Data Protection Policy

HepcoMotion External Data Protection Policy

Hepco Holdings Limited, also known as HepcoMotion (hereafter “we, us or the Company”) is the “Data Controller” for the purposes of data protection legislation. This means that we are responsible for deciding how we hold and use personal data about you.

The Company is a part of the worldwide Hepco Group (hereafter “the Group”), which includes Hepco Slide Systems Limited, HepcoAutomation Limited, Braintree Precision Components Limited, HepcoMotion Germany, HepcoMotion France, HepcoMotion Spain, HepcoMotion Benelux, HepcoMotion South Korea and HepcoMotion China. The Group is administered by the Company at our Head Office at Lower Moor Business Park, Tiverton Way, Tiverton, Devon, EX16 6TG.

This Privacy Notice supersedes any previous versions.  This Privacy Notice is for information only; it is not a contractual agreement. We may update this Privacy Notice at any time.

Data Protection:

Maintaining your privacy and your trust is very important to us. We strive to be transparent on how we use your personal information if and when we collect it, and on the ways in which we can work together to protect your privacy.

This Privacy Notice is in compliance with the UK General Data Protection Regulations (GDPR) and the Data Protection Act 2018 (hereafter “Data Protection legislation”) and looks to explain the following:

– Identity and contact information of the data controller;

– Legitimate interests of the data controller or third party (if applicable);

– Purpose of the processing and the lawful basis for the processing;

– Categories of personal data to be processed;

– Details of whether personal data came from direct or indirect sources;

– Recipients or categories of recipients of the personal data;

– Details of data transfers to a third country and safeguards;

– Length of time personal data is processed and any criteria used to establish the length of time the data is processed;

– Data Subject’s Rights (Your rights);

– Right to complain to the regulator;

– Details of any part of a statutory or contractual requirement and possible consequences of failing to provide the personal data; and

– The existence of any automated decision making, including profiling and information about how decisions are made

What products and services are covered by this notice?

This Privacy Notice applies to the information that we may obtain from you through your use of our website(s), exhibitions, sales representation, distributor(s), and through interactions with our sales, and customer service teams collectively called the “Services”. If you have any questions or need more information about these Services, please contact us at the email address in the section below.

Data protection officer: [email protected] or 01884 243400

Purpose and legitimate interest | How do we use the information we collect?

We may use the information we collect for a variety of purposes, including to:

– Make our Services work for you;

– Provide, operate, maintain, improve, personalise, and promote our Services;

– Develop new products, services, features, and functionality;

– Process and complete transactions, and send you related information, including purchase confirmations and invoices;

– Communicate with you, including responding to your comments, questions, and requests; providing customer service and support;

– Providing you with information about services, transmitting technical notices, updates, security alerts, administrative messages, or advertising or marketing messages;

– Providing other news or information about us;

– Monitor and analyse trends, usage, and activities in connection with our Services; and/or

– Investigate and prevent fraudulent transactions, unauthorised access to our Services and other illegal activities.

Lawful Basis of Processing | How do we get your consent for collecting and storing your information?

– We only process personal data on the basis that such processing is necessary in order to enter into or perform a contract for our service(s) and/or;

– Processing is necessary for compliance with a legal obligation to which the controller is subject and/or;

– Personal data is only processed on the basis we have a legitimate interest which is not overridden by the rights or freedoms of the affected data subjects or; and/or

– Personal data is only processed on the basis that the data subject has consented to such processing.

What information do we collect from you and how is it used?

Direct: You can visit our website without telling us who you are and without revealing any personal information about yourself. To provide full service however, we will most often need to collect some personal information. For instance, we collect information about you when you request information or download cad models. The types of Information we collect may include email address, country of residence, your name, company name, postal address and phone number.

We do not process sensitive/special categories of customer’s personal data, nor facilitate processing personal data of data subjects under the age of consent (children).

Indirect from cookies: We collect “cookie” information that we may save to your computer or mobile device. Cookies are small data files stored on your hard drive or in device memory.

We use cookies to improve and customise our Services and your experience; to allow you to access and use our Services without re-entering your username or password; to log visits and to understand which areas and features of the Services are most popular; and to provide relevant advertising whilst using other sites. We may also associate the information we store in cookies with personal information you submit while using our Services. You can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from websites you visit. If you do not accept cookies, however, you may not be able to use all aspects of our Services.

Logs: We may record certain information and store it in log files when you interact with our Services. This information may include Internet protocol (IP) or other device addresses or ID numbers as well as browser type, Internet service provider, URLs of referring/exit pages, operating system, date/time stamp, information you search for, locale and language preferences, your mobile carrier, and system configuration information.

Analytics: We and our analytics providers also collect and store analytics information when you use our Services to help us improve our Services. We make sure this data is anonymous by not connecting any analytics data to personally identifiable data such as a name, email address, physical address, or phone number.

Interactions with our organisation: We record information from telephone calls, emails and meetings.

How we share information?

We are not in the business of selling your personal information. We consider this information to be a vital part of our relationship with you. There are, however, certain circumstances in which we may share your personal information with third party data processors, as set forth below:

Compliance with Laws and Law Enforcement Requests; Protection of Our Rights: We may disclose your information (including your personal information) within our Group and to a third party if:

– We believe that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process or governmental request;

– To protect the security or integrity of our products and services;

– To protect our property, rights, and safety and that of our customers or the public from harm or illegal activities;

– To respond to an emergency which we believe in the good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person; or

– To investigate and defend ourselves against any third-party claims or allegations.

Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. We will notify you of such a change in ownership or transfer of assets by posting a notice on our website.

Data Transfers: We do transfer customer data globally including outside the UK and EEA. Data is only transferred within the Group and/or with branch offices and approved distributors. All data processors acting on behalf of the data controller have appropriate safeguards in place.

How long will we keep personal data?

Retaining some data may be subject to our internal and/or statutory retention periods.  This includes keeping certain data for a minimum period of time for legal compliance, insurance purposes or in the event of a dispute or claim. This may include personal data (name, address, contact details), but on expiry of such retention periods, such data will be destroyed securely.

The information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

Profiling and Automated Decision Making:

Profiling or automatic decision-making processes are undertaken. This included the use of profiling for marketing automation and for the use of online advertising.

Your rights:

You have a number of rights relating to your personal data, which are outlined here. You can:

– You have a number of rights relating to your personal data, which are outlined here. You can:

– Access and obtain a copy of your data on request;

– Require us to change incorrect or incomplete data;

– Require us to delete or stop processing your data, for example, where the data is no longer necessary for the purposes of processing;

– Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and

– Ask us to stop processing your data for a period if data is inaccurate or there is a dispute about whether or not your interest override our legitimate grounds for processing data.

If you would like to exercise any of the above rights, please contact the Data Protection Team at [email protected] in writing. Note that these rights are not absolute and, in some circumstances, we may be entitled to refuse some or all of your request.

If you have any questions or concerns about how your personal data is being used by us, you can contact our Data Protection Team on 01884 243400 or email [email protected].

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. Details of how to contact the ICO can be found on their website: https://ico.org.uk.

HepcoMotion External Data Protection Policy | V2.0 | 02/02/2026