Customer Privacy Notice

Base Materials fully support the requirements of the Data Protection Act and is committed to the protection of personal data belonging to our customers, suppliers and colleagues. We have both an internal Data Protection policy and various privacy policies which reflect the requirements of the Data Protection Act.

How we use your information

This privacy notice tells you how we will collect and use your personal data for:

  • Carrying out analysis and market research
  • Improving our websites, products and services
  • For direct marketing to you if you have elected to receive marketing communications

Will you share my personal data with anyone else?

We will not share your details with anybody else unless we have your explicit permission.

How can I request the personal data you hold about me?

At your request we can confirm any information we hold about you and how it is processed. You will need to provide identification for us to identify you. You can request your information by emailing:

What is your legal justification for holding my data?

Under data protection law we have a number of lawful reasons that we can use or process your personal information. One of the lawful basis is called ‘legitimate interests’. We have determined that we have a legitimate reason and we are not harming any of your rights or interests.

How will you use the personal data?

We will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. We will not share your data unless we have your express permission to do so.

How long will you keep my data?

Base Materials will keep your personal data for no longer than reasonably necessary. Personal data is retained for this period to assist us to respond to customer queries or if any dispute arises. We have a retention schedule for the personal information held.

Personal details of staff, including pension scheme information Six years after staff member leaves the company
Customer contracts Six years after the contract end date
Complaints 20 years
Customer information 20 years
Criminal conviction data Six years after the staff member leaves the company
Board and committee meeting minutes 10 years
Property books/information 10 years
Incidents (serious) 10 years
Incidents (not serious) Two years
If the incident relates to a reportable incident under the organisations policy and relates to an accident report, the information Three years from incident date
If incident relats to a legal matter Indefinitely
Policies, strategies, operating procedures Life of organisation
News releases and communications Five years
Website information Five years


When someone visits our website, we track and use a third party service Google Analytics to collect internet log information, including IP addresses to analyse how people use the site, for example details of visitor behaviour patterns such as the number of visitors to the various parts of the site. You may prefer to disable cookies on the Base Materials website. The effective way to do this is to disable cookies in your browser settings.


We may use your personal data for marketing and promotional purposes including sending you updates on latest news, offers and promotions in connection with our products of services.

We will always provide you with an option to unsubscribe or opt out of communication with us. Should you wish for your information to be removed please contact the data protection office at the following address:

Data Protection Officer
Base Materials
Unit 18 -20
Ashville Way