Privacy Policy

Introduction

Welcome to the D W Toppin Limited privacy notice.

D W Toppin Limited respects your privacy and is committed to protecting your personal data. This privacy notice tells you how we look after your personal data when you visit our website, get in touch with us, or are or become a customer of ours, and tells you about your privacy rights and how the law protects you. Please also use the Glossary at the end to understand the meaning of some of the terms used.

1. Important information and who we are

Purpose of this privacy notice

This privacy notice explains how D W Toppin Limited collects and processes your personal data, including any data you provide when you use this website (for example by sending an enquiry, parts or service request), visit our premises to make a purchase, browse or attend an open day, telephone or email us, visit us at agricultural or other shows, are visited or contacted by one of our staff, purchase a product or service, apply for a job with us, take part in a competition or respond to a leaflet from us.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy notice supplements those other notices and is not intended to override them.

Controller

D W Toppin Limited is the controller and responsible for your personal data (collectively referred to as "the Company", "we", "us" or "our" in this privacy notice).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about it, including any requests to exercise your legal rights, please contact the data privacy manager using the details below.

Contact details

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (ico.org.uk, telephone 0303 123 1113). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact our data privacy manager in the first instance.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on 31 October 2026. Earlier versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications, such as manufacturers' websites, our social media pages and Google Maps. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as follows:

• Identity Data includes first name, last name, title and business name.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us or have expressed an interest in.
• Enquiry Data includes the information you give us when you contact us, such as the machine make, model and serial number, the parts or work you need, any photos you upload and your message.
• Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
• Usage Data includes information about how you use our website, products and services.
• Profile Data includes purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
• Recruitment Data includes your CV, work history, qualifications and references if you apply for a job with us.

We also collect, use and share Aggregated Data such as statistical or demographic data. Aggregated Data may be derived from your personal data but is not considered personal data in law as it does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. If we combine Aggregated Data with your personal data so that it can identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

3. How is your personal data collected?

We use different methods to collect data from and about you, including through:

• Direct interactions. You may give us your Identity, Contact, Financial and Enquiry Data by filling in forms on our website, in person, or by corresponding with us by post, phone, email, social media or otherwise. This includes personal data you provide when you send an enquiry, parts or service request through our website; apply for or purchase our products or services; request marketing to be sent to you; enter a competition, promotion or survey; apply for a job with us; or give us feedback.
• Automated technologies or interactions. As you interact with our website, we may collect Technical and Usage Data about your equipment, browsing actions and patterns. We do this using cookies and similar technologies. Cookies that are not strictly necessary are only used if you agree to them. Please see our Cookie Policy for further details.
• Third parties or publicly available sources. We may receive personal data about you from: our card payment provider (Contact, Financial and Transaction Data); finance providers, where you ask us to arrange finance; manufacturers of the products we sell and service (Identity and Contact Data); and publicly available sources such as Companies House (Identity and Contact Data).

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal obligation.
• Where you have given us your consent, for example to non-essential cookies or to receiving marketing by email or text message. You can withdraw your consent at any time.

Purposes for which we will use your personal data

We have set out below a description of the ways we plan to use your personal data and the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. We may process your personal data for more than one lawful ground depending on the specific purpose; please contact our data privacy manager if you need details.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing.

We may use your Identity, Contact and Profile Data to form a view on what products, services and offers may be relevant for you. We will only send you marketing by email or text message if you have asked us to, or if you have bought goods or services from us and did not opt out; every message will give you a simple way to opt out. Sending an enquiry through our website does not add you to a mailing list.

Third-party marketing

We do not share your personal data with any company outside D W Toppin Limited for their own direct marketing purposes.

Opting out

You can ask us to stop sending you marketing messages at any time by using the opt-out link in any message or by contacting our data privacy manager. Opting out of marketing will not apply to personal data provided to us as a result of a product or service purchase, warranty registration, product recall, manufacturer issue or other transactions.

Cookies

You can set your browser to refuse all or some cookies, and you can change your choices on our website at any time. For more information, please see our Cookie Policy.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If you would like an explanation of how the processing for the new purpose is compatible with the original purpose, please contact our data privacy manager. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table in section 4:

• External Third Parties as set out in the Glossary.
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. If a change happens to our business, the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes, and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

We aim to keep your personal data within the UK. Some of the service providers we use to run our business and this website may process data outside the UK. Whenever your personal data is transferred out of the UK, we make sure a similar degree of protection is given to it, by only transferring it to countries the UK has confirmed provide an adequate level of protection, or by using contracts approved for use in the UK which give personal data the same protection it has in the UK.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Information sent through the forms on this website is sent over an encrypted connection. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and the ICO of a breach where we are legally required to do so.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. To decide the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it and whether we can achieve those purposes through other means, and the applicable legal requirements.

• By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers.
• Enquiries that do not lead to a sale or job are kept for up to two years, so we can follow up and see what you asked about if you contact us again.
• Job applications from unsuccessful candidates are kept for six months.
• Website analytics data is kept for 14 months.

In some circumstances you can ask us to delete your data: see section 9 below. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. Your legal rights

Under data protection law you have rights in relation to your personal data. You have the right to:

• Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. We may not always be able to comply with your request for specific legal reasons, which will be notified to you at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object. You also have the absolute right to object where we are processing your personal data for direct marketing purposes.
• Request restriction of processing of your personal data, for example while we establish the data's accuracy, where our use of the data is unlawful but you do not want us to erase it, where you need us to hold the data to establish, exercise or defend legal claims, or where you have objected and we are verifying whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party, in a structured, commonly used, machine-readable format. This applies to automated information which you provided on the basis of consent or where we used it to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of these rights, please contact our data privacy manager.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee, or refuse to comply, if your request is clearly unfounded, repetitive or excessive.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. Glossary

Lawful basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and products and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests by contacting our data privacy manager.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

Consent means a freely given, specific, informed and clear indication of your wishes, such as accepting analytics cookies or asking to receive our offers by email. You can withdraw it at any time.

External Third Parties

• Service providers who provide IT, website, email and system administration services to us, our card payment provider, and finance providers if you wish to obtain finance.
• Google, which provides the website analytics we use (only if you accept analytics cookies) and the maps shown on our website.
• Professional advisers including lawyers, bankers, accountants, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.
• Manufacturers of products, for warranty, product recall and manufacturing matters.