Distributor Portal

Privacy Policy - G&N Group

Updated: April 4, 2025
The G&N family of companies understand that your privacy is important and that you care about how your personal data is used. This privacy policy sets out how we use and protects your personal data

1.Who are we?

We are Griffiths & Nielsen Limited (Company number: 01201146) whose registered office address is at Maydwell Avenue, Off Stane Street, Slinfold, Horsham, West Sussex, RH13 0GN (referred to as “G&N”).

There are a number of different entities linked to G&N and to which this privacy policy applies to, which we will refer to as “the G&N Family” throughout this privacy policy. These entities include:

  • G&N Holdings Limited (Company number 10005595)
  • G&N Laboratory Limited (Company number 06424823)
  • G&N Inc (USA)
  • G&N MedTech

This privacy policy is issued on behalf of the G&N Family so when we mention “G&N”, “we”, “us” or “our” in this privacy policy, we are referring to G&N or the relevant company in the G&N Family responsible for processing your data. We will let you know which entity will be the controller for your data when you purchase a product or service with us. G&N is the controller and responsible for the following websites:

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 10), please contact the DPO using the information set out in the contact details section (paragraph 11).

2. What does this notice cover?

This privacy policy gives you information about how G&N collects and uses your personal data through your use of this website, including any data you may provide when you register with us, subscribe to our mailing list, or purchase a product or service.

This website is not intended for children, and we do not knowingly collect data relating to children.

3. What types of personal data do we collect about you?

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Financial Data includes bank account and payment card details.
  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
  • Professional Data includes details of your job title, your work email, your work telephone or mobile number and the company you work for.
  • Medical Data (which is a type of special category data) includes details of medical conditions. This may be in the form of clinical testing or testimonials you may give to us (for example, when you test one of our products) or if you make a complaint and give us any medical information.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
  • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences and feedback.
  • Usage Data includes information about how you interact with and use our website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

4. How do we collect your personal data?

We use different methods to collect data from and about you including through:

Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone or email. This includes personal data you provide when you:

  • purchase our products;
  • contact us or submit information via our website enquiry form;
  • subscribe to our mailing list;
  • sign up to become a distributor;
  • create an account on our website;
  • request marketing to be sent to you;
  • fill out an enquiry form;
  • become a social media influencer;
  • enter a competition, promotion or survey; or
  • give us feedback or contact us.

 

Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy https://www.shopify.com/legal/cookies for further details.

Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

Technical Data is collected from the following parties:

  • analytics providers such as Google based outside the UK;
  • advertising services such as PPC and AWS;
  • third party providers of various services, such as Meta, TikTok, LinkedIn, Mailchimp and HubSpot;

Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services Shopify, WooCommerce, APC and the Royal Mail.

5. How is your personal data used?

What are our legal bases for processing the personal data?

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

  • Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you. For example, to deliver a product to your address.
  • Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). For example, we may send you information of a new product or offer.
  • Legal or regulatory obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis. For example, we are required to comply with statutory and regulatory obligations relating to business such as HMRC and fraud/crime prevention.
  • Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to receive marketing updates.

 

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use
Type of data
Legal basis
To register you as a new customer
(a) Identity
(b) Contact
Performance of a contract with you.
To set up an account for you on our website.
(a) Identity
(b) Contact
Performance of a contract with you.
To register you as a new distributor.
(a) Identity
(b) Contact
Performance of a contract with you.
To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Dealing with your requests, complaints and queries
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you
To enable you to partake in a prize draw, competition or complete a survey
(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Identity
(b) Contact
(c) Technical
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you
(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy
To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing
(a) Technical
(b) Usage
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you based on your Profile Data
(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(f) Marketing and Communications
Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)
To carry out market research through your voluntary participation in surveys
(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(f) Marketing and Communications
Necessary for our legitimate interests (to study how customers use our products/services and to help us improve and develop our products and services).
Obtaining specialist advice by using specialists, such as regulatory affairs consultants.
(a)Identity
(b)Contact
(c)Medical
Performance of a contract with you.
To provide presentations, webinars and networking events.
(a)Identity
(b)Contact
(c)Professional
(d)Profile
(e) Technical
Performance of a contract with you.
To send you our email newsletter
(a)Identity
Consent, when you sign up to receive publications from us.
To provide our training platforms.
(a)Identity
(b)Contact
(c)Professional
(d)Profile
(e)Technical
Performance of a contract with you
To ensure our compliance with regulations.
(a)Medical
Necessary to comply with a legal obligation.

Direct marketing

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing. This may also include exclusive offers.

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can send you relevant marketing communications.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
Opting out of marketing

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for a product, appointment reminders, updates to our terms and conditions, checking that your contact details are correct.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see: https://www.shopify.com/legal/cookies.

6. Disclosures of your personal data

We may share your personal data with third-parties in order to carry out your requests, respond to your inquiries, fulfil your orders, or make various other features, services available to you through our websites. We share your personal data with specific third-party service providers that perform functions on our behalf, such as:

Internal third-parties: other companies within the G&N Family acting as joint processors. The companies within the G&N Family are based inside and outside of the UK.

External third-parties

  • Everworks Limied, trading as ‘Qualio’, a company that is based in Ireland which provides the quality management system.
  • Mailchimp, a company that is based in USA which provide email marketing services.
  • Stripe, a company that is based in Dublin and USA, which provides payment services.
  • Hubspot, a company that is based in USA which provides a customer platform.
  • WP Engine, a company that is based in USA which provides managed hosting and eCommerce services.
  • SAP AE, a company based in Germany that provides resource planning software.

Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

7. International transfers

Whenever we transfer your personal data out of the UK to countries which have laws that do not provide the same level of data protection as the UK law, we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented.

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:

  • We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement. To obtain a copy of these contractual safeguards, please contact us at the Contact details (paragraph 11).

8. How will you keep my data secure?

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we take into consideration:

  • the requirements of our business and the services provided;
  • any statutory, legal, regulatory, tax, accounting or other obligations (for example 6 years + 1 for HMRC);
  • the purposes for which we originally collected the personal data;
  • the types of personal data we collected;
  • the amount, nature and sensitivity of the personal data;
  • the potential risk of harm from unauthorised use or disclosure of your personal data;
  • the amount and sensitivity of your personal data; and
  • whether the purpose of the processing could reasonably be fulfilled by other means.


In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

10. Your legal rights as a data subject

You have a number of rights under data protection laws in relation to your personal data.

  • Right of access– you have the right to request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Right of rectification– you have the right to request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Right to be forgotten– you have the right to request the erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Right to object to processing – where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
  • Right to object– you also have the right to object any time to the processing of your personal data for direct marketing purposes (see ‘opting out of marketing’ in paragraph 5 for details of how to object to receiving direct marketing communications).
  • Right of portability– you have the right to request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw your consent– at any time where we are relying on consent to process your personal data (see the table in paragraph 5 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
  • Request restriction of processing– this enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
    – If you want us to establish the data’s accuracy;
    – Where our use of the data is unlawful, but you do not want us to erase it;
    – Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
    – You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please see the Contact details (paragraph 11).

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

11. Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

  • DPO Name and contact details: Karl Barrett (karl.barrett@gandn.com)
  • General support email address: support@gandn.com
  • Postal address: Griffiths and Nielsen Ltd, Maydwell Avenue, Off Stane Street, Slinfold, Horsham, West Sussex, RH13 0GN
  • Telephone number: 01403799190

12. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

13. Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated in January 2025. Historic versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

14. Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Have a question?

Contact Us

G&N
Stane Street, Slinfold,
Horsham,
West Sussex,
RH13 0GN

Office:
+44 (0)1403 799190

Quicklinks

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