Terms of Business

All prices for branded new and bespoke equipment do not currently include carriage - to be arranged when ordering.

Please check exact prices with us as the current exchange rate volatility can cause short term price changes.

Most commercial equipment is carriage paid.

Carriage for pre-owned equipment to be arranged on an individual order basis if item(s)

Alternatively, we can personally deliver large items at a cost of 30 pence per mile.

A deposit of 50% is required with orders for bespoke products, there is a 25% cancellation charge on all orders during the manufacturing stage which will be retained from the initial deposit. This is due to each instrument being tailor-made.

For Istar Optical, APM Apo and CFF optical tube assemblies and components, standard delivery terms require a 50% deposit with order, balance cleared in full immediately prior to shipping. For special orders, a non-refundable 50% deposit with order is required.

For overseas orders, special terms apply in all cases - contact us for more specific details.

Where a 50% deposit is taken, the balance may be subject to currency fluctuations. To avoid these fluctuations, payment may be accepted in ful/ at the outset.

We will endeavour to provide reasonably accurate delivery dates, but these may subject to changes and circumstances beyond our control and, unless otherwise stated, time will not be the essence of the contract.

Warranty issues must be notified to us and procedure agreed prior to shipping items to us for evaluation/repair/replacement. Branded goods - manufacturer's warranty applies provided that the items have not been tampered with or repairs attempted without our prior consent. In particular, lens cells must not be disassembled under any circumstances as this will invalidate the warranty. It is possible on rare occasions for the outer lens retaining ring on refractors to become slightly loose during transport - this ring may be very carefully retightened sufficiently to reduce any movement in the lens assembly. However, overtightening of the lens in it's cell will tend to introduce image distortion - please contact us in the first instance for advice.

In addition, electrical equipment should be used only with supplied leads. Unauthorised use of incorrect leads has been known to cause catastrophic damage to drives and controllers, and such damage will not be covered by the warranty, but may be repaired at customer's cost.

Returns policy - P2V complies with current EU/UK Sale of Goods legislation, namely:

(a) Goods purchased in a retail environment, eg trade show or at our premises, returns are at our cost provided a warranty issue occurs. P2V retain the right to repair or adjust equipment or, in the event of a serious issue, replace or refund.

(b) Goods purchased without seeing them - known as distance selling - customers have a 14 day cooling off period to inform us of their change of mind and a further 14 days to return the goods.

Note that distance selling rules do not apply to made to order/bespoke items, where a 14 day cooling off period does not apply in law.

(c) At no time should the customer contact original manufacturers, who will simply refer the matter to us as distributors/retail sellers.

(d) At no time shall customers return items to P2V or original manufacturers without discussing with us in the first instance. If this happens, the goods remain the property of the customer who will be responsible for all carriage and insurance costs in the event of no fault being found on inspection by P2V or the original manufacturer.

(e) Returns must be in original packaging in all circumstances.

(d) Non-warranty returns may be accepted within 28 days but a restocking charge will apply, the charge dependant on the condition of returned items.

Our offer to repurchase equipment originally supplied by us within 12 months at specified purchase price when upgrading is subject to condition - optical, mechanical and cosmetic - and the upgrade equipment will usually be at our normal list price. Original packaging should be retained if it is the customer's intention to take advantage of the 12 month upgrade arrangement. If the original purchase involved a part-exchange of customer's equipment, said equipment will have a notional value as part of the original purchase arrangement.

Pre-owned equipment is generally sold without warranty, but we try to ensure that equipment is fully functional unless otherwise stated. Customers should have electrical equipment tested for safety, especially on vintage or antique models, and all mains powered drives should be used in conjunction with earth protection circuit breakers.

Payments will be accepted in cash, bank transfer or by cheque. Cheques in final payment must be cleared through our bank prior to collection or delivery of goods.

Overseas purchasers must pay in Sterling, unless otherwise stated.

We can accept Credit or Debit cards via our card gateway or PayPal, however a small surcharge may apply to reflect additional merchant account costs.

Bank charges should be paid by the purchaser in respect of transfer payments.

We would remind customers that prices quoted for imported goods are subject to change, reflecting significant currency fluctuations.

This is because we endeavour to keep prices as low as possible, and supply most items to specific order, rather than from stock.

All prices quoted include VAT at standard UK rate.

VAT REGISTRATION NUMBER : 318428595

DATA PROTECTION POLICY

Context and overview – Key details

Policy prepared by Chris Roper, proprietor

Policy operational as of 10^th May 2018

Next review date 1^st May 2020

Introduction

Peak2 Valley (P2V) may need to gather and use certain information about individuals.

These may include customers, suppliers, business contacts, partners, employees and other people the organisation has a relationship with or may need to contact.

This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards and to comply with the law.

Why this policy exists

To ensure P2V complies with data protection law and follows good practice
To protect rights of staff, customers and partners
To ensure P2V is open about how it stores and processes individual’s data
To protect against the risks of a data breach

Data protection law

The Data Protection Act 1998 describes how organisations and companies must collect, handle and store personal information.

These rules apply to storage by electronic, paper or other means.

To comply with law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The Data Protection Act is based on eight principles. Data must:

Be processed fairly and lawfully
Be obtained for specific, lawful purposes only
Be adequate, relevant and not excessive
Be accurate and kept up to date
Not be held for longer than necessary
Processed in accordance with the rights of data subjects
Be protected in appropriate ways
Not be transferred outside of the European Economic Area (EEA) unless that country or territory also ensures an adequate level of protection

People, risks and responsibilities

This policy applies to:

The office of P2V and any branches that may be established in the future
All staff, partners and volunteers of P2V
All contractors, suppliers and other people working on behalf of P2V

It applies to all data the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This may include:

Names of individuals
Postal addresses
Email addresses
Telephone numbers
Any other individual’s information

Data protection risks

This policy helps to protect P2V from real data security risks, including:

Breaches of confidentiality such as information being given out inappropriately
Failing to offer choice, so that all individuals are free to choose how the company uses data referring to them
Reputational damage for example the company may suffer from hackers successfully gaining access to sensitive data

Responsibilities

Everyone who works for or with P2V has some responsibility for ensuring data is collected, stored and handled appropriately.

The proprietor, Chris Roper, is responsible for all aspects of data protection implementation, compliance and review. The proprietor will ensure:

The only people with access to data will be those who need it for their work
Data will not be shared informally
P2V will ensure employees, partners and co-workers are familiar with data protection requirements
Strong passwords will be used and never shared
Personal data should not be shared within the company or externally
Data should be reviewed periodically and updated as necessary. If no longer required, it should be deleted and disposed of
P2V employees, partners and co-workers should request help from Chris Roper if they are unsure of any aspects of data protection

Data storage

When data is stored on paper it should be kept in a secure place where unauthorised people have no access. This includes electronically stored data that has been printed out:

When not required, papers or files should be kept in a locked drawer or cabinet
Paper and printouts should not be left where unauthorised people could see them
Data printouts should be shredded and disposed of securely when no longer needed

Electronically stored data must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

Strong passwords should be used that are changed regularly and not shared
Data stored on removeable media (CD,DVD,USB) should be kept locked away securely when not being used
Data should be stored on designated drivers and servers and only uploaded to an approved cloud computing service
Personal data should be separately stored
Data should be backed up frequently
Data should not be saved directly to mobile devices such as PCs or tablets
All servers and computers containing data must be protected by security software and a firewall

Data use

Personal data is only of value to P2V when it is of use to the company, however when personal data is accessed and used that it may be at the greatest risk of loss, corruption or theft:

When working with personal data, computers must not be left unattended
Personal data should not be shared informally, in particular by email, as this form of communication is not secure
Data must be encrypted before being sent electronically
Personal data must never be transferred outside of the EEA
Individuals must not store personal data to their own computers

Data accuracy

The law requires P2V to take reasonable steps to ensure data is kept accurately and up to date

Data should be held in as few places as necessary with no additional data sets
Data must be updated at every available opportunity, for instance when a customer calls
P2V should remind customers to update their data at relevant opportunities, such as telephone calls or meetings
Data should be updated as inaccuracies are discovered, for example redundant phone numbers
Any marketing must take note of information in the industry suppression files at least every six months

Subject access request

All individuals who are the subject of data held by P2V are entitled to:

Ask what information the company holds about them and why
Ask how to access the data
Be informed how to update it
Be informed as to how the company is meeting its data protection obligations

Subject access requests should be made to Chris Roper by email at [email protected]

P2V are not obliged to issue a data request form.

Individuals will be charged £10 plus VAT per subject access request. The data will be provided normally within 14 working days.

P2V will verify the identity of anyone making a subject access request before handing over any information.

Disclosing data for other reasons

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, P2V will disclose requested data provided the request is legitimate, and all possible steps will be taken to ensure this is the case.

Providing information

P2V aims to ensure that individuals are aware that their data is being processed and that they understand:

How the data is being used
How to exercise their right

To these ends the company has a privacy policy statement (see below) setting out how data relating to individuals is used by the company.

Business privacy policy – Peak2Valley Instruments (P2V)

This privacy policy sets out how P2V uses and protects any information that you give P2V when you use this website.

P2V is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

P2V may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 10^th May 2018., reviewed 25th March 2019.

What we collect

We may collect the following information:

name and job title
contact information including email address
demographic information such as postcode, preferences and interests
other information relevant to customer surveys and/or offers

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

Internal record keeping.
We may use the information to improve our products and services.
We may periodically send promotional emailsabout new products, special offers or other information which we think you may find interesting using the email address which you have provided.
From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure,we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Cookies

P2V does not use cookies.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

whenever you are asked to fill in a form on the website, look a the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at [email protected] or via the email link on the 'contact us' page of this website.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to:

Peak2Valley, Flat 1, 1 Kelmscott Way, Bognor Regis, West Sussex, PO21 5DU

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Effective 25th March 2019

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