Privacy Policy
At mysite-name, we are committed to protecting your personal information while you use our embroidery services across England. This policy explains how we collect, use, and safeguard your data in compliance with UK GDPR and the Data Protection Act 2018.
1. Information We Collect
We collect information necessary to provide our embroidery services, including your name, contact details, project specifications, design files, fabric requirements, and delivery information. This helps us manage your project effectively and maintain quality standards.
We collect technical data through our website analytics to improve user experience. This information is anonymised where possible and not linked to your personal identity without explicit consent.
2. How We Use Your Information
Your data enables us to deliver quality embroidery services and includes:
- Processing project enquiries and managing orders
- Storing design files and project specifications
- Communicating project updates and delivery information
- Managing billing and payment processing
- Maintaining project history for repeat orders
- Providing customer support and aftercare
We handle your information responsibly, using it solely for your embroidery project requirements and essential business administration.
3. Design Files and Intellectual Property
Your design files and creative content are stored securely and treated as confidential information. We do not share, reproduce, or use your designs for any purpose other than fulfilling your specific embroidery order unless explicitly authorised.
Design files are accessed only by our production team and are stored on secure servers with restricted access. We maintain design files for 12 months after project completion to facilitate reorders, after which they are securely deleted unless otherwise requested.
4. Project Specifications and Requirements
Detailed project specifications including fabric types, colour requirements, stitch densities, and technical requirements are recorded to ensure consistent quality across production runs. This information helps us maintain accuracy and meet your quality expectations.
Technical specifications are stored separately from personal contact information and are accessible only to relevant production staff.
5. Data Security Measures
We implement industry-standard security protocols to protect your personal and project information. All client data is stored on encrypted systems with access limited to authorised team members. Physical documents containing project details are securely stored and shredded when no longer needed.
Our team follows strict confidentiality agreements regarding client information and project specifications.
6. Sample and Approval Process
During the sample approval process, we may store your feedback and modification requests to ensure the final production meets your expectations. This information helps us maintain quality control and implement any necessary adjustments before full production begins.
Approval records are maintained as part of the project quality assurance process and are accessed only by the production team.
7. Legal Basis for Processing
By using our embroidery services, you consent to us processing your information as outlined in this policy. This includes processing necessary for project management, production coordination, quality control, and delivery.
8. Third-Party Data Sharing
We may share your information with trusted third parties only when necessary to deliver our services, such as payment processors for transaction handling, delivery services for order fulfilment, and specialised subcontractors for specific technical requirements (with your knowledge).
All third-party providers are bound by strict data protection agreements compliant with UK GDPR requirements. We never sell your personal information or design files to other companies.
9. Your Data Protection Rights
Under UK GDPR, you have the right to:
- Access personal information we hold about you
- Request correction of inaccurate personal data
- Request deletion of your personal data
- Object to processing of your personal data
- Request transfer of your data to another provider
To exercise these rights, contact us at: [email protected]. We respond to all valid requests within 30 days.
10. Data Retention Period
We retain your personal and project data for as long as necessary to fulfil our services and legal obligations. Project records are typically maintained for 3 years after order completion to allow for reorders and quality reference, unless you request earlier deletion.
Design files are retained for 12 months to facilitate reorders, after which they are securely deleted unless you request otherwise.
11. Policy Updates
We may update this privacy policy periodically to reflect changes in our services or legal requirements. The current version will always be available on our website, and we will notify you of significant changes that affect how we process your data.
Last updated: October 2025