PRIVACY POLICY
At Stevenage Workwear, we take the privacy and security of our customers’ personal information seriously.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation, place an order or otherwise use our products and services.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For the purposes of data protection law, the data controller is:
Stevenage Workwear
Company number: 04785966 Email: Studio@stevenageembroidery.com Telephone: 01438 759659
1. Information We May Collect
Depending upon how you interact with us, we may collect information including:
· your name;
· company or organisation name;
· job title;
· billing and delivery addresses;
· email address;
· telephone number;
· order and quotation information;
· garment sizes, quantities and product preferences;
· artwork, logos, names and other information supplied for printing or embroidery;
· correspondence between you and us;
· payment and transaction information;
· information relating to previous purchases;
· website usage information;
· IP address and device/browser information;
· marketing preferences; and
· any other information that you voluntarily provide to us.
Where you are purchasing on behalf of a company, school, club, charity or other organisation, we may also hold information relating to that organisation and its nominated contacts.
Payment information
Payments may be processed on our behalf by third-party payment providers.
We do not normally receive or retain complete debit or credit card details where payment is processed through an external payment provider. The payment provider processes the information required to authorise and complete the transaction in accordance with its own privacy policy.
2. How We Use Your Personal Information
We may use personal information for the following purposes:
· preparing quotations;
· processing and fulfilling orders;
· producing printed and embroidered garments;
· communicating with you about an enquiry or order;
· arranging delivery or collection;
· processing payments and refunds;
· maintaining records of previous orders;
· facilitating repeat orders;
· providing customer service;
· handling complaints, returns and warranty issues;
· managing customer accounts;
· maintaining our accounting and business records;
· improving our products and services;
· maintaining and improving our website;
· preventing fraud and protecting our business;
· complying with legal and regulatory requirements; and
· sending marketing communications where we are permitted to do so.
We will only use personal information where we have a lawful basis for doing so.
3. Our Lawful Bases for Processing Your Information
Under UK data protection law, we must have a lawful reason for processing your personal information.
Depending upon the circumstances, we may rely upon the following lawful bases:
Contract
We process information where it is necessary to take steps at your request before entering into a contract or to fulfil a contract with you.
For example, we need your name, contact details, delivery information and order details to process and supply your order.
Legitimate interests
We may process information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.
This may include:
· responding to business enquiries;
· maintaining customer and order records;
· improving our services;
· protecting our business against fraud;
· maintaining the security of our systems; and
· certain forms of direct marketing to existing customers where permitted by law.
Legal obligation
We may process and retain information where we are legally required to do so, including information required for accounting, taxation and regulatory purposes.
Consent
Where consent is required, we will ask you for it.
Where processing is based upon consent, you may withdraw that consent at any time.
4. Artwork and Personalisation Information
As part of providing printing and embroidery services, customers may supply us with artwork, logos, photographs, names, initials, employee details or other information to be reproduced on garments or other products.
We will use this information for the purpose of producing the customer’s order and maintaining appropriate production and order records.
We may retain artwork and embroidery files after completion of an order where reasonably necessary to facilitate repeat orders or maintain our business records.
Where you provide personal information relating to another person—for example, an employee’s name for embroidery—you are responsible for ensuring that you are entitled to provide that information to us for the intended purpose.
5. Marketing Communications
We may occasionally contact customers about products, services or offers that we believe may be relevant to them where we have a lawful basis to do so.
Where consent is required for electronic marketing, we will obtain that consent.
You can opt out of marketing communications at any time by: · contacting us at stuido@stevenageembroidery.com
Opting out of marketing communications will not prevent us from contacting you where necessary in relation to an existing enquiry, quotation, order, invoice or other business matter.
6. Sharing Your Personal Information
We do not sell your personal information.
We may, however, share information with trusted third parties where this is reasonably necessary to operate our business or fulfil your order.
These may include:
· payment processors;
· banks and financial institutions;
· garment suppliers and manufacturers;
· couriers and delivery companies;
· IT and website service providers;
· website hosting providers;
· email and communications providers;
· accounting and bookkeeping providers;
· marketing service providers;
· professional advisers such as accountants, solicitors and insurers; and
· government, regulatory or law-enforcement authorities where required by law.
We only provide third parties with information that is reasonably necessary for the relevant purpose.
Where appropriate, third-party service providers processing personal information on our behalf are required to protect that information and process it in accordance with applicable data protection requirements.
7. Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include appropriate access controls, passwords, system security, secure data storage, staff procedures and restrictions on who within our organisation can access personal information.
No internet-based system can be guaranteed to be completely secure, but we take appropriate measures to reduce the risk of unauthorised access or disclosure.
8. Telephone Calls and Electronic Communications
Where applicable, telephone calls may be recorded or monitored for training, quality assurance, dispute resolution and security purposes.
If calls are recorded, recordings will only be retained for as long as reasonably necessary for the purposes for which they were collected.
We may also retain correspondence conducted by email, website enquiry forms or messaging systems where this is necessary for customer service, order processing, training, quality assurance or maintaining appropriate business records.
9. Cookies
Our website may use cookies and similar technologies.
Cookies are small files stored on your computer, phone or other device when you visit a website. They can be used to enable website functionality, remember preferences and provide information about how visitors use the website.
We may use cookies for purposes including:
· enabling essential website functionality;
· remembering preferences;
· maintaining shopping basket or account functionality;
· understanding how visitors use our website;
· measuring website performance; and
· improving our website and services.
Some cookies may be provided by third-party services used on our website.
Where required by law, non-essential cookies will not be placed on your device without your consent.
You can manage your cookie preferences using our website’s cookie controls and through your browser settings.
Disabling certain cookies may affect the functionality of parts of our website.
10. How Long We Keep Your Information
We will not keep personal information for longer than reasonably necessary.
The period for which information is retained will depend upon why we collected it and any legal, accounting, contractual or regulatory requirements that apply.
For example, we may retain:
· customer and order records for accounting, taxation and warranty purposes;
· invoices and financial records for the period required by law;
· artwork and embroidery files to facilitate repeat orders;
· correspondence where necessary to maintain a record of an order or customer relationship; and
· marketing information until you unsubscribe or we determine that it is no longer appropriate to retain it.
When information is no longer required, we will delete it, anonymise it or otherwise securely dispose of it where appropriate.
11. International Transfers
Some of the third-party services we use may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection legislation and that appropriate safeguards are in place where required.
12. Your Data Protection Rights
Depending upon the circumstances, UK data protection law gives you a number of rights regarding your personal information.
These may include the right to:
· access the personal information we hold about you;
· correct inaccurate or incomplete information;
· request deletion of your personal information in certain circumstances;
· restrict processing of your information in certain circumstances;
· object to processing in certain circumstances, including certain direct marketing;
· data portability, where applicable; and
· withdraw consent where we rely upon consent to process your information.
These rights are subject to certain legal conditions and exemptions.
For example, the right to deletion is not absolute. We may need to retain certain information where we have a legal obligation to do so, such as financial records relating to completed transactions.
To exercise any of these rights, please contact:
studio@stevenageembroidery.com
We may need to verify your identity before dealing with a request.
13. Information About Other People
If you provide personal information about another individual—for example, an employee, colleague, club member, pupil or delivery recipient—you should ensure that you have an appropriate reason or authority to provide that information to us.
You should only provide information that is necessary for us to fulfil the relevant order or service.
14. Links to Other Websites
Our website may contain links to websites operated by other organisations.
Once you follow a link to another website, that organisation’s privacy practices will apply. We are not responsible for the privacy policies, security or content of third-party websites.
We recommend reviewing the privacy policy of any external website you visit.
15. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes to our business, website, services or legal obligations.
The latest version will be published on our website and the date at the top of this policy will show when it was last updated.
16. Complaints
If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate the matter.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.
Information about making a complaint can be found on the ICO’s website.
17. Contact Us
If you have any questions about this Privacy Policy, how we use your information or your data protection rights, please contact us:
Stevenage Workwear
Caxton Point
Caxton Way
Stevenage
Hertfordshire SG1 2XU
Telephone: 01438 759659 Email: studio@stevenageembroidery.com