Privacy policy

1. Who we are

This website and business are operated by Shiolou Group Ltd t/a Imprint Promotions (“Imprint Promotions”, “we”, “us”, “our”).

We are the data controller for the personal data we collect about you, under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Registered in England and Wales. Company number: 12278147
Registered address: 29-31 Stoke Road, Slough, England, SL2 5AH
Email: sales@imprintpromotions.co.uk | Telephone: 01895 238675
ICO registration number: ZC287100

2. Our privacy principles

We respect your privacy and value the trust you place in us. We follow these principles:

• we do not collect more information than we need,
• we only use your data for the purposes set out in this policy,
• we do not keep your data for longer than necessary, and
• we do not sell your data.

We communicate data privacy and security guidelines to everyone who works with us, and we enforce privacy safeguards across our business.

3. What data we collect

Information you give us

When you request a quote, place an order, contact us or sign up to our newsletter, we may collect:

• your name and company or organisation name
• email address and telephone number
• billing and delivery addresses
• quote and order details, including garment sizes, quantities and decoration requirements
• artwork, logos, names or designs you upload through our quote form or send to us
• any other information you include in your messages to us

Payment information

We do not take payments through our website and we do not store card details. Card payments are processed securely by Stripe. For customers who pay by BACS or invoice, we keep billing contact details and records of invoices and payments.

Information collected automatically

When you visit our website, we may collect:

• IP address
• device and browser type
• pages visited and how you interact with them
• the website or source that referred you to us

You can browse our website without giving us any personal information that identifies you directly.

4. How we use your data

We use your data to:

• respond to quote requests and enquiries
• process, produce and deliver your order
• issue invoices and manage payments
• provide customer support and contact you about your order
• keep records for future orders, including your artwork, so that repeat orders are consistent
• improve our website and services
• prevent fraud and meet our legal, tax and accounting obligations
• send marketing communications, if you have opted in

We do not use your data for profiling or automated decision-making.

5. Legal basis for processing

We rely on the following legal bases:

• Contract: to prepare quotes at your request and to fulfil orders
• Legitimate interests: to run and improve our business and website, keep customer records and respond to enquiries, where this does not override your rights
• Consent: for marketing emails and non-essential cookies
• Legal obligation: for accounting, tax and other compliance requirements

6. Marketing

Requesting a quote or placing an order does not mean you have agreed to receive marketing. We will only send you our newsletter and news about our products and services if you have opted in.

Every marketing email includes a link to unsubscribe. Unsubscribing stops marketing emails only. It does not stop messages about your quotes, orders or account. After you unsubscribe, we keep a minimal record of your email address so that we do not contact you again.

7. Cookies and analytics

We use cookies and similar technologies to operate our website and to understand how it is used. These include:

• Essential cookies: needed for the website to work and to keep it secure
• Site statistics: basic statistics about visits, such as page loads and visit length, recorded by our website platform, Base44
• Analytics cookies: to help us see how visitors use the website, using Google Analytics
• Google Maps: the map on our Contact page, which sets Google’s own cookies when it loads

We only use Google Analytics and Google Maps with your consent. You can manage your preferences through our cookie banner, the “Cookie settings” link at the bottom of every page, or your browser settings. Analytics information is used to give us an overview of how our website is used and is not used to profile individual visitors.

For more detail, please see our Cookie policy.

8. Who we share your data with

We only share your data where necessary to provide our services, or where the law requires it. This may include:

• garment suppliers and decoration partners involved in producing your order
• delivery and courier companies
• payment processors
• website hosting, security, analytics, email and IT service providers
• our accountants and professional advisers
• the police, law enforcement agencies, fraud prevention agencies and other bodies, where needed to protect our rights or those of others, or to prevent and detect crime

Anyone we share data with may only use it for the purpose we provide it for. We do not sell your personal data.

9. International data transfers

Some of our service providers may process data outside the UK, for example Base44, which hosts our website, and Google, which provides Google Analytics. Where this happens, we make sure appropriate safeguards are in place, such as a UK adequacy decision or the UK International Data Transfer Agreement.

10. How long we keep your data

We keep personal data only for as long as necessary:

• Orders and invoices: 6 years from the end of the financial year they relate to, to meet tax and accounting requirements
• Quotes that do not proceed to an order: 2 years
• Artwork and design files: for as long as you are an active customer, so we can fulfil repeat orders
• Marketing: until you unsubscribe, after which we keep a minimal suppression record
• Analytics data: up to 14 months

When data is no longer needed, we delete or dispose of it securely.

11. Data security

We use appropriate technical and organisational measures to protect your data against unauthorised access, loss, misuse, alteration or disclosure. Our website uses an SSL certificate to encrypt information sent through it.

No internet-based service can be completely secure, so we cannot guarantee the security of data sent to us online, but we will always take reasonable steps to protect it.

12. Your rights

Under UK data protection law, you have the right to:

• access the personal data we hold about you
• have inaccurate data corrected
• have your data deleted
• restrict how we use your data
• object to us using your data, including for marketing
• receive your data in a portable format
• withdraw your consent at any time, including for cookies and marketing

To exercise any of these rights, contact us using the details in section 1. We may ask you to verify your identity. We will respond within one month and there is normally no charge. In some cases the law may allow or require us to refuse a request, for example where we must keep records for tax purposes. If so, we will explain why.

13. Keeping your information up to date

Please let us know if your details change, or if you think any information we hold about you is incorrect, so we can keep it accurate.

14. Links to other websites

Our website may contain links to other websites. This policy does not apply once you leave our website, and we are not responsible for how other websites handle your data.

15. Complaints

If you have a concern about how we use your data, please contact us first using the details in section 1 and we will do our best to resolve it.

If you are not satisfied with our response, you can contact the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

16. Changes to this policy

We review this policy regularly and may update it from time to time. The latest version will always be available on our website, with the date it was last updated shown at the top.

If you have any questions about this policy or how we use your data, please contact us using the details in section 1.