Privacy Policy & Legal Terms

Commitment to Privacy & Transparent Governance

At FLEX SHOP LTD (trading as FlexShopLtd.com), we operate with complete regulatory adherence to United Kingdom commercial and data protection laws. We maintain absolute confidentiality regarding our clients' product catalogs, supplier data, pricing margins, and account credentials.

1. Introduction & Data Controller

Welcome to FLEX SHOP LTD ("we", "our", "us", or "the Company"). We respect your privacy and are fully committed to protecting your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

This Privacy Policy outlines how we collect, store, utilize, and protect your personal information when you visit flexshopltd.com, engage our eCommerce marketplace store management and listing services, or correspond with our team. FLEX SHOP LTD is the registered Data Controller.

2. Information We Collect

We may collect and process different categories of information necessary to deliver our services:

• Identity & Contact Data: Full name, company name, registered business address, billing address, business email address, and direct telephone/WhatsApp number.
• Commercial & Store Information: Store URLs (eBay, Amazon, Shopify, Walmart), marketplace merchant IDs, catalog inventory spreadsheets, product specifications, brand authorization documents, and order/fulfillment references.
• Financial & Transaction Data: Corporate invoice records, bank transfer references, payment receipts, and VAT registration numbers processed through regulated banking gateways.
• Technical & Analytical Data: Internet protocol (IP) address, browser type and version, time zone setting, browser plug-in types, operating system, and interaction telemetry collected via secure server logs.

3. How We Use Your Information

We process your personal information strictly for legitimate commercial, operational, and contractual purposes:

• To evaluate your product catalog and deliver specialized marketplace listing, optimization, and management services.
• To prepare custom proposals, store audits, and growth roadmaps requested by you.
• To communicate project milestones, service reports, and emergency marketplace notices.
• To fulfill our statutory accounting, corporate taxation (HMRC), and audit duties under United Kingdom company legislation.
• To safeguard our IT infrastructure, prevent fraudulent transactions, and verify account authorizations.

4. Legal Grounds for Processing (UK GDPR Article 6)

Under UK data protection law, our processing activities are grounded upon:

• Contractual Performance: Necessary to execute our service contract with you or take requested preliminary steps prior to agreement.
• Legitimate Interests: Necessary for our legitimate business interests (e.g., store auditing, service delivery, technical security) that do not override your privacy rights.
• Legal Obligation: Necessary to comply with UK statutory accounting, tax, and reporting obligations.
• Explicit Consent: Provided by you for direct inquiries or optional analytical cookies, which may be withdrawn at any time.

5. Third-Party Sharing & Confidentiality

We maintain strict commercial confidentiality. We do not sell, lease, or distribute your personal or business data to third-party brokers. Data is shared exclusively with:

• Essential Infrastructure Partners: Encrypted cloud hosting, secure email communication servers, and CRM project management software.
• Regulated Payment Facilities: Certified payment processors facilitating card settlement and corporate bank transfers.
• Professional Advisors: Chartered accountants, solicitors, and auditors bound by professional confidentiality.
• Legal & Regulatory Authorities: When formally compelled by law, court order, or statutory enforcement agencies in the United Kingdom.

6. Data Security & Bilateral Non-Disclosure

All client catalogs, supplier records, wholesale costs, and marketplace API credentials are protected under enforceable bilateral Non-Disclosure Agreements (NDAs). We employ SSL/TLS 256-bit encryption for all data in transit, multi-factor authentication for team access, and strict role-based permission boundaries.

7. Data Retention

We retain your personal data only as long as necessary for the operational purposes for which it was gathered, including satisfying legal, regulatory, tax, and accounting requirements. Accounting and client contract records are retained for six (6) years in accordance with UK statutory standards. Temporary catalog files and API tokens are erased upon completion of services.

8. International Data Transfers

Where our systems or technical support specialists operate outside the UK or European Economic Area (EEA), we enforce recognized UK International Data Transfer Agreements (IDTAs) or approved Standard Contractual Clauses (SCCs) to ensure an equivalent standard of data protection.

9. Your Statutory Rights Under UK GDPR

As a data subject in the United Kingdom, you are entitled to:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete records.
• Right to Erasure: Request deletion of your personal data where retention is no longer legally mandated.
• Right to Object & Restrict: Object to processing based on legitimate interests or direct marketing.
• Right to Data Portability: Request transfer of your data in a structured, standard electronic format.

You also retain the right to lodge a complaint with the UK supervisory authority: Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (ico.org.uk).

Changes will be posted on this page with a revised "Effective Date." We encourage you to review this page regularly to stay informed about how we protect your information.

1. Commercial Agreement & Scope

These Terms & Conditions govern all services provided by FLEX SHOP LTD (Company Number 17429042) to the client. By ordering services, booking an audit, or approving a quotation, you agree to be bound by these Terms in full.

2. Service Standards & SLAs

Our specialists prepare catalog listings in strict alignment with current marketplace guidelines (eBay Cassini specifications, Amazon ASIN guidelines, Shopify taxonomy, Walmart ProSeller standards). We target a 24 to 48-hour SLA turnaround for standard listing batches upon receipt of full product specifications.

3. Client Representations & Warranties

The client warrants that all products, brand names, UPC/EAN barcodes, supplier invoices, and images submitted to FLEX SHOP LTD are genuine, lawful, and free of intellectual property or trademark infringements. FLEX SHOP LTD will not be liable for pre-existing brand restrictions, VeRO notices, or supplier authenticity claims originating from client merchandise.

4. Payment Terms & Invoicing

Invoices must be settled in GBP (£), USD ($), or EUR (€) as specified on the commercial invoice. Monthly dedicated assistant retainers are invoiced 30 days in advance. Standard batch listings require payment prior to final batch export or live account deployment unless credit terms have been formally extended in writing.

5. Governing Law & Jurisdiction

These Terms and any non-contractual disputes arising from our services shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.

1. Service Quality & Free Revision Guarantee

We stand behind our catalog quality. If any delivered listing draft contains a typo, incorrect specification, or defect caused by our team, we will correct and rectify the issue within 12 business hours at zero additional cost to you.

2. Project Cancellations & Batches

• Prior to Work Commencement: 100% full refund issued if cancelled before specialist onboarding or draft writing commences.
• In-Progress Batches: Partial pro-rata refund based on remaining unworked SKUs.
• Approved & Delivered Batches: Once listing files have been approved or published to live seller channels, labor hours for completed work are deemed fully rendered and non-refundable.

3. Dedicated Specialist Retainers

Clients may pause or cancel recurring monthly retainers at any time with 14 calendar days notice before the next monthly billing cycle. During the first 14 days of an initial specialist assignment, if you are unsatisfied, you may request an immediate alternative specialist or a pro-rata refund of remaining unworked days.

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