Privacy Policy

This policy explains what we do with personal information when you contact us, request our catalogue or price list, or trade with us. We are Quan's Food Supply Ltd, and we are the data controller for that information.

Quan's Food Supply Ltd
Unit 60 Appin Road, Argyle Industrial Estate, Birkenhead, Wirral CH41 9HH, United Kingdom
Email info@quansfood.co.uk · Telephone +44 7746 888 080

Last updated 8 September 2026

What we collect

We only collect what we need to answer an enquiry and supply goods.

  • Contact details — your name, business name, job role, email address, telephone number and delivery or billing address.
  • Enquiry details — the type of business you run, the products you are interested in, and anything else you tell us.
  • Order and account records — orders placed, deliveries made, invoices and payment records.
  • Website and advertising data — if you reach us through a Facebook or Instagram lead form, we receive the answers you submit on that form.

We do not collect special category data, and we do not knowingly collect information about anyone under 18.

Where it comes from

  • Directly from you — by email, telephone, our website contact form, or a lead form on Facebook or Instagram.
  • From your colleagues, where someone at your business passes on your details as the person we should speak to.
  • From publicly available business sources, such as a company website or Companies House.

Why we use it, and our lawful basis

  • Reply to your enquiry and send you our catalogue, product specifications or price list — legitimate interests, responding to a business enquiry you made.
  • Set up a trade account, take and fulfil orders, arrange delivery — performance of a contract.
  • Invoice you and keep accounting records — legal obligation, and performance of a contract.
  • Food safety traceability and product recall — legal obligation.
  • Send occasional updates about products, prices and availability to existing trade customers — legitimate interests, with an opt-out on every message.
  • Send marketing to a prospective customer who asked for it — consent, which you can withdraw at any time.

Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights, and we have concluded it is not. You can object at any time — see “Your rights” below.

Facebook and Instagram lead forms

We advertise on Facebook and Instagram. If you complete one of our lead forms there, Meta Platforms Ireland Limited collects your answers on our behalf and passes them to us. Meta processes that information under its own privacy policy as well as ours; you can read it at facebook.com/privacy/policy.

Once we receive your details we use them as set out above — normally to send you the catalogue you asked for and to follow up about supplying your business. If you would rather we did not follow up, tell us and we will stop.

Who we share it with

We do not sell your information, and we do not share it for anyone else's marketing.

  • Delivery and haulage partners, so your order reaches you.
  • Our accountants and our accounting software provider, for invoicing and bookkeeping.
  • IT and email providers who host our systems.
  • Meta, in the specific circumstances described above.
  • Regulators, auditors or enforcement bodies, where the law requires it — for example a food safety investigation.

Where a supplier processes personal data for us, they do so under a written contract and only on our instructions.

Transfers outside the UK

Our own operation is UK based. Some of our IT providers, including Meta, may process data outside the UK. Where that happens we rely on UK adequacy regulations or on the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

How long we keep it

  • Enquiries that do not lead to an account — up to 24 months from your last contact with us, then deleted.
  • Customer and order records — for the life of the account and 6 years afterwards.
  • Accounting and tax records — 6 years from the end of the accounting period, as HMRC requires.
  • Food safety traceability records — as required by our HACCP system and food law.
  • Marketing preferences and opt-outs — kept indefinitely, so we can honour them.

How we keep it safe

Access is limited to the people in the business who need it. Our systems are password protected, accounts use multi-factor authentication where the provider supports it, and we review who has access when someone joins or leaves.

Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the personal data we hold about you;
  • have inaccurate data corrected;
  • ask us to erase data where we no longer need it;
  • ask us to restrict how we use it, or object to our use of it, including profiling;
  • ask us to transfer it to you or another provider in a portable format;
  • withdraw consent at any time, where we rely on consent; and
  • opt out of marketing at any time — every marketing email carries an unsubscribe link, or you can just reply and tell us.

To exercise any of these, email info@quansfood.co.uk. We will respond within one month. There is no charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Cookies

Our website uses only the cookies needed for the site to work and, where you agree, cookies that help us understand how the site is used. You can block or delete cookies in your browser settings; parts of the site may not work properly if you do.

Changes to this policy

We update this policy when our practices change. The date at the top shows when it was last revised.