Account Management

Account Suspension - Part Sync's Rights

Immediate Suspension Pending Investigation:

• For suspected violations of terms and conditions
• For suspected fraudulent activity
• For multiple buyer/supplier complaints
• For suspicious account activity
• During regulatory investigation

Immediate Termination (No Warning):

Temporary Suspension:

• For Tier 2-3 violations (see Acceptable Use Policy)
• For repeated minor violations
• For failed payment resolution
• Typical duration: 7-30 days

During Suspension:

• Access to platform suspended
• Cannot place orders or submit quotes
• Existing orders must be fulfilled
• Users notified via email
• Appeal process available

Refund Obligations on Termination

Buyer Orders:

• Active orders must be fulfilled by supplier
• If supplier terminated, orders must be refunded
• Buyer receives full refund if unfulfilled

Supplier Termination:

Evidence-Based Refunds:

If supplier can provide evidence that parts are not stolen or that they complied with all obligations, they may dispute refund requirement.

User Termination Rights

Buyers:

• Notice Period: 30 days written notice required
• Active orders must be completed before termination
• Can terminate anytime outside active order periods
• Membership fees non-refundable for partial months
• Email termination request to: info@partsync.co.uk

Suppliers:

Post-Termination Warranty Obligations

Scenario: Supplier Closes Account, Buyer Has Warranty

If a supplier closes their account after 6 months, but a buyer has a 12-month warranty and makes a claim at 10 months:

Solution:

1. Supplier Obligation Notice: During termination, supplier acknowledges ongoing warranty obligations and agrees to remain contactable
2. Contact Forwarding: Supplier must provide alternative contact email for warranty claims (stored by Part Sync for 24 months)
3. Part Sync Facilitation: Platform forwards warranty claims to supplier's registered email address
4. Legal Enforceability: Supplier remains legally liable for warranty obligations regardless of account status
5. Buyer Protection: Buyer can escalate to Part Sync if supplier becomes unresponsive

Alternative Contact Method Required:

Supplier must provide at termination:

• Business email address (for warranty claims)
• Business phone number
• Business postal address
• Signed acknowledgment of continued warranty obligations

Part Sync stores supplier contact information for 24 months post-termination to facilitate warranty claims, but suppliers remain legally liable for the full warranty period stated at point of sale.

What Happens to Active Orders If Account Closed

Orders Not Yet Dispatched:

• Must be fulfilled or full refund issued
• Supplier liable for fulfillment commitment
• If account terminated by Part Sync, refunds processed automatically

Orders In Transit:

• Must be delivered as committed
• Supplier remains liable until delivery confirmation
• Tracking continues via platform

Orders Within Return/Warranty Window:

• Supplier must honor return/warranty obligations
• 6-month post-termination obligation applies
• Part Sync facilitates contact if needed

Data Retention After Termination

Retention Rationale:

• Personal data (7 months): Regulatory minimum + buffer for queries
• Transactional data (84 months): 7 years required for HMRC/tax compliance
• Communications (24 months): Dispute resolution + compliance checks

User Data Rights

Before Deletion:

• Request copy of data (GDPR right)
• Request data correction
• Request data portability
• Download order history, invoices, messages

Early Deletion Requests:

• Available where legally permissible
• Cannot delete: Legally required records (tax/orders for 7 years)
• Can delete early: Marketing preferences, non-essential data

Post-Deletion:

• Anonymized data retained for analytics (no personal identifiers)
• Aggregated data retained for business intelligence
• No way to recover data once deleted

Appeal Process

If your account has been suspended or terminated:

1. Email appeal to: info@partsync.co.uk
2. Include:
   • Account details
   • Reason for suspension/termination (if known)
   • Your explanation/defense
   • Any supporting evidence
3. Part Sync reviews appeal within 10 working days
4. Decision communicated via email
5. If appeal successful, account reinstated
6. If appeal unsuccessful, decision is final

Reactivation

• Temporary suspensions can be reactivated after issue resolved
• Must resolve underlying issue (payment, violation, etc.)
• May require additional verification
• Permanent terminations typically not reversible (except successful appeal)

Related Policies

• Buyer Terms & Conditions
• Supplier Terms & Conditions
• Acceptable Use Policy
• Privacy Policy

Contact Us

For account management queries or termination requests:

Email: info@partsync.co.uk

For appeals or legal matters:

Email: info@partsync.co.uk

Phone: 01282 911310