Privacy Policy
How StoneMemo collects, uses, and protects the business information you share with us.
Last updated: 1 June 2025
StoneMemo ("we," "us," "our") is committed to handling the business data of every Monumental Mason, memorial wholesaler, funeral home, and cemetery we work with in a manner that is transparent, secure, and fully compliant with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and Ireland's implementation of the EU GDPR. This policy explains exactly what we collect, why we collect it, and how you can exercise your rights at any time.
Who We Are
StoneMemo is a premium memorial manufacturer based in Hui'an, Fujian Province, China, operating under the trading domain stonememo.ie. We are the data controller for the personal and business data collected through this website and through our direct trade communications.
Our sole commercial focus is supplying Kerb Sets & Surrounds, Ogee headstones, Celtic Crosses, Book Memorials, and bespoke carved headpieces to verified B2B buyers in the United Kingdom and Ireland -- specifically Monumental Masons, memorial wholesalers, funeral homes, and cemeteries.
Data Controller Details
- ▸Trading Name: StoneMemo
- ▸Website: stonememo.ie
- ▸Contact Email: privacy@stonememo.ie
- ▸Primary Market: United Kingdom & Republic of Ireland
Data We Collect
Because StoneMemo operates exclusively in the B2B space, the personal data we collect relates to business representatives -- not private individuals purchasing memorials for personal use. We collect only what is strictly necessary to fulfil trade enquiries and maintain commercial relationships.
| Category | Examples | Source |
|---|---|---|
| Business Identity | Masonry name, trading address, VAT/company number | Enquiry forms, email |
| Contact Details | Name, job title, work email, phone number | Enquiry forms, email, WhatsApp |
| Trade Preferences | Product interest (e.g. Kerb Sets, Ogee headpieces), preferred port (CIF Felixstowe / Dublin), order volumes | Pricing request forms |
| Order & Design Data | CAD specifications, memorial dimensions (H×W×D in inches), finish requirements (Honed, Rustic, All Polished), inscription text | Direct client communication |
| Financial & Shipping | Bank details for invoicing, delivery port, container booking references | Trade account setup |
| Website Usage | IP address, browser type, pages visited, time on site | Cookies & analytics |
We do not collect: sensitive personal data (health, religion, etc.), data from individuals under 18, or payment card data (all payments are processed via bank transfer or verified trade accounts only).
How We Use Your Data
Every piece of data we hold serves a specific, documented purpose. We never sell your data to third parties, and we never use it for purposes unrelated to our trade relationship with you.
Fulfilling Your Enquiry
Preparing bespoke CAD proofs, generating trade pricing matrices, processing FCL/LCL container bookings, and issuing ISPM-15 fumigation certificates for CIF Felixstowe or Dublin shipments.
Managing Your Trade Account
Maintaining order history, invoicing, credit terms, and communication records for ongoing commercial relationships with verified Monumental Masons and memorial wholesalers.
Quality Assurance Follow-Up
Contacting you after delivery to confirm zero breakages, verify dimensional accuracy of Ogee headpieces and Kerb Sets against NAMM-compliant tolerances, and resolve any post-shipment issues.
Trade Communications
Sending new product launches, seasonal pricing updates (e.g. pre-Easter Kerb Set promotions), and relevant industry information to verified B2B contacts who have opted in or with whom we have a legitimate trade relationship.
Legal & Regulatory Compliance
Retaining records as required by Chinese export regulations, UK HMRC import documentation requirements, and Irish Revenue Commissioners customs obligations. We maintain shipping manifests, commercial invoices, and packing lists for a minimum of 7 years.
Legal Basis for Processing (UK & EU GDPR)
Under UK GDPR (Article 6) and EU GDPR, we rely on the following lawful bases for processing your business data:
Contractual Necessity
Processing your contact and order details to fulfil a trade contract or take pre-contractual steps at your request (e.g. generating a CAD proof or pricing quote for Kerb Sets).
Legal Obligation
Retaining export/import documentation, fumigation certificates, and invoices to comply with Chinese export law, UK customs requirements, and Irish Revenue obligations.
Legitimate Interests
Sending trade communications, conducting post-delivery QC follow-ups, and maintaining business relationships with verified Monumental Masons and wholesalers. We have balanced our interests against your rights and determined this basis is appropriate for B2B communications.
Consent
Where you have explicitly opted in to receive our trade pricing newsletters or marketing materials via our website forms. You may withdraw consent at any time by emailing privacy@stonememo.ie.
Data Sharing
We do not sell your data. We share your information only with the following categories of third parties, strictly on a need-to-know basis, and only to the extent necessary to fulfil our trade obligations to you:
Your delivery port details, container booking references, and commercial invoice data are shared with our logistics partners to arrange CIF shipments to Felixstowe, Southampton, Dublin, or Belfast. These partners are bound by confidentiality agreements.
Shipping manifests, fumigation certificates (ISPM-15), and commercial invoices are provided to Chinese customs, UK HMRC, and Irish Revenue as legally required for export/import clearance.
Our website hosting provider and email platform may process technical data (IP addresses, form submissions) on our behalf under strict data processing agreements. These providers are selected for their GDPR compliance.
Legal counsel, accountants, and insurance providers may access relevant business data where necessary to provide their services, subject to professional confidentiality obligations.
International Data Transfers
As a China-based manufacturer serving UK and Irish buyers, your data is necessarily transferred to and stored in the People's Republic of China. We acknowledge that China does not currently hold an adequacy decision from the UK ICO or the EU Commission.
To ensure your data is protected to a standard equivalent to UK GDPR and EU GDPR, we implement the following safeguards:
- ▸ Standard Contractual Clauses (SCCs): Where applicable, we use the UK International Data Transfer Agreements (IDTAs) and EU SCCs approved by the European Commission for transfers to third countries.
- ▸ Data Minimisation: We transfer only the minimum data necessary to fulfil trade obligations. Design specifications, shipping details, and contact data are kept strictly within our factory management systems.
- ▸ Access Controls: Access to your business data within our factory is restricted to the export team, QC managers, and senior account managers on a strict need-to-know basis.
You may request a copy of the transfer safeguards we have in place by contacting privacy@stonememo.ie.
Data Retention
We retain your data only for as long as necessary for the purpose for which it was collected, or as required by law. Our standard retention schedule for trade data is as follows:
| Data Type | Retention Period | Reason |
|---|---|---|
| Trade enquiries (no order placed) | 2 years | Legitimate interest in follow-up |
| Active trade account data | Duration of relationship + 7 years | Legal obligation (tax/customs records) |
| Shipping & customs documents | 7 years minimum | HMRC / Irish Revenue compliance |
| CAD design files & order specifications | 5 years post-delivery | QC dispute resolution & reorder support |
| Marketing consent records | Until consent withdrawn + 1 year | Proof of lawful marketing |
Your Rights
Under UK GDPR and EU GDPR, you have the following rights in relation to the personal data we hold about you. We will respond to all verified requests within 30 days.
Right of Access
Request a copy of all personal data we hold about you and your business.
Right to Rectification
Ask us to correct inaccurate or incomplete data -- for example, an updated delivery address or new contact name for your masonry.
Right to Erasure
Request deletion of your data where we no longer have a lawful basis to hold it. Note: we cannot erase data we are legally required to retain (e.g. customs records).
Right to Restrict Processing
Ask us to pause processing your data while a complaint or accuracy dispute is being resolved.
Right to Data Portability
Receive your data in a structured, machine-readable format (where processing is based on consent or contract).
Right to Object
Object to processing based on legitimate interests, including direct marketing. We will stop immediately upon receipt of a valid objection to marketing.
To exercise any of these rights: email privacy@stonememo.ie with the subject line "Data Rights Request -- [Your Company Name]". We may ask you to verify your identity before processing the request.
Contact & Complaints
If you have any questions about this Privacy Policy, wish to exercise your data rights, or have concerns about how we have handled your information, please contact our data privacy point of contact directly:
StoneMemo -- Privacy Contact
- Email: privacy@stonememo.ie
- Website: stonememo.ie
- Response Time: We aim to acknowledge all privacy enquiries within 2 business days and resolve them within 30 calendar days.
If you are based in the United Kingdom and are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
ICO Website: ico.org.uk
ICO Helpline: 0303 123 1113
If you are based in the Republic of Ireland, you may contact the Data Protection Commission (DPC):
DPC Website: dataprotection.ie
DPC Helpline: +353 (0)761 104 800
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify active trade account holders by email. We encourage you to review this policy periodically.
Questions About Your Data?
Our team responds to all privacy enquiries within 2 business days. Verified Monumental Masons and trade buyers only.
Contact Privacy Team