinery.eu

Postal correspondence relating to data protection may be sent to:

RS Machinery Ltd

Lancaster Way

Stratton Business Park

Biggleswade

SG18 8YL

United Kingdom

You may contact our Data Protection Officer regarding:

• this Privacy Policy;
• how we process your personal data;
• exercising your data protection rights;
• concerns regarding the use of your personal data; and
• complaints concerning data protection.

4. What Personal Data We Collect

The personal data we collect depends on how you interact with us and the products or services you request.

We may collect and process the following categories of information.

Identity Data

This may include:

• first name;
• last name;
• title;
• date of birth where required for verification or credit-related purposes;
• job title;
• company name;
• customer, supplier or business partner information; and
• information used to verify your identity.

Contact Data

This may include:

• postal or business address;
• email address;
• telephone number;
• mobile telephone number; and
• other contact details you provide to us.

Enquiry and Communication Data

This may include:

• information submitted through website contact forms;
• information submitted through callback or contact-request applications;
• machinery or equipment enquiries;
• requests for quotations;
• email correspondence;
• telephone enquiries;
• requests for telephone calls;
• messages and communications with our staff;
• records concerning customer support; and
• information provided when enquiring about buying, selling, hiring, financing, or exporting machinery.

Where appropriate, we may also retain information concerning the date, time, and nature of your enquiry and relevant notes relating to communications with you.

Transaction and Commercial Data

This may include:

• machinery or equipment details;
• quotation information;
• purchase and sales information;
• orders;
• invoices;
• hire agreements;
• payment and transaction history;
• delivery and collection information;
• service or warranty information; and
• records of our commercial relationship with you.

Financial and Credit Data

Where relevant to a transaction, account, credit facility, or application, we may process:

• payment information;
• bank account details;
• billing details;
• payment status;
• information relating to credit commitments;
• credit history;
• payment history;
• creditworthiness information;
• affordability information;
• public-record information;
• identity-verification information; and
• fraud-prevention information.

Some of this information may be obtained from third-party credit reference or identity-data providers, as explained below.

Export and Delivery Data

Where machinery is delivered or exported, we may process:

• delivery address;
• collection details;
• consignee details;
• shipping information;
• customs or export documentation; and
• information required by freight forwarders, carriers, shipping companies, or regulatory authorities.

Technical and Usage Data

When you use our website, certain technical information may be collected automatically, including:

• Internet Protocol (IP) address;
• browser type and version;
• device type;
• operating system;
• approximate location derived from your IP address;
• pages visited;
• dates and times of visits;
• referring website;
• interaction with our website; and
• cookie identifiers and similar technology identifiers.

The precise information collected depends on the technologies operating on our website and your cookie choices.

5. How We Collect Personal Data

We collect personal data from a number of sources.

Information You Provide Directly to Us

We may obtain personal data directly from you when you:

• complete a contact or enquiry form on our website;
• send us an email;
• telephone our office, depot, or members of our team;
• request a telephone call;
• use an online callback or contact-request service;
• request a quotation;
• enquire about machinery;
• apply for an account, credit facility, or payment terms;
• purchase, sell, or hire machinery;
• arrange finance;
• arrange delivery or export;
• visit one of our depots; or
• otherwise communicate with our employees or representatives.

Website Contact Forms

When you submit information through a contact form on www.rsmachinery.eu, we may collect the information you enter in the form together with relevant technical information associated with the submission.

This may include:

• name;
• company name;
• email address;
• telephone number;
• message or enquiry;
• machinery or service of interest; and
• date and time of submission.

We use this information primarily to respond to your enquiry, provide requested information, prepare quotations, and manage potential or existing commercial relationships.

6. Credit Reference and Affordability Checks

To help us assess applications, evaluate requests for credit or payment terms, prevent fraud, and meet our legal and regulatory obligations, we may obtain information about you from credit reference agencies ("CRAs") and other third-party data providers.

We obtain certain consumer credit and identity information through Creditsafe Business Solutions Limited, which uses its data partner TransUnion International UK Limited to provide consumer credit and identity data.

Creditsafe Business Solutions Limited is authorised and regulated by the Financial Conduct Authority.

FCA Firm Reference Number: 742313

TransUnion International UK Limited is authorised and regulated by the Financial Conduct Authority.

FCA Firm Reference Number: 737740

Information we obtain may include:

• information relating to your identity;
• address and identity-verification information;
• credit commitments;
• credit accounts;
• payment history;
• payment performance;
• public-record information;
• creditworthiness information;
• information relevant to affordability assessments; and
• information relevant to fraud prevention.

We may use this information for legitimate business purposes, including:

• assessing creditworthiness;
• considering applications for credit or payment terms;
• assessing affordability where relevant;
• verifying identity;
• preventing and detecting fraud;
• managing financial and commercial risk;
• administering customer accounts;
• protecting our business against financial loss; and
• complying with applicable legal and regulatory requirements.

The information obtained from Creditsafe and TransUnion will only be used where we have an appropriate lawful basis under applicable data protection legislation.

Further information about how Creditsafe and TransUnion process personal data can be found in their respective privacy and transparency notices:

• Creditsafe – Transparency Notice / Customers & Suppliers
• TransUnion – Bureau Privacy Notice

These organisations may act as independent data controllers in relation to personal data they obtain, hold, or otherwise process for their own purposes.

7. How and Why We Use Your Personal Data

We will only process personal data where we have a lawful basis for doing so.

Depending on the circumstances, our lawful basis may include:

Contract

Where processing is necessary to:

• take steps at your request before entering into a contract; or
• perform a contract with you.

This may include processing required for:

• enquiries;
• quotations;
• sales;
• purchases;
• machinery hire;
• delivery;
• account administration; and
• related customer services.

Legitimate Interests

We may process personal data where processing is necessary for our legitimate business interests or those of another party, provided those interests are not overridden by your interests, rights, or freedoms.

Our legitimate interests may include:

• responding to customer and prospective customer enquiries;
• operating and developing our business;
• managing customer and supplier relationships;
• maintaining business records;
• managing financial risk;
• assessing creditworthiness;
• preventing and detecting fraud;
• protecting our assets;
• recovering debts;
• improving our services;
• securing our website, systems, and networks;
• establishing, exercising, or defending legal claims; and
• carrying out appropriate business-to-business marketing.

Legal Obligation

We may process personal data where necessary to comply with legal or regulatory requirements, including:

• accounting requirements;
• taxation;
• company-law obligations;
• fraud prevention;
• regulatory requirements;
• court orders; and
• lawful requests from authorities.

Consent

Where processing is based on your consent, you may withdraw that consent at any time.

Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

8. Purposes for Which We Use Personal Data

We may process personal data for purposes including:

Responding to Enquiries

We use information received through:

• website forms;
• email;
• telephone;
• CallBack24 or similar callback services; and
• direct communications with our staff

to respond to questions and provide requested information.

This may include providing:

• machinery availability;
• prices;
• quotations;
• specifications;
• photographs;
• videos;
• delivery information;
• finance information; and
• hire information.

Machinery Sales and Purchases

To:

• sell machinery;
• purchase machinery;
• administer customer and supplier accounts;
• issue quotations;
• prepare orders and invoices;
• arrange collection or delivery; and
• maintain transaction records.

Machinery Hire

To:

• process hire enquiries;
• prepare quotations;
• enter into hire agreements;
• arrange collection and delivery;
• administer accounts;
• issue invoices; and
• provide customer support.

Credit and Account Assessment

To:

• assess customer account applications;
• determine whether credit or payment terms can be offered;
• carry out creditworthiness assessments;
• conduct affordability checks where appropriate;
• verify identity;
• prevent fraud;
• manage commercial and financial risk; and
• review existing customer accounts.

Finance Enquiries

Where you request finance-related information, relevant information may be processed and, where appropriate, shared with finance providers or introducers.

Delivery and Export

To arrange:

• UK delivery;
• international delivery;
• shipping;
• freight forwarding;
• customs clearance;
• export documentation; and
• machinery collection.

Accounting and Legal Compliance

To:

• maintain business records;
• issue invoices;
• administer payments;
• satisfy tax and accounting requirements;
• prevent and investigate fraud;
• recover debts;
• resolve disputes;
• establish or defend legal claims; and
• comply with regulatory obligations.

Website and Communications Administration

To:

• operate our website;
• receive and route enquiries;
• manage callback requests;
• diagnose technical issues;
• maintain website and network security;
• prevent misuse; and
• maintain customer communications.

9. Provision of Personal Data

Is Providing Personal Data Statutory or Contractual?

The provision of certain personal data is primarily a contractual requirement and, in some circumstances, may also be necessary for us to comply with legal or regulatory obligations.

Personal data may be required to:

• enter into and perform contracts;
• process orders;
• manage customer or supplier accounts;
• sell, purchase, or hire machinery;
• provide goods and services;
• process applications for credit or payment terms;
• verify identity;
• conduct creditworthiness or affordability checks;
• prevent fraud;
• arrange delivery or export; and
• comply with accounting, tax, legal, and regulatory obligations.

What Happens if You Do Not Provide Personal Data?

If you do not provide information that we reasonably require:

• we may be unable to respond fully to your enquiry;
• we may be unable to provide a quotation;
• we may be unable to enter into a contract with you;
• we may be unable to open or maintain an account;
• we may be unable to fulfil an order;
• we may be unable to sell, purchase, or hire machinery;
• we may be unable to provide credit or payment terms;
• we may be unable to undertake required verification, credit, compliance, or fraud-prevention checks;
• we may be unable to arrange delivery, shipping, or export; and
• our services may consequently be delayed, restricted, or declined.

Where information is requested for optional purposes such as certain marketing communications, providing that information is not mandatory.

10. Third-Party Service Providers

We use third-party service providers to support the operation of our business and website.

Depending on the services in use at a particular time, these may include providers of:

• website hosting;
• website forms;
• telephone callback systems such as CallBack24;
• email services;
• IT and security services;
• customer relationship management systems;
• website analytics;
• payment or banking services;
• finance;
• credit-reference information; and
• logistics and shipping.

Where a provider processes personal data on our behalf, we seek to ensure that appropriate data-protection arrangements are in place.

In some circumstances, a third-party provider may act as an independent data controller and process information in accordance with its own privacy notice.

11. Direct Marketing

We may contact existing or prospective business customers regarding machinery, new stock, services, promotions, or commercial opportunities where permitted by law.

Direct electronic marketing is subject to applicable UK data protection legislation and PECR.

You have the right to object to the use of your personal data for direct marketing at any time.

You can do this by:

• using an unsubscribe mechanism contained in a marketing email, where available;
• emailing info@rsmachinery.eu; or
• contacting our Data Protection Officer.

12. Cookies and Similar Technologies

Our website may use cookies and other storage or access technologies to:

• operate the website;
• enable website functionality;
• process contact or callback requests;
• remember user preferences;
• maintain security;
• understand website usage;
• measure performance;
• improve our services; and
• support advertising or marketing where applicable.

Such technologies may include:

• cookies;
• pixels;
• tags;
• scripts;
• local storage;
• analytics technologies; and
• technologies used by integrated third-party applications.

Some technologies are necessary for the operation of the website and may be used without consent where permitted by law.

Where consent is required, the relevant technology will only be used after appropriate consent has been obtained.

Further details should be provided through our Cookie Policy and/or cookie preference centre.

13. Who We Share Personal Data With

We do not sell personal data.

Where necessary and legally permitted, we may disclose personal data to:

• Creditsafe Business Solutions Limited;
• TransUnion International UK Limited;
• credit reference agencies;
• identity-verification providers;
• fraud-prevention services;
• website and hosting providers;
• callback and communications providers such as CallBack24;
• IT providers;
• CRM and business-software providers;
• banks;
• payment providers;
• finance providers;
• accountants;
• auditors;
• insurers;
• lawyers and professional advisers;
• machinery manufacturers;
• suppliers;
• service and repair providers;
• logistics companies;
• couriers;
• freight forwarders;
• shipping companies;
• customs agents;
• debt-recovery providers;
• regulators;
• government bodies;
• law enforcement agencies; and
• courts and competent authorities.

Third parties that act as independent controllers will process personal data in accordance with their own privacy notices.

14. Credit Reference Agencies and Fraud Prevention

When we undertake creditworthiness, affordability, identity, or fraud-prevention checks, information may be disclosed to or obtained from credit reference agencies and data providers.

Those organisations may:

• verify your identity;
• compare information against their records;
• provide credit and identity information;
• maintain records of searches;
• use information for fraud-prevention purposes; and
• process information for purposes described in their own privacy notices.

A credit-reference search may leave an appropriate record or search footprint where applicable.

Where consumer credit information is obtained through Creditsafe and TransUnion, we will process that information only for appropriate and lawful business purposes.

15. International Transfers

Due to the international nature of our business, personal data may, in certain circumstances, be processed or transferred outside the United Kingdom.

This may occur in connection with:

• international machinery sales;
• overseas customers or suppliers;
• international delivery and export;
• shipping;
• freight forwarding; and
• technology and cloud-service providers.

Where a transfer constitutes a restricted transfer under UK data protection law, we will use an appropriate safeguard or recognised transfer mechanism where required.

16. How Long We Keep Personal Data

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected.

Retention periods depend on matters including:

• the nature of the information;
• the reason it was collected;
• whether an enquiry results in a transaction;
• the duration of the customer or supplier relationship;
• legal or contractual requirements;
• accounting and tax obligations;
• statutory limitation periods;
• fraud-prevention needs; and
• possible legal claims.

Information relating to customer enquiries may be retained where reasonably necessary to manage future communications and commercial relationships.

Transaction, accounting, and financial information may be retained for the periods required by applicable UK law.

Where information is no longer required, it will be deleted, securely destroyed, or anonymised as appropriate.

17. Data Security

We take appropriate technical and organisational measures designed to protect personal data against:

• loss;
• destruction;
• alteration;
• unauthorised disclosure;
• unauthorised access; and
• unlawful processing.

Measures may include:

• access controls;
• authentication;
• secure communications;
• encryption where appropriate;
• security updates;
• backups;
• network protection;
• restrictions on employee and contractor access; and
• contractual protections for service providers.

Access to personal data is limited to persons with a legitimate business need to use it.

18. Your Data Protection Rights

Subject to applicable conditions and exemptions, you may have the following rights under UK data protection law:

Right to Be Informed

You have the right to receive clear information about how your personal data is used.

Right of Access

You may request access to personal data we hold about you.

Right to Rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to Erasure

In certain circumstances, you may ask us to delete your personal data.

Right to Restriction of Processing

In certain circumstances, you may ask us to restrict the processing of your personal data.

Right to Data Portability

Where applicable, you may be entitled to receive certain personal data in a structured, commonly used, and machine-readable format.

Right to Object

You may have the right to object to processing based on legitimate interests.

You have the right to object to the processing of your personal data for direct marketing.

Rights Relating to Automated Decision-Making

You have protections in relation to certain decisions made solely using automated processing that produce legal or similarly significant effects.

These rights are not absolute, and their application may depend upon the circumstances.

19. Exercising Your Rights

To exercise your data protection rights, please contact our Data Protection Officer:

Rafal Sykut

Email: rafal@rsmachinery.eu

Telephone: +44 78523 54011

You may also write to:

RS Machinery Ltd

Lancaster Way

Stratton Business Park

Biggleswade

SG18 8YL

United Kingdom

We may request information reasonably necessary to confirm your identity before responding to a request.

We will respond within the time limits required by applicable data protection legislation.

20. Data Protection Complaints

If you have concerns about how we collect, use, disclose, store, or otherwise process your personal data, please contact our Data Protection Officer:

Rafal Sykut

Email: rafal@rsmachinery.eu

Telephone: +44 78523 54011

We will:

• acknowledge your complaint within the period required by applicable law;
• investigate the matter appropriately;
• keep you informed where necessary; and
• communicate the outcome without undue delay.

21. Complaints to the Information Commissioner's Office

You also have the right to raise a concern or complaint with the UK's independent data protection regulator:

Information Commissioner's Office ("ICO")

Further information is available at:

www.ico.org.uk

We would appreciate the opportunity to address your concerns first, but this does not affect your right to contact the ICO.

22. Automated Decision-Making and Profiling

We may use information obtained from credit reference agencies or other third-party providers as part of assessments concerning:

• creditworthiness;
• affordability;
• identity;
• fraud risk;
• customer accounts; and
• payment terms.

Such assessments may influence whether we:

• open an account;
• offer credit;
• provide particular payment terms;
• require payment in advance;
• restrict; or
• decline a service.

Unless otherwise explained to you, we do not intend to make decisions about individuals solely by automated means where those decisions have legal or similarly significant effects.

Where applicable, we will provide the information and safeguards required by law.

23. Special Category Personal Data

We do not normally seek to collect special category personal data through our website, contact forms, telephone enquiries, or ordinary machinery sales and hire activities.

Where such processing becomes necessary, we will only process the information where an appropriate lawful basis and additional statutory condition apply.

24. Children's Privacy

Our website and services are intended for adults and business customers.

We do not knowingly seek to collect personal data relating to children through our website.

If we become aware that such information has been collected inappropriately, we will take appropriate steps to address the matter.

25. Third-Party Websites

Our website may contain links to websites operated by third parties.

These may include:

• finance providers;
• manufacturers;
• machinery marketplaces;
• social media platforms;
• logistics providers; and
• other suppliers or service providers.

We are not responsible for the privacy practices of independently operated third-party websites.

We recommend reviewing their privacy notices before submitting personal data.

26. Changes to This Privacy Policy

We review this Privacy Policy periodically and may update it to reflect:

• changes to our business;
• changes to the way we collect personal data;
• new suppliers or third-party applications;
• changes to website functionality;
• changes to applicable law; and
• regulatory guidance.

The latest version will be published on our website and will show its most recent update date.

Where required, material new uses of personal data will be brought to the attention of affected individuals.

27. Contact Us

For questions regarding this Privacy Policy or the processing of personal data, please contact:

RS MACHINERY LTD

Company Number: 07272500

Lancaster Way

Stratton Business Park

Biggleswade

SG18 8YL

United Kingdom

Office: +44 (0) 172 774 3118

Email: info@rsmachinery.eu

Data Protection Officer

Rafal Sykut

Telephone: +44 78523 54011

Email: rafal@rsmachinery.eu