Privacy Policy
Last updated: 7 September 2025
This Privacy Policy explains how Embroidery and Prints Online (“we”, “us”, “our”) collects, uses, discloses, and safeguards your personal information when you visit or make a purchase from our website and related services.
1) Who we are (Data Controller)
Data Controller: Embroidery and Prints Online
Email: info@embroideryandprintsonline.co.uk
Phone: +44 7984 417105
Address: 1 Conifer Walk, Stevenage, SG2 7QR, United Kingdom
2) What information we collect
- Identity & Contact: name, billing/shipping addresses, email, phone.
- Order & Payment: products ordered, order notes, totals, VAT; payment method details processed securely by our payment providers (we do not store full card details).
- Account Data: usernames, saved addresses, order history, preferences.
- Artwork & Personalisation: images, logos, text, and instructions you upload or provide.
- Technical: IP address, device and browser type, pages visited, referring/exit pages, approximate location, and cookies (see Cookies).
- Marketing: your marketing preferences and interactions with our emails.
- Communications: messages you send to us (email, forms, phone).
3) How we use your information (purposes & legal bases)
- To provide our services & fulfil orders (create/ship products, customer service). Legal basis: contract necessity.
- Personalisation & proofs (creating artwork/embroidery & print files, mock-ups, quality checks). Legal basis: contract necessity; legitimate interests.
- Payments & fraud prevention. Legal basis: contract necessity; legitimate interests.
- Account management (login, order history). Legal basis: contract necessity.
- Customer support (queries, returns, warranties). Legal basis: contract necessity; legitimate interests.
- Analytics & site improvement (performance, usability). Legal basis: legitimate interests.
- Marketing (emails/SMS where opted-in; occasional service updates). Legal basis: consent for promotional messages; legitimate interests for service messages.
- Legal & compliance (tax, accounting, regulatory). Legal basis: legal obligation.
4) Sharing your information
We share information with trusted providers only as needed to run our store:
- Shopify (store platform, hosting, analytics).
- Payment processors (e.g., Shop Pay, PayPal, card acquirers) for secure payments and fraud prevention.
- Production partners (if used) for embroidery/printing or specialist finishing.
- Couriers & postal services to deliver your orders.
- IT & support (email, CRM/helpdesk, cloud storage, error monitoring).
- Professional advisers (legal/accounting) and authorities where required by law.
We do not sell your personal data.
5) International transfers
Some providers may process data outside the UK (and EEA). Where this occurs, we rely on appropriate safeguards such as UK adequacy regulations or standard contractual clauses to protect your information.
6) How long we keep your information
- Orders & invoices: typically 6 years for tax/accounting.
- Customer accounts: while active; we review and delete inactive accounts periodically.
- Artwork/personalisation files: normally retained for reorders and warranty queries; you may ask us to delete them unless we must keep them for legal reasons.
- Marketing data: until you unsubscribe or withdraw consent.
- Website logs/analytics: typically 12–24 months, depending on the tool.
7) Your rights (UK GDPR)
You have the right to request: access, rectification, erasure, restriction, portability, and to object to certain processing (including profiling). Where we rely on consent, you can withdraw it at any time.
To exercise your rights, contact us at info@embroideryandprintsonline.co.uk. We may need to verify your identity. You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.
8) Marketing communications
With your consent, we may send promotional emails/SMS. You can opt out at any time using the unsubscribe link in the message or by contacting us.
9) Security
We use administrative, technical, and physical safeguards appropriate to the nature of the data (for example, TLS encryption in transit, access controls, and restricted access to artwork files). No method of transmission or storage is 100% secure.
10) Cookies & similar technologies
We use cookies and similar technologies to operate our site, keep you signed in, remember your basket, analyse performance, and personalise content/ads where consented.
- Strictly necessary cookies: required for core functionality (e.g., basket, checkout, security).
- Performance/analytics cookies: help us understand site usage and improve the experience.
- Functional cookies: remember preferences.
- Advertising cookies: used to deliver and measure ads (used only where consented).
Managing cookies: You can use our cookie banner to set preferences. You can also control cookies in your browser settings. Blocking some cookies may affect site functionality.
11) User content & IP (artwork you provide)
When you upload designs, logos, names, or other content for personalisation, you confirm you have the right to use them and that they do not infringe any third party rights. We process such content only to create your order, quality-check, and provide customer support.
12) Children
Our services are not directed to children under 13 and we do not knowingly collect personal data from them. If you believe a child has provided personal data, please contact us to delete it.
13) Automated decision-making
We do not carry out decisions producing legal or similarly significant effects based solely on automated processing. Fraud screening may use automated tools alongside human review.
14) Changes to this policy
We may update this policy from time to time. The latest version will always be posted here and will apply from the date of posting.
15) Contact us
If you have questions about this policy or how we handle your data, please contact:
Embroidery and Prints Online1 Conifer Walk,
Stevenage,
SG2 7QR,
United Kingdom
info@embroideryandprintsonline.co.uk
+44 7984 417105
