Privacy Policy And GDPR Notice

This privacy policy explains how Tarquins Records collects, uses, stores, and protects personal data in connection with buyer-side sourcing, shortlist review, auction representation, want-list support, website enquiries, and related collector services.

Who this policy applies to

This policy applies to personal data received from prospective clients, current clients, auction contacts, dealers, private sellers, website visitors, and other individuals who contact Tarquins Records about sourcing, buying, representation, or related collector services.

What the service does

Tarquins Records provides buyer-side help with locating records, reviewing likely pressing or condition details, preparing shortlists, attending or monitoring auctions, coordinating bids, and helping with related purchase follow-through where agreed with the client.

Tarquins Records acts on the buyer side only and does not operate as a general marketplace platform.

Personal data that may be collected

• name, email address, phone number, and other contact details you provide
• records of enquiries, instructions, emails, messages, and other correspondence
• details about your collecting interests, want lists, budgets, bidding limits, territories, preferred genres, and purchase criteria
• auction, dealer, seller, shortlist, and transaction information relevant to a client instruction
• billing, payment, escrow, bank, or invoicing information where required for an agreed service
• basic technical information from the website, such as IP address, browser type, and access logs, where needed for security or administration

How personal data is used

• to respond to enquiries and assess whether Tarquins Records can take on an instruction
• to prepare sourcing briefs, shortlists, bidding plans, and related buyer-side recommendations
• to communicate with clients, auction houses, dealers, sellers, couriers, legal representatives, or other third parties involved in an agreed instruction
• to arrange attendance, representation, escrow coordination, invoicing, payment, collection, packing, shipping, or insurance support where relevant
• to maintain internal records, protect the business, and manage legal, accounting, or operational obligations
• to monitor site security, prevent misuse, and troubleshoot technical issues

Lawful bases under UK GDPR and EU GDPR

Tarquins Records processes personal data on one or more of the following lawful bases, depending on the circumstances:

• to take steps at your request before entering into a contract
• to perform a contract or agreed instruction with you
• to comply with legal and regulatory obligations
• for legitimate interests, including running the business, keeping records, preventing misuse, recovering fees, and managing commercial risk, provided those interests are not overridden by your rights and interests
• where relevant, on the basis of consent, for example if you voluntarily provide information for a purpose that is not otherwise covered above

Sharing and recipients

Personal data may be shared only where reasonably necessary for the relevant instruction or for running the business. Depending on the matter, this may include auction houses, dealers, private sellers, couriers, insurers, payment providers, website or hosting providers, technical service providers, solicitors, accountants, and other professional advisers.

Tarquins Records does not sell personal data to third parties.

Data deletion requests

You may request deletion of personal data held by Tarquins Records by contacting the email address shown below. Deletion requests will be reviewed subject to legal, accounting, fraud-prevention, security, and record-keeping obligations, and some technical logs or transactional records may need to be retained where permitted or required by law.

International transfers

Some instructions may involve sellers, auction houses, or service providers outside the United Kingdom. Where personal data is transferred internationally, Tarquins Records will take reasonable steps to ensure that the transfer is limited to what is necessary and handled with appropriate safeguards where required.

Data retention

Personal data is kept only for as long as reasonably necessary for the purpose for which it was collected, including ongoing client work, follow-up sourcing, record keeping, accounting, legal compliance, and the handling of disputes or claims.

Retention periods may vary depending on the nature of the instruction, the sensitivity of the data, and applicable legal or tax record requirements.

Security

Reasonable technical and organisational measures are used to reduce the risk of unauthorised access, misuse, loss, alteration, or disclosure. These measures may include access controls, secure hosting, restricted credential use, encrypted communications where appropriate, and careful handling of commercial instructions.

No internet or storage system is completely secure, but Tarquins Records aims to apply proportionate safeguards suitable for the nature of the business and the data involved.

Your rights

Subject to applicable law, you may have the right to request access to your personal data, ask for correction of inaccurate data, request erasure, object to certain processing, ask for restriction of processing, request data portability, or withdraw consent where consent is the basis relied upon.

To exercise any of these rights, contact Tarquins Records using the email address below. Further information may be requested to verify identity before action is taken.

Complaints

If you have a concern about how personal data has been handled, please contact Tarquins Records first so the issue can be reviewed. You may also have the right to complain to the Information Commissioner’s Office in the United Kingdom or another relevant supervisory authority if applicable.

Cookies and website tracking

This website is intended as a straightforward informational site. It is not intended to rely on advertising profiling or intrusive tracking. Basic server logs and limited technical data may still be collected for site delivery, security, and administration.

Changes to this policy

This privacy policy may be updated from time to time to reflect changes to the business, the website, legal requirements, or operational practices. The latest version published on this page will apply.