1. Introduction

This Privacy Policy explains how Pepnex (“we”, “us”, “our”) collects, uses, stores, and protects personal data when you use our website or purchase products from us.

We are committed to protecting your privacy and handling personal data in accordance with:

  • The UK General Data Protection Regulation (UK GDPR)

  • The Data Protection Act 2018

By using our website, you agree to the collection and use of information as described in this policy.

2. Who We Are

Pepnex is the data controller responsible for your personal data.

Contact email: support@pepnex.com

3. Personal Data We Collect

We may collect and process the following categories of personal data:

a) Information you provide directly

  • Full name

  • Email address

  • Billing and shipping address

  • Payment details (processed securely by third-party payment providers)

  • Account login details

  • Communications sent to us (emails, contact forms, support requests)

b) Newsletter and marketing data

  • Email address provided when subscribing to research updates

  • Subscription preferences

  • Consent records (where applicable)

c) Automatically collected data

  • IP address

  • Browser type and version

  • Device information

  • Pages visited and interactions with the website

  • Cookies and similar technologies

4. How We Use Your Data

We use personal data for the following purposes:

  • To process and fulfil orders

  • To manage customer accounts

  • To communicate regarding orders, enquiries, or support requests

  • To send research updates and product availability information where you have subscribed

  • To improve website performance, security, and user experience

  • To comply with legal and regulatory obligations

We do not sell or rent your personal data to third parties.

5. Legal Bases for Processing (UK GDPR)

Under UK GDPR, we process personal data on the following legal bases:

  • Contractual necessity – to fulfil orders and provide services

  • Legitimate interests – to operate and improve our business, prevent fraud, and ensure security

  • Consent – for newsletter subscriptions and optional communications

  • Legal obligation – to comply with tax, accounting, and regulatory requirements

6. Marketing and Communications

If you subscribe to our mailing list, we may send you:

  • Research articles

  • Product availability updates

  • Technical or documentation-related information

You can unsubscribe at any time using the link provided in our emails or by contacting us.

We use Mailchimp as our email marketing service provider. Mailchimp processes personal data on our behalf in accordance with their privacy and security practices.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Enable core website functionality

  • Analyse website usage and performance

  • Improve user experience

You can manage or disable cookies through your browser settings. Disabling cookies may affect website functionality.

For more information, please refer to our Cookie Policy (if applicable).

8. Sharing of Personal Data

We may share personal data with trusted third parties where necessary, including:

  • Payment processors

  • Shipping and logistics providers

  • IT and hosting service providers

  • Email service providers (e.g. Mailchimp)

All third parties are required to handle personal data securely and in accordance with applicable data protection laws.

9. International Data Transfers

As we sell to customers in the UK, EU, and internationally, personal data may be transferred outside the UK.

Where such transfers occur, we ensure appropriate safeguards are in place, including:

  • Adequacy decisions

  • Standard contractual clauses

  • Equivalent legal protections

10. Data Retention

We retain personal data only for as long as necessary to:

  • Fulfil the purposes outlined in this policy

  • Meet legal, accounting, or regulatory requirements

When data is no longer required, it is securely deleted or anonymised.

11. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure of your data (where applicable)

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent at any time (where processing is based on consent)

To exercise your rights, please contact us at support@pepnex.com.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.

12. Data Security

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

However, no system is completely secure, and we cannot guarantee absolute security.

13. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be posted on this page, and the updated policy will apply from the date of publication.

15. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

Email: support@pepnex.com