Privacy

Who we are

Crolla's Ice Cream Company Ltd is responsible for the personal information described on this page (in data protection law, we are the “controller”).

48 Jessie Street, Polmadie, Glasgow G42 0PG
Sales office: 0141 423 1161
Email: sales@crollaicecream.co.uk

Write, ring or email us about anything on this page.

What we collect, and why

When you send an order

Your name or business name, your email address, your phone number, anything you write in the notes (a delivery address or day, for example) and the products and quantities you ask for. We use them to fill the order, deliver it, invoice it and deal with any questions about it, and we may email you to say it has arrived.

Why we are allowed to: we need them to carry out the contract you are making with us.

When you ask for a trade account

Whether you are a new customer or already buy from us, your business name, your first and last name, your email address, your phone number and your address. We use them to decide whether to open an account for you and, if we do, to set it up and email you a link to choose your password. We may also email you to say your request has arrived.

Why we are allowed to: you have asked us to take these steps before entering into a contract with you.

Your trade account

The details on your account (business name, contact name, email address, phone and mobile numbers, address, the kind of business and your payment terms), the prices agreed with you, your orders and invoices, and the products you save as favourites. You sign in with your email address and a password. Your password is stored only in scrambled form by our sign-in service, and nobody at Crolla's can read it. The sales office can see when your sign-in was last used.

Why we are allowed to: we need them to supply you under our contract.

When you get in touch

What you tell us when you email or ring the sales office, so we can answer you.

Why we are allowed to: we have a legitimate interest in answering the people who contact us, or it is about a contract you have with us.

Marketing emails, only if you ask for them

If you tick the box on the order form while signed in to your trade account, we record that the email address on your account agreed, when, with which order, and the exact words you agreed to, and we may email you about new products, seasonal ranges and trade offers. If you leave the box unticked, nothing changes about your order.

A tick on an order sent without signing in stays on that order, but we do not record it as your agreement or use it to email you: anybody can type an email address into a form.

Your choice belongs to the email address on your account. If that address is changed, a request to stop moves to the new one, and stands even if the new address had agreed; an agreement does not, and the new address is asked again on its next order. If the old or the new address is also on another of our customer accounts, the choice recorded for it is that customer's too, and stays as it is. If two of our customer accounts use the same email address, they share one choice, and either can stop it.

You can change your mind at any time: press Stop marketing emails on your account page, or tell the sales office by email or phone. Emails about your orders are not marketing and still come.

Why we are allowed to: you have given your consent, and you can withdraw it.

Keeping the website working and secure

Like every website, ours sees the internet address (IP address) of each visit. We use it to stop abuse, for example by limiting how many orders or requests one address can send in a minute, and to find and fix faults. For that limit, an address is kept in our server's memory, not on disk, and dropped within about an hour of your last request, or when the server restarts.

Our hosting and sign-in software also keep technical logs of requests and sign-ins, which include internet addresses. Our own server's log notes what happened to each order, account request and email, and when something goes wrong it can include the email address a message or sign-in link was for; when a form looks as if a computer filled it in, the log keeps the business name and email address typed into it, in case it was a person after all. These logs stay on our server and are cleared when the software that wrote them is next updated.

Why we are allowed to: we have a legitimate interest in keeping the website, and the information on it, safe.

You do not have to give us any of this, but we cannot take an order or open an account without the details those need. A person in the sales office decides on every account request that reaches us. Before that, an automatic check discards a form that a computer seems to have filled in, and treats the same request sent again within a day as the first one; it decides nothing else, and nothing about you is decided by a computer alone.

What stays in your own browser

A few things are kept in your browser rather than on our server: the flavour and language you picked and whether you told us you are in our delivery area (unless you chose Necessary only on the cookie notice), your answer to the cookie notice and whether you have seen the basket tip (until you clear them), and, only until you close the tab, what is in your basket and your sign-in (never for more than twelve hours).

We use no advertising or analytics cookies, and nothing on the site is loaded from another company: our fonts and pictures come from our own server. The Facebook, Instagram and TikTok buttons are plain links, and those sites only know you came from us if you follow one.

Who else sees it

• Hetzner, a German hosting company. Our website, our database and our sign-in service all run on a server we rent from Hetzner in its data centre in Helsinki, Finland, inside the EU. The software is our own copy, run on that server; no other company runs it for us.
• Fasthosts, our email provider, which sends the emails about orders, account requests and signing in.
• The web developer who builds and looks after the website and its server for us, where that work needs it.

We do not sell your information, and we do not share it with anyone for advertising. If the law requires us to share it, for example with HMRC, we will.

How long we keep it

• Orders and invoices are business records, and the law requires us to keep accounting records for six years. They stay on your account for as long as it is open. We do not yet delete older ones automatically: ask us if you would like yours removed after six years. If your account is deleted, its orders go with it, and our change log keeps what our accounts need: each order's number, date, products, quantities and prices, the business name and whether the marketing box was ticked, but not your name, email address, phone number or address.
• An account request, or an order sent without signing in, that we decide not to take up is deleted from our queue when we deal with it. Our change log keeps its number, the business name typed on it, when it arrived, how many products it listed and their value, and whether the marketing box was ticked, but not who sent it or how to reach them.
• Your trade account is kept while you buy from us. When we delete an account, its orders, its sign-in, its prices and its favourites are deleted with it, and so are its marketing choice and anything from its email address still waiting in our queue, unless another of our customer accounts uses the same email address, because then those are that customer's too.
• Your marketing choice is kept until you withdraw it or your account is deleted. After you withdraw it we keep the date you told us to stop, so that we do not email you again by mistake.
• Our change log. The sales office's screens keep a record of changes to customer accounts, orders and enquiries, and of who made each one, so that mistakes can be traced and put right. That includes changes you make yourself on your account page, with your details as they were before, recorded under the email address you signed in with, and the times you or we stopped your marketing emails. It is kept for as long as our business records are, and nothing in it is deleted automatically. When we delete a customer's account, the contact details it holds about that account are taken out of it, and so is the email address the customer made their own changes with; the business name, account code, dates, products and prices stay. If you ask us to erase your information, we will take out anything else in it about you, unless the law requires us to keep it.
• Emails. Each order and account request is emailed to our sales office, and those emails stay in its mailbox like the rest of our business email. If you ask us to erase your information, we delete them too. Our server keeps its own copy of such an email only until it has been sent; one that cannot be sent is kept for about a month, so that somebody can send it on by hand, and is deleted sooner if the order or request it is about is deleted. The emails we send you are in your own mailbox, to keep or delete as you like.
• Backups. We keep copies of the database, off the server, so that it can be restored after a failure. Each copy is encrypted with a passphrase only we hold, and we keep them for as long as we keep the records in them. Something deleted or erased from the database stays in the copies made before, until those copies are deleted. If we ever have to restore one, we delete it again rather than bring it back.

Your rights

You can ask us to:

• give you a copy of the personal information we hold about you;
• correct anything that is wrong or out of date (you can change your contact name, phone numbers and address yourself on your account page);
• delete it, where we do not need to keep it by law;
• stop using it, where we rely on our legitimate interests to use it;
• stop sending you marketing emails, which you can also do yourself from your account page.

Ask by email, by phone or in writing, using the details at the top of this page. We will answer within a month, and it costs you nothing.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk.

Changes to this notice

If we change what we collect or how we use it, we will update this page.

Last updated 25 September 2026.