Privacy Policy
Last updated: 25 October 2026
This policy explains how Pionic Ltd ("Pionic", "we", "us") collects and uses personal information when you visit pionicltd.com, apply for a trade account, place orders or contact us.
1. Who we are
Pionic Ltd is the controller of your personal information. Registered in England and Wales, company number 14077366. Registered office: Unit 3 Hampstead Gate, 1a Frognal, London NW3 6AL. Email: info@pionicltd.com. ICO registration number: ZC284607
2. Information we collect
Information you give us: Trade account applications: business name, contact name, email address, phone number, company registration number, business type and estimated order volumes. Your sign-in account: email address and password (passwords are handled by our authentication provider and are never visible to us), or your Google sign-in details if you choose that option. Orders and order requests: products, quantities, delivery notes and order history. Enquiries: anything you include when you contact us or request pricing, including energy storage supply enquiries.
Information collected automatically: Technical information such as IP address, browser type and pages visited, collected through server logs and the cookies described in our Cookie Policy.
Vehicle registration numbers you enter in our battery finder, used only to look up your vehicle and kept for up to 30 days, or longer if you send it to us in an enquiry.
Information from others: Credit and identity checks if you apply for credit terms (we will tell you before carrying these out).
3. How we use your information and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Reviewing trade account applications and managing your account | Steps before entering a contract, and performance of a contract. |
| Processing orders, raising invoices and taking payment | Performance of a contract. |
| Keeping accounting and tax records | Legal obligation. |
| Sending service emails (application received, approval, order confirmations) | Performance of a contract. |
| Managing our customer relationships and responding to enquiries | Legitimate interests (running and growing our business). |
| Keeping the website secure and preventing fraud | Legitimate interests. |
| Sending marketing emails (only where you have agreed or are an existing business customer, and you can opt out at any time) | Consent or legitimate interests. |
4. Who we share your information with
We do not sell your personal information. We share it only with service providers who help us run the business, under contracts that require them to protect it: Replit – website hosting and database; Clerk – sign-in and account security; Resend – sending service emails; HubSpot – customer relationship management; Xero – invoicing and accounting; Stripe – card payments (when card payments are offered); Google – if you choose to sign in with Google; UK Vehicle Data – vehicle and battery fitment data. We may also share information with our professional advisers, delivery partners fulfilling your order, and authorities where the law requires it.
5. International transfers
Some of our service providers store data outside the UK, including in the United States. Where this happens we rely on UK adequacy regulations (including the UK–US Data Bridge) or the UK International Data Transfer Agreement or Addendum to protect your information.
6. How long we keep your information
Trade account and order records: for as long as your account is active, then 6 years (to meet tax and accounting requirements). Unsuccessful applications: 12 months after our decision. Enquiries that do not lead to an account: 24 months. Server logs: up to 90 days.
7. Your rights
You have the right to access your personal information, ask us to correct or delete it, object to or restrict how we use it, ask for a copy in a portable format, and withdraw consent where we rely on it. To exercise any of these rights, email info@pionicltd.com. We will respond within one month. If you are unhappy with how we handle your information, please contact us first. You can also complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).
8. Security
We use reputable providers, encrypted connections (HTTPS), restricted access to customer data and encrypted storage of sensitive credentials such as accounting connection tokens.
9. Changes to this policy
We may update this policy from time to time. The "last updated" date at the top shows when it was last changed.