Privacy Policy

1. Introduction and data controller

This Privacy Policy describes how Pro-Motion Beds Ltd ('Pro-Motion Beds', 'we', 'us', 'our') collects, uses, discloses, and protects personal data when you visit promtnbeds.com, create an order request, communicate with us, or subscribe to updates.

Customers and carers may share access needs for home surveys; we restrict that information to installation coordinators.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR) where applicable.

Pro-Motion Beds Ltd is a company registered in England and Wales (company number 15698903). Registered office: 122 St. Georges Road, Bristol, England, BS1 5UJ. For privacy enquiries contact [email protected] or call +443333 394412.

2. Scope of this policy

This policy applies to personal data processed in connection with our online shop selling adjustable profiling beds and sleep systems to customers in the United Kingdom.

It covers data collected through our website, email, telephone, and any future customer portals we operate.

It does not apply to third-party websites linked from our pages; those sites have their own privacy notices.

If you apply for a trade or business account, additional commercial terms may apply and will be confirmed in writing.

3. Personal data we collect

We collect personal data that is adequate, relevant, and limited to what is necessary for the purposes set out below. Depending on how you interact with us, this may include:

• Identity and contact data — title, first and last name, billing address, delivery address, email address, and telephone number.
• Order and transaction data — products ordered, configuration choices relevant to adjustable beds, order references, delivery notes, and payment status (we do not store full payment card numbers).
• Account and communication data — messages you send via contact forms, email, or phone, including attachments such as photographs you choose to provide.
• Marketing and preferences data — your email address, subscription status, and marketing consent records where you opt in.
• Technical data — IP address, browser type and version, time zone, device identifiers, operating system, referral source, page views, and interaction data collected through cookies and similar technologies (see our Cookie Policy).
• Complaint and warranty data — details of product issues, repair visits, and outcomes where you raise a support case.

4. How we collect personal data

We collect data directly from you when you browse our website, submit an order request, complete checkout fields, contact customer service, or subscribe to marketing.

We collect data automatically through cookies, server logs, and analytics tools when you use our site.

We may receive limited data from payment service providers (for example, confirmation that a payment succeeded) and delivery partners (proof of delivery scans).

We do not purchase personal data lists from data brokers for consumer marketing.

5. Purposes and lawful bases for processing

We process personal data only where we have a lawful basis under UK GDPR. The main purposes and bases are:

• To perform our contract with you — processing orders, confirming availability, arranging home survey, delivery, and engineer installation as one coordinated service, providing invoices, and handling returns (lawful basis: contract).
• To comply with legal obligations — tax, accounting, product safety, and responding to lawful requests from authorities (lawful basis: legal obligation).
• For legitimate interests — fraud prevention, website security, improving product descriptions, and defending legal claims, balanced against your rights (lawful basis: legitimate interests).
• With your consent — sending promotional emails or newsletters where required; you may withdraw consent at any time (lawful basis: consent).
• For vital interests — only in rare emergency situations involving health or safety (lawful basis: vital interests).

6. Marketing communications

We will only send marketing emails about adjustable beds, offers, and guides if you have opted in or if soft opt-in rules apply to a similar prior purchase and you were given a clear opt-out at collection.

Every marketing email includes an unsubscribe link. You may also email us to opt out at any time.

We do not share your email address with unrelated third parties for their marketing.

Transactional messages — order confirmations, delivery updates, and policy changes — are not marketing and may be sent without separate consent where necessary to fulfil your order.

7. Cookies and similar technologies

Our website uses cookies and local storage to operate the basket, remember consent choices, and understand how visitors use pages.

Some cookies are strictly necessary; others require your consent. Full details, including how to manage preferences, are in our Cookie Policy.

You can change cookie settings through our consent banner or your browser controls; blocking necessary cookies may prevent checkout from working correctly.

8. Sharing personal data

We share personal data only where needed to run our business and deliver your order. Categories of recipients include:

• Payment processors that handle card transactions securely on our behalf.
• Delivery and logistics partners that need your name, address, and phone number to complete carriage.
• IT hosting, email, and backup providers that store data under contract and security obligations.
• Professional advisers (lawyers, accountants, insurers) where required for compliance or claims.
• Regulators, courts, or law enforcement when we are legally required to disclose information.

• We require processors to protect your data and use it only for specified purposes. We do not sell personal data.

9. International transfers

We aim to store and process personal data within the United Kingdom and European Economic Area.

Where a service provider processes data outside the UK, we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements, adequacy regulations, or Standard Contractual Clauses approved for UK transfers.

You may request further information about safeguards by contacting us at the email address above.

10. Data retention

We keep personal data only for as long as necessary for the purposes collected, including legal, accounting, and reporting requirements.

Indicative retention periods (which may be extended if litigation or investigations require):

• Order and invoice records — typically seven years from the end of the financial year in which the transaction completes.
• Customer service correspondence — up to three years after the case closes, unless related to an ongoing warranty.
• Marketing consent logs — until you unsubscribe plus a short suppression period to honour your choice.
• Website logs and analytics — typically twelve to twenty-six months depending on the tool configuration.
• CCTV or photos you send for damage claims — until the claim is resolved plus up to one year for audit.

11. Security measures

We implement appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, or disclosure.

Measures include HTTPS encryption on our website, access controls for staff systems, password policies, and contractual security requirements for suppliers.

No method of transmission over the internet is completely secure; we encourage you to use strong passwords on any account you create and to contact us promptly if you suspect unauthorised access.

If we become aware of a personal data breach likely to affect your rights, we will notify you and the ICO where required by law.

12. Your rights under UK GDPR

Subject to certain exemptions, you have the following rights in relation to your personal data:

• Right of access — to obtain confirmation of processing and a copy of your data.
• Right to rectification — to correct inaccurate or incomplete data.
• Right to erasure — to request deletion in certain circumstances.
• Right to restrict processing — to limit how we use your data in specific cases.
• Right to data portability — to receive structured, commonly used data where processing is based on consent or contract and carried out by automated means.
• Right to object — to object to processing based on legitimate interests or for direct marketing.
• Rights related to automated decision-making — we do not make solely automated decisions with legal or similarly significant effects on consumers.

• To exercise any right, email [email protected] with enough detail for us to identify you and your request. We respond within one month, which may be extended by two further months for complex requests as permitted by law.
• We may need to verify your identity before disclosing data. There is no fee in most cases; we may charge a reasonable fee or refuse manifestly unfounded requests where the law allows.

13. Children

Our website is intended for adults purchasing adjustable beds for household or business use. We do not knowingly collect personal data from children under 16 without parental consent.

If you believe a child has provided us with personal data, please contact us and we will delete it where appropriate.

14. Third-party links

Our site may link to manufacturers, inspiration galleries, or social platforms. Those third parties are not controlled by Pro-Motion Beds and may collect data under their own policies.

We encourage you to read their privacy notices before submitting personal data to them.

15. Changes to this Privacy Policy

We may update this policy to reflect changes in law, technology, or our services. The 'Last updated' date at the top shows when the current version took effect.

For material changes affecting how we use your data, we will post a clear notice on the website or email registered customers where appropriate.

Previous versions may be available on request.

16. Complaints and contact

If you have questions about this policy or how we handle your data, contact Pro-Motion Beds Ltd at [email protected] or write to 122 St. Georges Road, Bristol, England, BS1 5UJ.

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk. We welcome the opportunity to resolve concerns directly first.