Privacy Policy: Rainbow Phi
Last updated on 29th of July 2025
Introduction
Rainbow Phi is an e-commerce platform ("Rainbow Platform") that directly connects producers and sellers to buyers and provides delivery options for different products and locations. Our privacy policy applies to any user of the Rainbow Platform.
Your Privacy Matters
Welcome to Rainbow Phi's privacy policy. (Last updated 29th of July 2025).
This privacy policy is drafted to comply with the European General Data Protection Regulation 2016/679 ("GDPR") and the UK retained GDPR and UK Data Protection Act 2018, as Rainbow Phi is registered in the UK and has its IT servers located in the UK. Reference in this policy is made to data controllers and data processors, personal data, processing and sharing, all of which are terms defined in the GDPR.
Rainbow Phi respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from and in what capacity) or when you deal with us in person or by email or by phone, and tell you about your privacy rights and how the law protects you. We offer our users choices about the data we collect and process as described in this privacy policy, cookie policy, settings and our support centre.
Important Information and Who We Are
Purpose of This Privacy Policy
This privacy policy aims to give you information on how Rainbow Phi collects and processes your personal data through your use of the Rainbow Platform, including any data you may upload onto, or provide through your use of, the Rainbow Platform (for example, for the validation of your logon account and the know your client procedures).
The Rainbow Platform is intended for use by businesses or customers who are over eighteen, and is expressly not intended for children or use by children and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your personal data.
Controller
Rainbow Phi collects your personal data to enable your use of the Rainbow Platform and in this respect, Rainbow Phi is the controller and responsible for your personal data (Rainbow Phi may be referred to as "we", "us" or "our" in this privacy policy).
Rainbow Phi also collects and shares some personal data with the payment provider on this website where required, and in this respect Rainbow Phi acts as a data processor (as defined by the GDPR) and the payment provider is a separate data controller with their own privacy policy in respect of all personal data processed for the payment services.
Your Rights
We have appointed a data privacy manager 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 see what personal data we hold, please contact the data privacy manager.
Contact Information
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.
Changes to the Privacy Policy
We keep our privacy policy under regular review. Our platform will evolve, and we may from time to time introduce new features and functionalities, which may require the collection of new information. If we change the procedures of the data that we will collect or if we change the way we use your data, we will notify you and amend this privacy policy.
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. If you object to any changes or if you are unhappy about the way we use your data you may close your account anytime.
Third-Party Links
The Rainbow Platform may include links to third-party websites 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.
The Data We Collect About You
The Rainbow Platform collects personal data from the individuals involved in the business transactions over the Rainbow Platform. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
Types of Data We Collect
Rainbow collects and processes the following personal data about you:
1. Identity Data - includes first name, last name, username or similar identifier, title, date of birth
2. Contact Data - includes personal or company entity address for billing or delivery, email address and telephone numbers
3. Financial Data - includes bank account and payment card details, if these are personal and not in the business or company name
4. Transaction Data - includes details about payments to and from you and other details of products and services you have purchased from us
5. 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
6. Usage Data - includes information about how you use our website, products and services
7. 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 for any purpose. Aggregated data could be derived from your personal data but is anonymised and then added to other anonymised data, so it is not considered personal data in law as this data will not directly or indirectly reveal your identity.
If You Fail to Provide Personal Data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.
How Is Your Personal Data Collected?
We collect Personal Data about you through:
Direct Interactions
You may give us your personal data (Identity, Contact and Financial Data) by filling in information online when you create an account on our website or subscribe to our service, publications or request marketing to be sent to you or when you give us feedback or contact us.
Automated Technologies or Interactions
As you interact with the Rainbow Platform, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We log your visits and journey as well as your use of our services, such as when you click, or view, connect content, perform search. We use logins, cookies, device information and internet protocol, 'IP' addresses to identify you and log your use. We use anti-fraud measures to monitor your activity and detect suspicious behaviour.
Please see our cookie policy for further details.
Your Device and Location
When you visit or utilize our platform or services, we receive information about your network, browser location (i.e, IP address, proxy server, operating system, web browser, device identifier and features, cookie IDs). If you use the platform via your mobile, and you do not have device location activated, we may ask you to opt-in to identify your location.
Transfer of Data from Business Partners
We may receive personal data from other business partners or third parties either in our capacity as a data controller, in which case this privacy policy applies, or as a data processor, in which case our processing of your personal data will be in strict compliance with the written instructions received from the data controller on whose behalf we are processing the personal data.
Your Use of Messages / Chat Function
We collect information about you/your company when you send, receive, or engage with messages through the Rainbow Platform. For example, if you get a product or service request, we track if you have reacted and we will send you notifications with reminders.
How We Use Your Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
1. Where we need to perform the contract, we are about to enter into or have entered into with you.
2. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
3. Where we need to comply with a legal obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
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 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.
How We Use Your Personal Data
| Purpose/Activity | Type of Data | Legal Basis |
|---|---|---|
To register you as a new customer | (a) Identity | Performance of a contract with you |
To process and deliver your order Including managing payments, fees and charges, and collecting money owed to us | (a) Identity | (a) Performance of a contract with you |
To manage our relationship with you Including notifying you about changes to our terms or privacy policy, asking you to leave a review or take a survey | (a) Identity | (a) Performance of a contract with you |
To administer and protect our business Including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting | (a) Identity | (a) Necessary for our legitimate interests |
To deliver relevant content and measure advertising effectiveness | (a) Identity | 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) |
Marketing
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this 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 that marketing.
Third-Party Marketing
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
Opting Out
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the Rainbow Platform may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.
Disclosures of Your Personal Data
We may share your personal data for the purposes of payments and managing the "know your client" function required by payment platform.
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.
With your consent, we may work with third parties to offer you other services (marketing and development). Where you have consented to this use, we will ensure that third parties access your persona data in accordance with our written instructions only and subject to a data processing agreement.
We may have to share your personal data as part of raising investment, merger or change in control, or if changing the payment provider and if we do so, it will be based on our need and legitimate interests in doing so, and following the balancing of our need and legitimate interest with your protection as a data subject, to ensure you suffer no prejudice from such use.
International Transfers
We do not transfer your personal data outside the UK, although you may provide your own details to a contracting party who is based outside of the UK when you enter into a contract with them.
When you place an order for goods or services from supplier or producer based outside the UK, it may be that you provide personal data directly to the supplier or producer or that some of the personal data you have provided to us is transferred out of the EEA and into a territory which does not provide the same level of data protection as is generally provided within the EEA and UK through the GDPR and the DPA.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring we use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
Data Security
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.
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.
Data Retention
How Long Will You Use My Personal Data For?
Rainbow Phi 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, which in usual circumstances is for a period of seven years.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
If you chose to close your Rainbow account, we will remove your personal data from our live databases within 7 days. We will retain your personal data records for 7 years from the date of closure of the account, in accordance with our legal and accounting obligations.
Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
Summary of Your Data Protection Rights
Request access to your personal data (commonly known as a "data subject access request").
Request correction of the personal data that we hold about you.
Request erasure of your personal data.
Object to processing of your personal data where we are relying on a legitimate interest.
Request restriction of processing of your personal data.
Request the transfer of your personal data to you or to a third party.
Withdraw consent at any time where we are relying on consent to process your personal data.
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.
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.
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.
© 2025 Rainbow Phi Limited. All rights reserved.
Company Registration Number: 12969821 | VAT Number: 399 5943 16