Privacy Policy

Privacy Policy

Datascan Retail Systems Ltd understand that privacy is extremely important to you and you care how your personal data is used and shared. We understand and respect everyone’s privacy who is visiting our site, and will only collect and use your data in the ways that are described below.

Your acceptancy of our website privacy policy is deemed to occur upon use of our site, but if you do not agree with anything in the privacy policy, please stop using this site immediately. As is your right, You can email if you would like to know what data we have of yours, or would like to be forgotten.

Information about Datascan Retail Systems Ltd

Datascan Retail Systems Ltd (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Datascan Retail Systems registered office is at Unit 14 The Courtyard, Gorsey Lane, Coleshill, North Warwickshire, B46 1JA; we are a company registered in England and Wales under company number 4893761. We are registered on the Information Commissioner’s Office Register; registration number ZA363084 and act as the data controller when processing your data. Our designated Data Protection Officer/Appointed Person is Steve Wilkinson, who can be contacted at

Information We Collect

Datascan Retail Systems Ltd processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we may collect from you is:

  • Name
  • Business Email
  • Mobile Telephone Number
  • Business Address
  • Windows / OS Password(s) (for our clients)
  • Retail Pro Passwords (for our clients)
  • Third-Party Software Passwords (for our clients)

We collect information in the below ways:

  • By Phone
  • By Email
  • By Post
  • In Person
  • Third-Party Referrals (with consent taken from said parties)

How We Use Your Personal Data

Datascan Retail Systems Ltd takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified described in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.

The purposes and reasons for processing your personal data are detailed below:

  • We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address(s)
  • We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
  • We have a legal obligation to share your personal data with Experian Ltd who are a credit reference agency and provide us with financial background checks prior to you commencing business with us
  • We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information that Datascan Retail Systems Ltd processes about you and to request information about:

  • What personal data we hold about you;
  • The purposes of the processing;
  • The categories of personal data concerned;
  • The recipients to whom the personal data has/will be disclosed;
  • How long we intend to store your personal data for;
  • If we did not collect the data directly from you, information about the source.

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing & Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Datascan Retail Systems Ltd uses Hamiltons Group Ltd to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Hamiltons Group Ltd: We use Hamiltons Group Ltd to do our bookkeeping and tax returns, they act in the capacity of a processor on our behalf. The information we provide them with is your Company Name, Address, Order Details and Telephone Number.

For more information about Hamiltons Group Ltd, please read their privacy notice at:

Safeguarding Measures

Datascan Retail Systems Ltd takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –

We use the legitimate interests’ legal basis for processing Personal and Company information and have identified that our interests are for the purposes of communications and supplying services.

  • SSL Encryption of email communications
  • Restricted, password locked, access to personal information
  • Firewalls
  • Anti-Virus/Malware

Transfers Outside the EU

Datascan Retail Systems Ltd may transfer personal data outside of the EU for the below purposes: –

  • Retail Pro EULA: Retail Pro
  • Marking Database: MailChimp

When we transfer personal information for the above reasons, we utilise the below safeguarding measures and mechanisms to ensure that your personal data is always safe and secure: –

  • SSL Encrypted Emails
  • Password Protected, SSL encrypted, Web Portals

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to Datascan Retail Systems Ltd, however, as this information is required for us to provide you with our services/deliver your products/legitimate interests, we will not be able to offer some/all our services without it.

Legitimate Interests

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the legitimate interests’ legal basis for processing Personal and Company information and have identified that our interests are for the purposes of communications and supplying services.

How Long We Keep Your Data

Datascan Retail Systems Ltd only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.


Occasionally, Datascan Retail Systems Ltd would like to contact you with the products/services/promotions that we provide. If you consent to us using your contact details for this purpose, you have the right to modify or withdraw your consent at any time by using the opt-out/unsubscribe options or by contacting Datascan Retail Systems Ltd directly.

Datascan Retail Systems Ltd will occasionally send you products/services/promotions by email/SMS/post that have been identified as being beneficial to our customers and in our interests. Such information will be relevant to you as a customer and is non-intrusive and you will always have the option to opt-out/unsubscribe from those emails.

To sign up for marketing emails, please follow the link below


Lodging a Complaint

Datascan Retail Systems Ltd only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Datascan Retail Systems Ltd  Sheila Allington  14 The Courtyard, Gorsey Lane, Coleshill, B46 1JA  01675430026

Information Commissioner’s Office  Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF  03031231113

Changes to our Privacy Policy

We reserve the right to change this Privacy Policy from time to time. Any changes will be immediately posted on this site and page without further notice, unless required by law. Your continued use of this site is deemed as acceptance of the terms for the policy change on your first use after the changes have been made. We recommend you check this page regularly to keep up to date on any changes.