Privacy Policy

Last updated: 23 September 2026

GlowSource respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation, submit trade pricing information, apply for a distributor account or otherwise communicate with us.

GlowSource is currently operated as an unincorporated business. This Privacy Policy will be updated if the business structure or legal entity changes.

1. Information We Collect

Depending on how you interact with GlowSource, we may collect:

  • Your name and contact details.
  • Your company name and business details.
  • Your email address and telephone number.
  • Your business address and delivery or correspondence details.
  • Information you provide when requesting quotations or product information.
  • Information submitted through our Trade Price enquiry form.
  • Information submitted when applying for a GlowSource Distributor Account.
  • Current supplier or competitor pricing information that you choose to provide.
  • Artwork, quotation documents, spreadsheets, images and other files you voluntarily upload to us.
  • Information contained in correspondence, enquiries and customer-support communications.
  • Information provided through live chat, where this service is available.
  • Technical information such as IP address, browser type, device information and website usage information where collected by our hosting, security, analytics or other website services.
  • Information collected through cookies and similar technologies, where applicable.

2. How We Use Your Information

We may use personal information to:

  • Respond to enquiries and requests for information.
  • Prepare and provide product quotations.
  • Review and respond to Trade Price submissions.
  • Process Distributor Account applications.
  • Communicate with you about products, sourcing requirements and enquiries.
  • Arrange product sourcing, quotations and related business services.
  • Review artwork, specifications and documents supplied by you.
  • Maintain records of enquiries and business communications.
  • Operate, maintain and secure our website and online services.
  • Detect, prevent and investigate fraud, abuse, security incidents or other misuse.
  • Meet applicable legal, regulatory and accounting requirements.
  • Improve our website, services and customer experience.

3. Our Lawful Basis

Where applicable, we process personal information using one or more of the lawful bases available under applicable data protection law, including:

  • Contract or steps before entering into a contract – where processing is necessary to provide a quotation, respond to a business request or take steps requested by you.
  • Legitimate interests – where processing is necessary for operating and developing our business, communicating with business contacts, maintaining records, preventing misuse and protecting our systems.
  • Consent – where we ask for your consent for a particular use of your information.
  • Legal obligation – where we are required to retain or disclose information to comply with applicable law.

Where we rely on consent, you may withdraw that consent at any time by contacting us.

4. Trade Price and Distributor Applications

If you submit information through our Trade Price or Distributor Account forms, we use the information provided to review your enquiry, assess your requirements, communicate with you and provide the requested service.

Information submitted through these forms may include business contact details, company information, pricing information and supporting documents.

5. Uploaded Files

Where our website allows you to upload quotations, artwork or supporting documents, uploaded files are stored securely and are accessible only for the purposes for which they were submitted.

Temporary uploaded files may be automatically removed after the applicable retention period. Our current temporary file retention period is generally up to 7 days, unless a longer period is reasonably required for the relevant business enquiry or relationship.

You should not upload documents containing unnecessary sensitive personal information.

6. Who We Share Information With

We do not sell your personal information.

We may share information where necessary with trusted service providers that help us operate GlowSource, including providers of:

  • Website hosting and infrastructure.
  • Email delivery and business email services.
  • Website security and performance services.
  • Online forms and file-storage functionality.
  • Live-chat services, where enabled.
  • Website analytics or similar services, where enabled.
  • Professional, legal, accounting or regulatory services where reasonably required.

We only share information where there is a legitimate reason to do so and, where required, appropriate contractual and data-protection safeguards are used.

7. International Transfers

Some service providers used to operate websites, email, security, hosting or other online services may process information outside the United Kingdom or European Economic Area.

Where applicable, we will take reasonable steps to ensure that appropriate safeguards are in place for international transfers of personal information.

8. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide services, maintain appropriate business records, resolve enquiries and comply with legal obligations.

Retention periods may vary depending on the type of information. Temporary uploaded files may be retained for up to 7 days, while relevant business correspondence and enquiry records may be retained for longer where reasonably necessary.

When information is no longer required, we will take reasonable steps to securely delete or anonymise it.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies that are necessary for the operation, security and functionality of the website.

Depending on the services enabled on the website, additional cookies may be used for analytics, performance, preferences, live chat or other functionality.

Where applicable, non-essential cookies will be used in accordance with applicable consent requirements.

10. Data Security

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

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

11. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have rights including:

  • The right to request access to personal information we hold about you.
  • The right to request correction of inaccurate or incomplete information.
  • The right to request deletion of your personal information in certain circumstances.
  • The right to request restriction of processing in certain circumstances.
  • The right to object to certain processing.
  • The right to data portability where applicable.
  • The right to withdraw consent where processing is based on consent.

To exercise a data protection right, please contact us using the details below. We may need to verify your identity before responding to certain requests.

12. Contact Us

If you have a question about this Privacy Policy, want to exercise a data protection right or have a concern about how your information is being used, please contact:

GlowSource
Email: brendan@glowsource.co.uk

13. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so that we have an opportunity to address your concern.

You may also have the right to complain to the Information Commissioner’s Office (ICO), depending on the applicable data-protection legislation and your circumstances.

Further information is available from the Information Commissioner’s Office.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, website, legal requirements or how we process personal information.

The latest version will be published on this page with the relevant update date.