Privacy Policy

Universal Import Export UK Ltd

Last Updated: October 2026

1. Introduction

At Universal Import Export UK Ltd (“Universal”, “we”, “us” or “our”), we are committed to protecting your privacy and handling your personal information responsibly, securely and transparently.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you:

Visit our website, www.universal-ie.co.uk.
Enquire about or purchase our products and services.
Apply for a customer credit account.
Supply products or services to our business.
Contact us by telephone, email, WhatsApp, social media or other communication channels.
Subscribe to our marketing communications.
Otherwise interact with our business.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Universal Import Export UK Ltd is a UK-based wholesale supplier of fresh fruit and vegetables, specialising in exotic, Indian, African and international fresh produce.

For the purposes described in this policy, Universal Import Export UK Ltd is generally the data controller responsible for determining how and why personal information is processed.

Contact Information

Company: Universal Import Export UK Ltd

Website: www.universal-ie.co.uk

Email: sales@universal-ie.co.uk

Telephone: 07301 035324

Registered Office: P14-15 Western International Market, Hayes Road, Southall, UB2 5XJ

For privacy-related enquiries, please contact us using the details above.

3. Information We Collect

Depending on your relationship with Universal, we may collect the following information.

Personal and Business Contact Information

Full name and job title.
Business or trading name.
Email address and telephone number.
Business, billing, registered and delivery addresses.
Contact details of directors, proprietors, partners and authorised representatives.

Business and Account Information

Company registration and VAT numbers.
Business type and trading information.
Customer and supplier account details.
Purchase orders, invoices and payment records.
Delivery and transaction history.
Customer enquiries, complaints and correspondence.

Credit Application Information

Where a customer applies for trade credit, we may collect:

Registered company and trading details.
Names and contact details of directors, proprietors or authorised representatives.
Requested credit limits and payment terms.
Trade references and relevant credit assessment information.
Business credit reports and publicly available company information.
Credit application decisions and approved account terms.
Electronic declarations, acceptance records and submission timestamps.

We do not routinely require customers to provide personal bank account details as part of our standard credit application.

Website and Technical Information

When you visit our website, we may collect information such as:

IP address.
Browser and device information.
Website usage and navigation information.
Cookie preferences.
Analytics and performance information.

Communications

We may retain records of communications made through email, telephone, WhatsApp, website enquiries and social media, where relevant to our business activities.

We do not intentionally collect sensitive personal information unless it is necessary for a specific lawful purpose.

4. How We Use Your Information

We use personal information for legitimate and necessary business purposes, including:

Customer Orders and Services

Processing orders and arranging deliveries.
Managing customer and supplier relationships.
Issuing invoices and maintaining business records.
Responding to enquiries, requests and complaints.
Providing customer support.

Credit Applications and Account Administration

Reviewing and assessing applications for trade credit.
Verifying company and applicant information.
Carrying out appropriate business credit checks.
Contacting trade references where appropriate.
Determining suitable credit limits and payment terms.
Recording credit agreements and electronic acceptance.
Managing credit facilities and related account administration.

Payment Management and Debt Recovery

Where invoices remain unpaid, we may process relevant personal information to:

Contact customers regarding outstanding payments.
Investigate and resolve payment disputes.
Instruct debt collection agencies or solicitors.
Pursue lawful debt recovery or legal proceedings.
Establish, exercise or defend legal claims.

Marketing and Business Communications

Where permitted by law, we may use contact details to:

Send product availability updates.
Inform customers about special offers and promotions.
Share relevant business announcements.
Communicate information about our products and services.

Recipients may opt out of direct marketing at any time.

Website Operations

Maintain and improve website functionality.
Understand website usage and performance.
Protect our website and systems against misuse.
Manage cookies and applicable consent preferences.

Legal and Regulatory Compliance

We may process information to meet applicable accounting, taxation, legal and regulatory obligations.

5. Our Legal Basis for Processing Personal Information

We process personal information only where we have a valid lawful basis under applicable data protection legislation.

Depending on the circumstances, these may include:

Contractual Necessity

Where processing is necessary to enter into or perform a contract with an individual, such as a sole trader customer.

Legitimate Interests

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by individuals’ rights and freedoms.

These interests may include:

Managing customer and supplier relationships.
Assessing commercial credit risk.
Preventing fraud and financial loss.
Recovering unpaid commercial debts.
Maintaining business records and security.
Developing and promoting our products and services where legally permitted.

Legal Obligations

Where processing is necessary to comply with applicable legal requirements, including accounting, tax and regulatory obligations.

Consent

Where consent is required, including for certain marketing communications or non-essential cookies.

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

We assess the appropriate lawful basis according to the purpose and circumstances of each processing activity.

6. Credit Checks and Credit Reference Agencies

Customers applying for credit facilities may be subject to appropriate business credit checks.

For this purpose, Universal Import Export UK Ltd may obtain relevant information from:

Business credit reference agencies.
Companies House and other public registers.
Trade references supplied by applicants.
Lawfully available commercial information providers.

These checks help us assess commercial creditworthiness, verify business information, prevent fraud and make informed credit decisions.

Where a credit assessment involves personal information relating to sole traders, partners, directors or other individuals, we will ensure that an appropriate lawful basis and any additional applicable requirements are addressed before carrying out the check.

Credit applications may be approved, declined or offered on different terms following our assessment.

7. Sharing Your Information

We do not sell personal information to third parties.

We may share relevant information with trusted organisations where necessary and lawful, including:

Credit reference agencies and commercial information providers.
Delivery, logistics and transport partners.
Accountants, auditors and professional advisers.
Debt collection agencies and solicitors.
Payment service providers and financial institutions.
IT, website hosting, cloud storage and software providers.
Government authorities, regulators and courts where legally required.

Where third parties process personal information on our behalf, we take appropriate steps to ensure suitable contractual and security protections are in place.

We only share information that is reasonably necessary for the relevant purpose.

8. Online Forms and Electronic Records

Universal may use online forms, including Google Forms, to collect customer information and credit applications.

Information submitted through these forms may be stored and managed using Google Sheets, Google Drive or other authorised business systems.

We may retain:

Original application details.
Submission dates and timestamps.
Electronic declarations and acceptance records.
Applicable versions of accepted trading terms.
Internal credit application decisions.
Relevant supporting correspondence.

These records may be used to administer customer accounts, verify agreed terms and resolve disputes.

Access is restricted to authorised personnel with a legitimate business need.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, accounting, tax and contractual requirements.

Retention periods depend on the type of information, the nature of our relationship with you and any applicable legal obligations.

For example:

Financial and transaction records are generally retained for the periods required by applicable accounting and tax legislation.
Customer and supplier records are retained while the business relationship remains active and for an appropriate period afterwards.
Credit applications and agreements are retained for a proportionate period to support account administration, compliance and potential legal claims.
Marketing information is retained until you unsubscribe or it is no longer required, subject to appropriate suppression records.
Website and technical information is retained according to the purposes and settings of the relevant systems.

Information may be retained for longer where reasonably necessary for an ongoing dispute, investigation or legal proceeding.

When information is no longer required, we will securely delete or anonymise it, as appropriate.

10. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.

These measures may include:

Restricted access to customer and business records.
Password protection and account security controls.
Secure cloud storage and business software.
Appropriate access permissions for authorised employees.
Secure handling of confidential financial and business information.
Periodic review of information security practices.

Although we take reasonable precautions, no internet-based transmission or electronic storage system can be guaranteed to be completely secure.

11. International Data Transfers

Universal Import Export UK Ltd does not intentionally transfer or disclose personal information to overseas organisations as part of its ordinary business operations.

We primarily manage and process customer, supplier and business information within the United Kingdom.

Where we use third-party technology or cloud service providers, we take appropriate steps to ensure that personal information is handled securely and in accordance with applicable UK data protection legislation.

If any international transfer of personal information becomes necessary, we will ensure that appropriate legal safeguards are in place in accordance with the UK GDPR and Data Protection Act 2018.

12. Cookies and Website Analytics

Our website may use cookies and similar technologies to support functionality, remember preferences, maintain security and understand website performance.

Some cookies are essential for the operation of our website. Other cookies, including certain analytics, advertising or tracking cookies, may require your consent.

Where required, we will request your consent before placing non-essential cookies on your device.

You can manage cookie preferences through the controls provided on our website, where available, or through your browser settings.

Disabling certain cookies may affect website functionality.

13. Marketing Communications

We may contact customers and business contacts with relevant product information, offers and business updates where permitted by applicable marketing and data protection laws.

Where consent is legally required, we will obtain it before sending marketing communications.

You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting us directly.

Opting out of marketing will not prevent us from sending necessary transactional communications, such as invoices, order confirmations or account-related notices.

14. Your Data Protection Rights

Under UK data protection legislation, individuals may have the following rights, depending on the circumstances:

Right of access: Request access to personal information held about you.
Right to rectification: Request correction of inaccurate or incomplete information.
Right to erasure: Request deletion of personal information where applicable.
Right to restriction: Request that certain processing activities are restricted.
Right to data portability: Receive certain information in a portable format where applicable.
Right to object: Object to processing based on legitimate interests in certain circumstances.
Rights relating to automated decision-making: Exercise applicable rights where significant decisions are made solely through automated processing.

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

You may also object to certain other processing based on legitimate interests, subject to applicable legal conditions.

Where we rely on consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.

To exercise your rights, please contact:

Email: sales@universal-ie.co.uk

Telephone: 07301 035324

We will respond to valid requests within the timeframes required by applicable law.

15. Automated Decision-Making

We may use credit reference information, business reports and internal assessment criteria to assist with credit decisions.

Credit applications are subject to review by authorised personnel. We do not currently intend to make solely automated decisions about individuals that produce legal or similarly significant effects.

If we introduce such processing in the future, we will update this policy and provide any additional information and safeguards required by law.

16. Information Relating to Other Individuals

Where a business provides personal information about its directors, employees, representatives or trade references, it should ensure that the information is accurate and that those individuals are appropriately informed about the disclosure, where required.

Universal will provide additional privacy information directly to individuals where legally necessary.

17. Third-Party Websites and Services

Our website may contain links to external websites, social media platforms and third-party services.

We are not responsible for the privacy practices of independent third parties.

We encourage visitors to review the privacy policies of those organisations before providing personal information.

18. Complaints and Contact Information

If you have any questions or concerns about how Universal Import Export UK Ltd handles your personal information, please contact us first so that we can investigate your concerns.

Universal Import Export UK Ltd

Email: sales@universal-ie.co.uk

Telephone: 07301 035324

Website: www.universal-ie.co.uk

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Website: www.ico.org.uk

Telephone: 0303 123 1113

19. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our business operations, legal requirements, technology or data protection practices.

The latest version will be published on our website with an updated revision date.

Where changes materially affect how personal information is used, we will provide additional notice where required by law.

Last Updated: 11 October 2026