PRIVACY POLICY

Trio Mart Ltd

Last Updated: 25th December 2025

Trio Mart Ltd is committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Looking after the personal information you share with us is very important, and we want you to be confident that your personal data is kept safely and securely and to understand how we use it to offer you better products and services.

We have published this notice to help you understand:

  • How and why Trio Mart collects information from you
  • How we work with Community Basket sellers and what information they receive
  • With whom we share your information, why and on what basis
  • What your rights are

If we make changes to this notice we will notify you by updating it on our website. Trio Mart Ltd is the ‘Data Controller’ of the personal data you provide to us. This means Trio Mart Ltd determines the purposes and way in which your personal data is processed.

If you need to contact us please write to:

Data Protection Officer

Trio Mart Ltd

[Insert full UK registered address]

Email: privacy@triomart.com

Phone: 0800 123 4567

Subject: Security and Privacy Enquiry

This privacy notice was last updated on 25th December 2025.

1. WHAT INFORMATION WE COLLECT AND WHY

When you buy products from us, you enter into a contract with us. To fulfill this contract and provide you with our services, we need to collect some personal information.

1.1 Customer Information You Provide

When you set up a Trio Mart account or place an order, we collect:

  • Full name
  • Delivery address (and billing address if different)
  • Previous addresses (for identity verification purposes)
  • Date of birth (for age verification, particularly for age-restricted products)
  • Contact telephone number (mobile and/or landline)
  • Email address
  • Payment information (processed securely by third-party payment providers – we do not store full card details)
  • Order history and purchase preferences

1.2 Information We Collect Automatically

To provide website personalization and improve your shopping experience, we automatically gather:

  • IP address
  • Browser type and version
  • Device information (type, operating system)
  • Pages visited and time spent on our site
  • Products viewed and purchased
  • Referral source (how you found our website)

For more information on cookies and tracking, please see our Cookie Notice at the end of this document.

1.3 Community Basket Seller Information

When local producers, farmers, and artisans register to sell through our Community Basket marketplace, we collect:

  • Full name (individual or business representative)
  • Business name (if applicable)
  • Business location/address
  • Contact telephone number
  • Email address
  • Relevant certificates (food safety, business registration, quality certifications)
  • Product listings and descriptions

Important: We do NOT collect bank account details from Community Basket sellers. Payment arrangements are handled separately through secure banking processes.

2. HOW WE USE YOUR INFORMATION

Data Protection law says we can only use and share your personal data when we have a proper legal reason. The law recognizes the following legal bases:

  • Contract – Processing necessary to fulfill our contract with you (e.g., to process and deliver your order)
  • Legitimate Interests – Our interests in managing our business to provide you with the best products and service
  • Consent – Where you have given explicit permission for specific purposes (e.g., marketing emails)
  • Legal Obligation – Where law requires us to process or share information (e.g., for tax or law enforcement)

Here is how we use your personal information and the legal basis for doing so:

Why We Use Your InformationLegal Basis
Set up and manage your Trio Mart customer accountLegitimate Interest / Contract
Process your orders and arrange deliveryContract
Process payments securelyContract
Share delivery information with Community Basket sellersContract
Coordinate returns and refunds for Community Basket productsContract / Legitimate Interest
Notify you about order status and delivery updatesLegitimate Interest
Provide customer service and handle complaintsLegitimate Interest / Legal Obligation
Verify and approve Community Basket seller applicationsLegitimate Interest / Legal Obligation
Send marketing communications (special offers, new products)Consent / Legitimate Interest
Improve our website and service enhancementsLegitimate Interest
Customer satisfaction surveys and market researchLegitimate Interest
Maintain network and data securityLegitimate Interest
Prevent fraud and ensure payment securityLegal Obligation / Legitimate Interest
Logistics planning and demand forecastingLegitimate Interest

3. COMMUNITY BASKET – HOW IT WORKS

Community Basket is our dedicated marketplace that connects you directly with local farmers, artisan producers, and small-scale growers across the UK.

3.1 How You’ll Know It’s a Community Basket Product

Community Basket products are clearly identified on our website with:

  • The seller’s business name displayed on the product page
  • A unique seller ID number (e.g., CB12345)
  • A label indicating “Sold by [Seller Name]” in the product description
  • Community Basket products may appear in a dedicated section OR mixed with Trio Mart products but always clearly labeled

3.2 The Payment and Delivery Process

When you order a Community Basket product:

  • 1. You pay Trio Mart (not the seller directly)
  • 2. Trio Mart shares your delivery details (name, delivery address, contact number, order details) with the seller
  • 3. The seller arranges delivery directly to you
  • 4. Trio Mart pays the seller after successful delivery

3.3 What Information Sellers Receive

Important: We only share information necessary for delivery purposes. Community Basket sellers receive:

  • Your name
  • Your delivery address
  • Your contact telephone number (for delivery coordination)
  • Order details (what you ordered, quantity, special instructions)

Sellers do NOT receive:

  • Your payment card details
  • Your date of birth
  • Your email address (unless needed for delivery coordination)
  • Your order history with Trio Mart

3.4 Returns and Refunds

While sellers are responsible for handling returns and refunds for Community Basket products:

  • Trio Mart coordinates the process to ensure you receive proper service
  • You should contact Trio Mart customer service first (support@triomart.com or 0800 123 4567)
  • We will communicate with the seller on your behalf
  • We ensure you receive your refund through Trio Mart
  • Your customer data may be shared with the seller to facilitate the return process

3.5 Data Controller Status

Trio Mart remains the primary data controller for your personal information. While we share necessary delivery data with sellers, we:

  • Control what information is shared
  • Ensure sellers have appropriate data protection measures in place
  • Monitor seller compliance with data protection requirements
  • Handle all customer data protection rights requests

4. WITH WHOM WE SHARE YOUR INFORMATION

Trio Mart works with trusted partners to deliver high-quality products and services. We only share information when necessary and ensure all partners maintain appropriate security standards.

4.1 Community Basket Sellers

As explained in Section 3, we share delivery information with registered Community Basket sellers only for order fulfillment and delivery purposes.

All sellers are required to:

  • Use your data only for delivery and order fulfillment
  • Keep your information secure
  • Not use your data for marketing without your separate consent
  • Delete your data after order completion (unless needed for legal requirements)

4.2 Delivery Partners (for Trio Mart Direct Products)

For products sold directly by Trio Mart, we share limited delivery information (name, address, contact number) with courier companies.

4.3 Payment Processing Providers

We work with trusted third-party payment processors to handle all transactions securely. We do not store your full payment card details.

4.4 IT and Website Service Providers

We work with companies that support our website, e-commerce platform, hosting, and business systems.

4.5 Analytics and Advertising Partners

We use services like Google Analytics to understand website usage and improve your experience. See our Cookie Notice for details.

4.6 Legal and Regulatory Authorities

We may share information when required by law with:

  • Law enforcement agencies
  • HM Revenue & Customs (for tax purposes)
  • Trading Standards
  • Courts and regulatory bodies

We do NOT sell your personal information to third parties for their marketing purposes.

5. DATA STORAGE AND SECURITY

All customer data is stored securely within the United Kingdom. Community Basket operates exclusively within the UK, so all seller data is also stored in the UK.

We implement appropriate technical and organizational measures including:

  • Encryption of data in transit and at rest
  • Secure password storage
  • Regular security testing and vulnerability assessments
  • Access controls and authentication
  • Staff training on data protection
  • Regular backups and disaster recovery procedures

6. YOUR RIGHTS

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of Access – Request a copy of your personal information and details about how we process it
  • Right to Rectification – Have inaccurate or incomplete personal information corrected
  • Right to Erasure (Right to be Forgotten) – Request deletion of your personal information in certain circumstances
  • Right to Restriction of Processing – Limit how we process your personal information
  • Right to Data Portability – Receive your data in a structured, machine-readable format
  • Right to Object – Object to processing, particularly for marketing purposes
  • Rights Regarding Automated Decision-Making – Rights relating to automated decisions and profiling

To exercise your rights, contact us at privacy@triomart.com or call 0800 123 4567

You can also lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

Phone: 0303 123 1113

7. MARKETING COMMUNICATIONS

We’d like to keep you updated about new products, special offers, promotions, and improvements to our services.

When you create your account, we’ll ask if you want to receive marketing communications. You can change your preferences anytime.

7.1 How to Opt-Out

You can stop receiving marketing emails by:

  • Clicking ‘unsubscribe’ in any marketing email
  • Updating preferences in your account settings
  • Emailing privacy@triomart.com
  • Calling 0800 123 4567

Important: Even if you opt out of marketing, we’ll still send essential service emails (order confirmations, delivery updates, account notifications) as these are necessary to fulfill our contract with you.

8. HOW LONG WE KEEP YOUR INFORMATION

We retain personal information only as long as necessary for the purposes outlined in this policy and to comply with legal obligations.

Generally, we retain:

  • Customer account and transactional data: 7 years after your last transaction (for legal and accounting requirements)
  • Marketing preferences: Until you withdraw consent
  • Community Basket seller data: 7 years after last activity (for compliance and financial records)
  • Customer service records: 6 years after last contact

Exceptions apply where law requires longer retention or where you exercise your right to erasure.

— END OF PRIVACY POLICY —

© 2025 Trio Mart Ltd. All rights reserved.

Company Number: [Insert Companies House number]

Registered Address: [Insert full UK registered address]