Privacy Policy
Effective: May 2025Jurisdiction: United Kingdom (UK GDPR)Controller: Pro-Linen
Contents
Introduction
This privacy policy explains how ProLinen ("we", "us", or "our") collects, uses, and protects your personal data throughout your relationship with us — whether as a customer, supplier, employee, or visitor to our website.
We are committed to handling your personal information with care, transparency, and full respect for your privacy rights. We only collect what is necessary, and we will always be clear about why we need it and how it is used.
Personal data means any information that relates to an identified or identifiable living person (a "data subject"). This policy applies to all personal data we process in connection with our services and operations.
Who we are & websites within scope
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, ProLinen is the Data Controller responsible for your personal data.
This policy applies to personal data collected through our website at www.prolinen.co.uk, as well as through our direct business operations, including any ordering, delivery, or communications services we operate.
Information we may hold about you
Depending on your relationship with us, we may hold some or all of the following categories of personal data:
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Personal contact details such as your name, title, home address, email address, and telephone number
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Business contact details, including company name, company address, your role or job title, business email address, and business telephone number
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Financial details including bank account, tax, and VAT information where required for payment or billing purposes
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Location or delivery data, such as delivery addresses and route information when we provide collection or delivery services to you
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CCTV footage captured at our premises for security and safety purposes
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Cookie and browsing data when you visit our website (see Section 11)
Why we collect customer & supplier data
We collect and use personal data relating to customers and suppliers for one or more of the following purposes:
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To fulfil and manage contracts entered into with you, or with the business entity you represent
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To process commercial transactions and provide the services you or your organisation have requested, including delivery and collection of linen and related goods
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To communicate with you in connection with the services we are providing, including service updates, scheduling, and account queries
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For account management and record keeping
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To comply with legal, regulatory, or health and safety obligations applicable to our business
In business-to-business relationships, your personal data is typically provided to us by your employer or organisation rather than directly by you.
Why we collect employee personal data
We collect and use personal data relating to employees and job applicants for the following purposes:
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During recruitment, to assess applications and suitability for roles within our organisation
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During employment, for record keeping, HR administration, health and safety, payroll, and pension management
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To meet our obligations under employment law
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In exceptional circumstances, to protect your wellbeing in the event of an emergency
We may also hold limited personal information about your spouse, dependants, or nominated beneficiaries for pension, benefits, and emergency contact purposes. All such records — including training, performance, and disciplinary documentation — are stored securely and accessed only by those with a legitimate need.
We retain employee personal data only for as long as required, after which it is securely destroyed. Certain records are retained after the end of employment where required by law or good practice.
Our legal grounds for processing
Every time we process your personal data, we must have a lawful basis for doing so. The legal grounds we rely on include:
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Consent — where you have given us clear permission to process your data for a specific purpose
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Contract — where processing is necessary to perform a service or contractual obligation
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Legal obligation — where we are required to process your data to comply with the law
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Legitimate interests — where processing is necessary for our genuine business purposes, provided these are not overridden by your rights and interests
Sharing your personal data
We do not sell your personal data. We may share your data only where necessary to deliver our services or to meet legal obligations. Recipients may include:
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Accountants and financial advisors
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Legal counsel
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Insurers
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IT and communications service providers
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Logistics, transport, and courier partners
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Credit reference and payment processing providers
All third parties who process personal data on our behalf are required to handle it in accordance with our privacy standards and applicable data protection law. We take reasonable steps to ensure your data remains protected and is only used for the purpose for which it was shared.
Security
We take the security of your personal data seriously and maintain appropriate technical and organisational measures to protect it against unauthorised access, disclosure, alteration, or loss.
Access to personal data is restricted to employees, agents, and authorised third parties who have a genuine business need to access it. We regularly review and update our security practices in line with industry standards.
While we take all reasonable precautions, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee the absolute security of data transmitted to or from our website.
Data retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected. For example, customer and supplier contact details are held for the duration of our trading relationship and for any period required afterwards for legal or accounting purposes.
In some cases we may be required to retain data for longer — for example, to comply with a statutory retention period, to respond to a regulatory inquiry, or to defend or bring a legal claim. Once data is no longer required, it is securely deleted or anonymised.
Your rights
Under UK data protection law, you have the following rights in relation to the personal data we hold about you:
Right of access
Request a copy of the personal data we hold about you.
Right to be informed
We explain how and why we process your data through this policy and any updates to it.
Right to rectification
Ask us to correct any inaccurate or incomplete personal data.
Right to erasure
Request deletion of your personal data where there is no longer a lawful reason to retain it.
Right to restrict processing
Ask us to pause processing your data while retaining the record.
Right to data portability
Request transfer of your data to another controller in a structured, commonly used format.
Right to withdraw consent
Where processing is based on consent, you may withdraw it at any time.
Right to object
Object to processing based on legitimate interests, including direct marketing.
To exercise any of these rights, please contact us using the details in Section 14. We will respond within one calendar month. There is no charge for making a request.
If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.
Cookies & log data
When you visit www.prolinen.co.uk, we may use cookies — small text files placed on your device — to help our website function correctly and to better understand how it is used. You may configure your browser to refuse cookies, though some features of our site may not function as intended if you do so.
We also automatically collect server log data when you visit our site. This may include your device's IP address, browser type and version, the pages you visit, and the date and time of your visit. We may use third-party analytics tools such as Google Analytics to help us analyse this information in aggregate form to improve our website.
We will always seek your consent before placing any non-essential cookies on your device, in accordance with UK law.
Marketing & communications
We may contact you with newsletters, service updates, or promotional content where you have given your prior consent to receive such communications. We will never use your personal data for marketing purposes without your explicit permission.
You may withdraw your consent or opt out of marketing communications at any time by contacting us using the details in Section 14. We will act on your request promptly.
Changes to this policy
We may update this privacy policy from time to time to reflect changes in our practices, services, or legal obligations. The most current version will always be available on our website at www.prolinen.co.uk. We encourage you to review this policy periodically.
This privacy policy was last updated in May 2025.
Contact us
If you have any questions about this privacy policy, wish to exercise your data rights, or have concerns about how we handle your personal information, please get in touch:
Organisation Pro-Linen
Website www.prolinen.co.uk
Email info@prolinen.co.uk