1. Who we are
This website, gwynne.trade, is operated by GWYNNE LTD, a company registered in England and Wales under company number 17148043, with its registered office at 3 Reynolds Close, Hinckley, Leicestershire, United Kingdom, LE10 0DT. We trade as Gwynne.
Gwynne is a trade agency in the cycling industry. We present ranges of cycling accessories and clothing to bike shops, take trade orders and pass them to the manufacturers and distributors we act for (our "principals"), who fulfil and invoice them.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, GWYNNE LTD is the controller of the personal data described in this policy. You can contact us about privacy at [email protected] or by phone on +44 7723 418569.
2. Data we collect
We work business to business. Most of the personal data we hold relates to people who work at bike shops, cycle retailers, manufacturers and distributors.
- Business contact details: name, job title, the shop or company you work for, work email address, work phone number and trading address.
- Trade account details: shop name, trading and delivery addresses, VAT number, account terms agreed with principals, and the names of people authorised to order.
- Order details: products, quantities, prices, delivery address, town or city, postcode, order comments and order history, whether given to us through the order form on this website, by email, by phone or in person.
- Meetings and visits: dates and locations of shop visits and trade show meetings, who attended, samples left, and notes about range interest and pre-season plans.
- Correspondence: emails, messages and call notes exchanged with you.
- Commission records: orders attributed to us, invoiced values and commission due, which may include the name of the person who placed the order.
We do not ask for special category data, and we do not take card or bank details through this website. The order form on this site does not use cookies or tracking.
3. Purposes and legal bases
| Purpose | Legal basis |
|---|---|
| Taking trade orders and passing them to principals for fulfilment, and handling queries about those orders | Contract, where you order as a sole trader or partnership; otherwise legitimate interests in fulfilling orders placed by your business |
| Setting up and managing trade accounts and agreed terms | Contract or legitimate interests |
| Business correspondence, arranging visits, sending samples and range information to shops and brands we work with | Legitimate interests in running and developing our agency |
| Keeping notes of visits and meetings to plan ranges and pre-season orders | Legitimate interests |
| Sending occasional range or pre-season updates to contacts we have not previously dealt with, where consent is required | Consent |
| Calculating and reconciling commission, bookkeeping and tax records | Legal obligation and legitimate interests |
| Establishing, exercising or defending legal claims | Legitimate interests |
Where we rely on legitimate interests, we have considered that business contacts reasonably expect a trade agent to use their work details for ordinary trade correspondence, and that this has minimal impact on their privacy. You can object at any time (see section 9).
5. International transfers
Some principals and service providers are based outside the UK, for example in the European Economic Area. Where personal data is transferred outside the UK, we make sure it is protected by UK adequacy regulations, or by the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details of the safeguards used.
6. How long we keep data
| Data | Retention |
|---|---|
| Orders, commission records and related invoices | 6 years from the end of the financial year they relate to, to meet accounting and tax requirements and to settle commission |
| Trade account details | For as long as the account is active, then 6 years |
| Business contact details and correspondence | Up to 2 years after our last contact with you or your business, unless linked to orders kept longer |
| Visit and meeting notes | Up to 2 years after the visit or meeting |
| Consent records for updates | Until you withdraw consent, plus 2 years as a record |
When data is no longer needed, we delete it or anonymise it.
7. Security
We use access-controlled accounts with multi-factor authentication, encrypted devices and reputable service providers, and we limit access to people who need it to do their job. Order data entered on this website stays in your browser until you send it; it is not stored by the page after you leave. No method of transmission or storage is completely secure, but we review our measures regularly and will notify you and the ICO of a breach where the law requires.
9. Your rights
Under UK data protection law you have the right to:
- Access — ask for a copy of the personal data we hold about you.
- Rectification — ask us to correct inaccurate or incomplete data.
- Erasure — ask us to delete your data where we no longer have a reason to keep it.
- Restriction — ask us to limit how we use your data while a concern is looked into.
- Portability — receive data you gave us under contract or consent in a commonly used format, or have it sent to another organisation.
- Objection — object to processing based on legitimate interests, and to direct marketing at any time.
- Withdraw consent — where we rely on consent, withdraw it at any time.
To use any of these rights, email [email protected]. We will reply within one month, and there is normally no fee. We may ask you to confirm your identity first.
10. Withdrawing consent
If you agreed to receive range or pre-season updates, you can withdraw at any time by replying to any update, emailing [email protected] or calling +44 7723 418569. Withdrawing consent does not affect processing carried out before you withdrew, or processing we carry out on another legal basis, such as handling your orders.
11. Complaints
If you are unhappy with how we handle your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority, at ico.org.uk or on 0303 123 1113.
12. Age restriction
Our services are for businesses and their staff. This website is not intended for anyone under 18, and we do not knowingly collect data from children. If you believe a child has given us personal data, contact us and we will delete it.
13. Changes to this policy
We may update this policy when our services or the law change. The current version is always on this page, with the date it was last updated shown at the top. Where changes are significant, we will tell trade contacts by email.
Last updated: 2 October 2026.