Your information, handled carefully.

What information do we collect?

We collect information that is reasonably necessary to operate our online retail website, process orders, provide customer support and maintain the website.

Depending on how you use the website, this may include:

• Name and contact details.
• Billing and delivery information.
• Order details and product selections.
• Information provided when contacting customer support.
• Information submitted through website forms.
• Technical information such as browser type, device information and website usage data.

We do not ask customers to provide personal information that is unrelated to the operation of the website or the handling of an order or enquiry.

How do we use personal information?

Personal information is used only where there is a reasonable business or legal purpose for doing so.

Our lawful bases for using information

Where applicable, we rely on the following lawful bases under UK data protection law.

Contract

We may use personal information where it is necessary to process an order or take steps requested by you before entering into an order.

Legal obligation

We may retain or use information where this is necessary to comply with applicable legal, accounting or regulatory requirements.

Legitimate interests

We may use information where it is reasonably necessary for the operation, security, administration and improvement of our website and business, provided that these interests are not overridden by your rights and interests.

Consent

Where consent is required, we will ask for it before using information for the relevant purpose. Where applicable, consent may be withdrawn at any time.

Orders and customer support

When you place an order, the information required to identify the order and arrange delivery is used to complete the order.

When you contact us, we use the information you provide to understand and respond to your enquiry.

If your enquiry relates to an existing order, we may ask for an order number or other relevant information so that we can identify the correct order.

We do not use customer enquiries for unrelated purposes unless there is a separate lawful basis for doing so.

Payment and transaction information

Where an order requires transaction processing, relevant transaction information may be handled by the third-party payment provider used on the website.

We do not need to retain complete card details for normal order administration. Transaction records that we receive may include information such as transaction reference, payment status, order amount and related order information.

Payment providers may process personal information under their own privacy terms and applicable data protection requirements.

Who may receive personal information?

We may share relevant information with trusted service providers where this is necessary to operate the website and fulfil an order.

Depending on the circumstances, these providers may include:

• Website hosting and technical service providers.
• Order and website administration providers.
• Delivery and postal service providers.
• Payment and transaction service providers.
• Professional advisers where reasonably required.

We only provide information that is reasonably necessary for the relevant purpose.

How do we protect personal information?

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration or inappropriate disclosure.

Access to personal information is limited to people and service providers who reasonably need it for their role.

No website or electronic transmission can be guaranteed to be completely secure. We therefore continuously take reasonable steps to maintain appropriate protection for information handled through the website.

Cookies and website technologies

Our website may use cookies and similar technologies to provide essential website functionality, remember relevant settings and understand how the website is used.

Depending on the technologies active on the website, some cookies may be placed by third-party services used for website operation or analytics.

For further information, please see our Cookie Policy.

How long do we keep personal information?

We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, including applicable legal, accounting and record-keeping requirements.

As a general operational approach:

• Customer enquiry records are normally reviewed for deletion after 12 months where there is no continuing reason to retain them.
• Order and transaction records may be retained for up to 7 years where required for accounting, legal or business record-keeping purposes.
• Technical website information may be retained for the period reasonably required for security, diagnostics and website administration.

Different retention periods may apply where a longer period is required by law or reasonably necessary to establish, exercise or defend legal rights.

Your data protection rights

Subject to applicable UK data protection law, you may have rights including:

• The right to request access to personal information we hold about you.
• The right to request correction of inaccurate or incomplete information.
• The right to request deletion of personal information in certain circumstances.
• The right to request restriction of processing in certain circumstances.
• The right to object to certain processing.
• The right to request transfer of certain information where the right to data portability applies.
• The right to withdraw consent where processing is based on consent.

These rights are subject to applicable legal conditions and exceptions.

We normally aim to respond to a valid data protection request within one calendar month of receiving the request and any information reasonably required to verify the request.

Where a request is particularly complex or multiple requests are received, the response period may be extended where permitted by applicable law. If this occurs, we will provide the relevant information about the extension.

Identity verification

To protect personal information, we may need to verify your identity before responding to certain data protection requests.

We will only request information reasonably necessary for this purpose and will not use verification information for an unrelated purpose.

Children’s information

Our website is intended to be used by customers and purchasers rather than children.

We do not knowingly request unnecessary personal information from children. If you believe that personal information has been provided through the website in circumstances where it should not have been, please contact us so that the matter can be reviewed.

International transfers

Some technology or service providers used in operating the website may process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place in accordance with applicable data protection requirements.

Changes to this Privacy Policy

We may update this Privacy Policy when our website, services, information practices or applicable legal requirements change.

The current version will be published on this page. We recommend checking this page periodically if you regularly use the website.

Contact us about privacy

If you have a question about this Privacy Policy or want to exercise a data protection right, please contact SCHOOLWEAR GROUP LTD using the details below.