Privacy Policy

Privacy Policy

Valley Systems Limited trading as Magnetic Solutions

Last Updated: 02 / 12 / 2025

This Privacy Policy (“Policy”) applies to the processing of personal information collected from users of our website (“you”) or that you provide to us, Valley Systems Limited trading as Magnetic Solutions (VSL).

For the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, VSL Ltd is the Data Controller. In this Policy, “we”, “us”, and “our” refer to the company. We are a company incorporated in England and Wales with company number 01855009 and registered office Unit B1 Knaves Beech Business Centre, Loudwater, High Wycombe, Buckinghamshire, HP10 9QR. We are committed to protecting and respecting your privacy. This Policy explains how we collect, use, and safeguard personal information you provide to us or that we acquire through our website, which is powered by WooCommerce.

Key Definitions

Personally Identifiable Information (PII)
Any information relating to an identifiable natural person, including name, contact information, IP address, account details, and order information.

Tracking Technologies
Includes cookies and similar technologies that allow us to recognise Users, remember preferences, and analyse site usage.

User
Any individual who views or interacts with our website, whether or not they create an account or purchase from us.

Information We Collect and How It Is Collected

1. Information You Provide Directly

We collect and process PII necessary to operate our e-commerce business, including:

  • Name
  • Billing and delivery address
  • Email address
  • Telephone number (optional)
  • Account login information (passwords stored in encrypted form)
  • Order details and purchase history
  • Information submitted when filling in forms or contacting us
  • Problems reported or customer service requests

All payment card information is processed securely via NatWest Tyl. We do not store or have access to full card details. All payments made on our website are in Great British Pounds (GBP £) only.

2. Information Collected Indirectly

We may collect:

  • IP address
  • Device type, operating system, and browser type
  • Behavioural and analytical data about your use of our site
  • WooCommerce log data, including cart behaviour and order interactions

This information helps us maintain site security, improve user experience, and better understand how visitors interact with our website.

Cookies

We use cookies to:

  • Improve site performance
  • Enhance your shopping experience
  • Recognise you on return visits
  • Store your preferences
  • Support secure checkout and basket functionality

You will be asked to consent to non-essential cookies on your first visit.

You may disable cookies via your browser settings; however, doing so may affect functionality, including your ability to shop on our site.

Other Websites

Our site may contain links to external sites. These sites have their own privacy policies, and we do not accept responsibility for them.

How Your Information Is Used

We use the information we collect to:

  • Process and fulfil orders made through our WooCommerce store
  • Manage your account and provide customer support
  • Provide delivery information and order updates
  • Improve our products, website, and service offering
  • Personalise content and product recommendations
  • Communicate about products or services that may interest you (where permitted)
  • Comply with legal and tax obligations
  • Prevent fraud and secure transactions

Why We Collect Your Information

We collect information to:

  • Maintain a functional e-commerce service
  • Process payments securely via NatWest Tyl
  • Improve our relationship with customers
  • Provide relevant and effective communication
  • Operate and enhance our business efficiently

Legal Basis for Processing PII

Depending on the scenario, we rely on:

  • Contract: To fulfil orders and manage accounts
  • Consent: For marketing communications and non-essential cookies
  • Legitimate interest: Site analytics, service enhancements, fraud prevention
  • Legal obligation: Accounting, tax compliance, and regulatory obligations

Who We Share Your Information With

1. Group Business Only

We may share your PII solely within our group of companies for:

  • Internal administration
  • Accounting and financial purposes
  • Customer service support
  • Business continuity

We do not sell your information.

2. Third-party Service Providers

Only where necessary, including:

  • WooCommerce (website and order management)
  • NatWest Tyl (payment processing)
  • Delivery and courier services
  • Professional advisers (e.g., accountants)
  • Secure hosting providers
  • Email or marketing providers (if opted in)

These providers are contractually bound to use your data only to perform the services we engage them for.

3. Legal Requirements

We may disclose your PII if required to do so by law or to protect the rights, property, or safety of our company or others.

Data Retention

We retain:

  • Customer and order data for 6 years, for tax and accounting obligations
  • Account information while your account remains active
  • Marketing consent until you opt out

We never retain PII longer than necessary.

How We Store and Secure Your Information

We use industry-standard technical and organisational measures to protect your data, including:

  • SSL encryption
  • Restricted access controls
  • Secure WooCommerce environment
  • Encrypted password storage
  • Regular security monitoring

However, no method of transmission over the internet is completely secure; transmission is at your own risk.

Your Rights

You have the right to:

  • Access your personal data
  • Rectify inaccuracies
  • Request erasure (“right to be forgotten”)
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent for marketing
  • Complain to the Information Commissioner’s Office (ICO)

To exercise these rights, contact us at: marketing@magnetic-solutions.co.uk

Changes to This Policy

We may modify this Policy from time to time. Any changes will be posted on this page and the “Last Updated” date amended accordingly. Continued use of the website after changes constitutes acceptance.

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