PAWULTRA LEGAL
Privacy Policy
Last updated:
PawUltra respects your privacy and is committed to handling personal information responsibly and transparently.
This Privacy Policy explains how we collect, use, share and protect personal information when you:
- visit PawUltra
- apply for a trade account
- use a trade account
- contact us
- place an order
1. Who we are
PawUltra is a UK-based B2B wholesale platform operating under the trading name PawUltra Organisation.
Business address:
128 City Road, London EC1V 2NX
Privacy enquiries:
PawUltra Organisation is responsible for the handling of personal information described in this Privacy Policy.
2. Who this policy applies to
This policy applies to people who interact with PawUltra, including:
- trade account applicants
- business owners
- sole traders
- directors
- officers
- business representatives
- authorised users of trade accounts
- customers
- delivery contacts
- people who contact our support team
- visitors to our website
PawUltra is a trade service and is not intended for use by children.
3. Information we collect
Depending on how you use PawUltra, we may collect:
Account and contact information
This may include:
- name
- email address
- telephone number
- authentication information
- role within a business
- account preferences
Where authentication is provided through an appropriate authentication service, PawUltra does not need to store your plaintext password.
Business information
This may include:
- legal business name
- trading name
- company number
- company type and status
- registered office
- business or trading address
- business type
- sales channels
- website, marketplace or social business presence
- VAT status and VAT number where provided
- your relationship to the business
- information used to assess eligibility for a PawUltra trade account
Trade application information
Where necessary, we may process:
- application status
- verification results
- information you provide to demonstrate business activity
- internal review notes
- reasons for requesting further information
- records of approval, rejection or account review decisions
We aim to collect only information reasonably necessary to determine trade eligibility, protect the service and operate your account.
Order and transaction information
This may include:
- products ordered
- order values
- invoices
- VAT information
- payment status
- billing information
- delivery addresses
- delivery instructions
- order history
- refunds
- communications relating to an order
Payment card information may be processed directly by our payment provider rather than stored by PawUltra.
Communications
We may keep records of:
- emails
- support requests
- account communications
- other correspondence with PawUltra
Technical and usage information
When you use our website we may collect information such as:
- IP address
- browser information
- device information
- timestamps
- security logs
- pages or features used
- cookie or similar technology information
- information reasonably required to maintain security and diagnose problems
4. Information from Companies House and other public sources
When you apply for a trade account as an incorporated business, we may obtain information from Companies House to help confirm that the business exists and assess the application.
Depending on what is publicly available, this may include:
- company name
- company number
- company status
- company type
- incorporation information
- registered office
- SIC codes
- officers or directors
- other relevant public company information
Companies House is a publicly accessible source.
We may also use other publicly available business information where reasonably necessary to verify trading activity, for example:
- a business website
- online store
- marketplace profile
- public business listing
We use this information to:
- verify trade eligibility
- reduce fraud
- protect PawUltra
- reduce the amount of information applicants need to enter manually
5. Why we use personal information
We may use personal information for the following purposes.
Creating and managing trade accounts
This includes:
- receiving applications
- authenticating users
- maintaining account information
- providing account functionality
Our lawful basis may include taking steps at your request before entering into a contract and performing our contract with you or the business you represent.
Verifying businesses and preventing fraud
We may:
- verify company information
- assess trade eligibility
- detect suspicious activity
- protect PawUltra
- protect customers and operational partners
We may rely on our legitimate interests in:
- operating a genuine B2B service
- preventing fraud
- protecting our systems
- ensuring trade accounts are used appropriately
Where appropriate, we balance those interests against the rights and interests of the individuals concerned.
Processing and fulfilling orders
We use information to:
- accept payments
- process orders
- arrange fulfilment
- arrange delivery
- provide invoices
- handle problems
- handle refunds or returns
- communicate about orders
This processing may be necessary to perform our contract with you.
Meeting legal and regulatory obligations
We may process and retain information where required for:
- tax
- accounting
- fraud prevention
- legal claims
- product safety
- regulatory requirements
- other legal obligations
Operating, securing and improving PawUltra
We may use information to:
- monitor security
- diagnose technical problems
- improve usability
- understand how our service is used
- protect PawUltra systems
Marketing
Where permitted, we may send relevant PawUltra product, service or trade updates.
Where consent is legally required, we will ask for consent.
You can opt out of marketing communications at any time.
Service messages relating to:
- your account
- your application
- security
- orders
are not marketing messages.
6. Trade account verification and automated checks
PawUltra may use automated checks to help:
- verify company information
- identify inconsistencies
- prioritise applications for review
- identify potentially suspicious applications
For example, our systems may identify whether:
- a company can be found at Companies House
- its status is active
- submitted information matches public business information
- an application contains signals requiring additional review
These checks may assist decision-making.
Applications that require additional assessment may be referred for human review.
Applicants may also be asked to provide further information.
7. Sole traders
Sole traders may not have a Companies House record.
Where we cannot verify a sole trader through an incorporated-company register, we may use:
- information provided in the application
- publicly available business information
- reasonable evidence of business or trading activity
We do not intend to request more personal information than is reasonably necessary for trade-account verification.
Where additional evidence is requested, applicants should avoid providing unrelated or unnecessary personal information.
9. Fulfilment and delivery
Where you place an order, we may provide necessary information to fulfilment and delivery partners.
This may include:
- recipient name
- business name
- delivery address
- telephone number
- email address where required for delivery notifications
- order or parcel information
- delivery instructions
Partners should receive only information reasonably necessary to fulfil or deliver an order and deal with associated issues.
10. International transfers
Some technology or service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will use an appropriate lawful transfer mechanism where required.
This may include:
- UK adequacy regulations
- recognised contractual safeguards
- another mechanism permitted by UK data protection law
11. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including:
- legal requirements
- tax requirements
- accounting requirements
- fraud-prevention requirements
- dispute resolution
Retention may vary according to the type of information.
For example:
- trade account information may be retained while the account remains active and for an appropriate period afterwards
- transaction, invoice and accounting information may be retained for applicable tax and accounting periods
- unsuccessful or incomplete trade applications may be retained for a limited period where necessary for application administration, fraud prevention or dispute handling
- verification evidence should only be retained for as long as reasonably necessary
- marketing preferences may be retained while relevant, including a minimal suppression record where required to respect opt-outs
- security logs may be retained for an appropriate security and operational period
When information is no longer required, we will delete, anonymise or securely dispose of it where reasonably practicable.
12. Security
We use appropriate technical and organisational measures designed to protect personal information against:
- unauthorised access
- loss
- misuse
- alteration
- disclosure
Access to personal information should be limited to people and service providers that reasonably require it.
No internet-based service can guarantee absolute security.
PawUltra is designed with security and data minimisation in mind.
14. Your rights
Depending on the circumstances and applicable law, you may have rights including the right to:
- request access to your personal information
- ask us to correct inaccurate or incomplete information
- ask us to delete information in certain circumstances
- ask us to restrict processing in certain circumstances
- object to certain processing
- receive certain information in a portable format where applicable
- withdraw consent where processing is based on consent
These rights are not absolute and may not apply in every situation.
Your right to object
Where we rely on legitimate interests, you may have the right to object to that processing.
We will consider your objection and stop the processing unless there is an appropriate lawful reason to continue.
You may object to direct marketing at any time.
To make a privacy request, contact:
We may need to verify your identity before acting on a request.
15. Complaints
If you have concerns about how PawUltra uses personal information, please contact us first so we can investigate.
You may also have the right to complain to the Information Commissioner's Office (ICO).
16. Providing information to us
Some information is necessary for us to:
- create an account
- verify trade eligibility
- enter into a contract
- fulfil an order
If required information is not provided, we may be unable to:
- approve a trade application
- create or maintain an account
- process an order
- provide the requested service
Other information should be clearly marked optional where appropriate.
17. Changes to this Privacy Policy
We may update this Privacy Policy when:
- PawUltra services change
- technology changes
- legal obligations change
The latest version will be published on PawUltra with an updated revision date.
Where a material change significantly affects how we use existing personal information, we will take reasonable steps to bring it to the attention of affected users.
18. Contact us
For privacy questions or requests:
PawUltra Organisation
128 City Road
London
EC1V 2NX
United Kingdom
Email: