Privacy policy

Privacy and Cookie Policy

Cookies & Privacy Notice – Wholesale Customers

Bayersan is committed to complying with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Looking after the personal information you share with us is very important. We want you to be confident that your data is kept safely and securely, and understand how we use it to offer a better and more personalised wholesale experience.

This notice explains:

  • How and why Bayersan collects information from you

  • Who we share your information with, why, and on what basis

  • Your rights regarding your personal data

Bayersan is the Data Controller of the personal data you provide, meaning we determine how your personal data is processed and for what purposes.

What Information We Collect and Why

When you register or place an order with us, you enter into a contract. To create your Bayersan account, we require:

  • Full name

  • Address (and previous addresses)

  • Date of birth

  • Contact numbers

  • Email address

We may also collect and store:

  • Payment card details (securely, if authorised by you)

  • Bank details (for direct debit or account payments)

  • Credit information (when applying for a trade credit account)

  • Device information (e.g. IP address) for website personalisation

  • CCTV footage (if visiting our physical locations)

How We Use Your Information

We only use your personal data when legally permitted. This includes the following legal bases:

  • Contract – To fulfil our agreement with you

  • Consent – When you explicitly allow us (e.g. storing card details)

  • Legitimate Interests – To operate and improve our business

  • Legal Obligation – Where required by law

What we use your personal information for Our reasons (legal basis) Our explanation of Bayersan's legitimate interests
Set up your Bayersan account Legitimate interest Process efficiency in dealing with such activity.
Storing payment cards Consent N/A
Process your orders Fulfilling a contract N/A
Notify you of your order status. Legitimate interests Process efficiency in dealing with such activity, and to make improvements to our services.
Manage your account/ provide customer services to you. This may include: transfers to Third Countries who undertake customer services/communications activities call recording data verification customer complaints/queries Legal obligation/ Legitimate interests (depending on nature of services) Keeping our records up to date, handling our customer contact efficiently and effectively, working out which of our products and services may interest you and telling you about them.
To detect, investigate and report financial crime (e.g. Fraud) Legal Obligation / legitimate interests Developing and improving how we deal with financial crime. Complying with any legal obligation placed on us by regulators such as the FCA. Complying with any regulations that apply to us. Process efficiency in dealing with such activity, and to make service and process improvements.
Undertake website personalisation and administration. Legitimate interests Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites. Defining types of customers for new products or services
Marketing communications to inform you of special offers, promotions, new lines and Sales. Provide you with online advertising. Legitimate interests Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites.
Notifying you about enhancements to our services, such as changes to the website and new services that may be of interest to you. Legitimate interests Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites.
Contact you to undertake customer satisfaction surveys, invite you to provide product reviews or for market research. Legitimate interests Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites.
Maintaining network and data security Legitimate interests To maintain the security of our network this in turns helps us to maintain the safety and confidentiality of your information.
Logistics planning, demand forecasting, management information and research Legitimate interests We use information about shopping habits, products bought and volumes, to help us to respond to demand, ensure the right products get to the right areas and to help us plan our ranges.

Who We Share Your Information With

We share your data only with trusted third parties, including:

  • Supplier Partners – To fulfil your wholesale orders

  • Delivery Providers – To ship goods to your business

  • IT Support Providers – To maintain and secure our systems

  • Marketing Agencies – To assist with communication and customer feedback

  • Payment Processors – To securely process transactions

  • Credit Reference Agencies (CRAs) – When applying for credit

  • Fraud Prevention Services – To reduce risk and meet legal obligations

If you apply for credit, we will supply your details to CRAs to assess your creditworthiness and monitor account activity. Information may be linked to joint applicants or financial associates.

Automated Decision-Making

Some decisions (such as credit checks or fraud risk assessments) may be made using automated systems. You can contact us if you want to know more or object to automated decisions.

If flagged as high risk, we may refuse to provide credit, goods, or services. This may affect your ability to obtain services from other providers.

Data Transfers

Some of our partners and service providers may access your data from outside the UK or European Economic Area. In such cases, we ensure appropriate safeguards are in place, including:

  • Data processing agreements

  • Security and confidentiality clauses

  • Compliance with international data protection standards

Your Rights

You have the right to:

  • Access your personal data

  • Request correction or deletion

  • Object to processing in some cases

  • Request data portability

  • Lodge a complaint with the Information Commissioner’s Office

Retention of your data depends on the reason we collected it. Typically, we keep personal information for 7 years after it’s no longer needed, unless:

  • The law requires longer retention

  • You request deletion and we’re legally able to comply

  • It’s needed for ongoing legal claims or regulatory compliance

Marketing Preferences

You may choose to receive updates about:

  • New product ranges

  • Promotions or special offers

  • Website enhancements

You can opt out of marketing communications at any time. Please allow a short period for your preferences to be fully updated.

We will not share your data with third-party companies for their own marketing use.

Cookie Notice

Cookies help us enhance your website experience and provide personalised services.

What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They can be:

  • Session Cookies – Active only during your visit

  • Persistent Cookies – Remain after you leave the site

Cookies do not store sensitive information such as names, addresses, or payment details.

Types of Cookies We Use

  1. Strictly Necessary Cookies – Enable essential features (e.g. login, checkout)

  2. Performance Cookies – Help us understand usage patterns and site errors

  3. Functionality Cookies – Remember preferences and settings

  4. Targeting Cookies – Show relevant promotions and ads based on browsing behavior

We may also use third-party cookies from trusted partners for analytics and marketing purposes.

Examples of Third-Party Tools Used:

  • Google Tag Manager

  • Google Analytics

  • Bing Ads

  • Facebook Connect & Audiences

  • Yahoo Analytics

  • Other analytics/advertising services

Managing Cookies

You can control cookies via your browser settings:

  • Block all or specific cookies

  • Set alerts before cookies are used

  • Delete cookies already stored

However, disabling cookies may limit functionality, such as login, order processing, or account access.

This notice will be updated as necessary to reflect changes in laws, technology, or our data practices.

If you have any concerns or wish to exercise your rights, please reach out to our customer service or data protection team.