Privacy Policy — vwy custom wear

Version date: 25 September 2026 Last updated: 25 September 2026

This privacy policy is general information and is not formal legal advice. It should be reviewed by a suitably qualified professional before publication.

1. Who we are

1.1 This privacy policy explains how vwy custom wear collects, uses, stores and protects personal data when you visit our website, contact us, create an account, place an order or use our DTF printing, embroidery and garment decoration services.

1.2 The data controller responsible for your personal data is:

• Registered company name: [Registered Company Name]
• Company number: [Company Number]
• Registered office: [Registered Address]
• Place of registration: England and Wales
• VAT number: [VAT Number]

1.3 References to “we”, “us” and “our” in this policy mean [Registered Company Name], trading as vwy custom wear.

1.4 If you have a privacy question or wish to exercise any of your rights, contact us using:

• Email: [Contact Email]
• Telephone: [Phone Number]
• Postal address: [Registered Address]

2. Personal data we collect

2.1 Depending on how you interact with us, we may collect the following personal data:

Contact and business information

• Your name
• Your business or organisation name
• Your job title or role
• Your billing address
• Your delivery address
• Your email address
• Your telephone or mobile number
• Information about the business or organisation placing an order

Orders and artwork

• Order details, including products, quantities, sizes, colours and prices
• Garment and decoration requirements
• Artwork files, logos, designs and other files you send to us
• Information about the rights, permissions or licences relating to artwork
• Proof approvals, amendments and production instructions
• Delivery and collection details
• Information about complaints, returns, refunds and replacement goods

Payments and accounts

• Payment and transaction details
• Account username and login details
• Information required to manage a trade or credit account
• Invoices, payment history and credit information

We do not store full payment card details on our own systems. Payments are processed through third-party payment providers and hosted checkout services.

Communications

• Enquiry and contact form submissions
• Emails, telephone calls, messages and other correspondence
• Information you provide when requesting a quotation, support or advice
• Records of communications and our responses

Technical and website information

• IP address
• Device type and identifiers
• Browser type and version
• Operating system
• Approximate location based on IP address
• Website pages viewed and links clicked
• Referring website or search terms
• Website activity, cookie data and analytics information
• Date and time of access

2.2 We do not intentionally collect special category data through our ordinary website and ordering services. Please do not send us sensitive personal information unless it is necessary for your enquiry or order.

3. Where we obtain personal data

3.1 We generally collect personal data from:

• You, when you browse our website, contact us, request a quotation, create an account or place an order
• The business, employer or organisation on whose behalf you are acting
• Other people authorised to place an order or communicate with us on behalf of a business
• Your device and browser when you use our website
• Couriers, delivery partners and collection providers
• Payment processors and hosted checkout providers
• Ecommerce, accounting, invoicing, hosting and other service providers
• Publicly available sources, where reasonably necessary to manage a business relationship

3.2 If someone provides us with your personal data on behalf of a business or organisation, they should ensure that they are authorised to do so and that you have been given appropriate privacy information.

4. How we use personal data and our lawful bases

4.1 We use personal data only where we have a lawful basis under the UK General Data Protection Regulation and the Data Protection Act 2018.

4.2 The purposes and lawful bases for our processing include:

4.3 Where we rely on legitimate interests, we consider whether our interests are balanced against your rights and expectations. We will not normally rely on legitimate interests where your rights and freedoms are overridden by our interests.

4.4 Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

5. Artwork and design files

5.1 We collect and use artwork, logos, designs and related files to:

• Prepare proofs
• Produce DTF transfers
• Complete embroidery and garment decoration
• Check specifications and production requirements
• Fulfil orders and respond to queries
• Reproduce an order where necessary
• Resolve complaints, defects or disputes

5.2 We do not claim ownership of your artwork or design files. Unless separately agreed in writing, ownership remains with you or the relevant rights holder.

5.3 You must ensure that you own, or have permission and all necessary licences to use, any artwork, logo, image, design, text, trademark or other material that you send to us.

5.4 You must not send us artwork that infringes another person’s copyright, trademark, design right, privacy right or other legal right.

5.5 We may refuse to process an order or artwork where we reasonably believe that it may be unlawful or infringe a third party’s rights.

5.6 We may share artwork with suppliers or service providers where reasonably necessary to fulfil your order. Those parties may only use it for the agreed business purpose.

5.7 We keep artwork files and related production information for the period stated in section 9. We may retain a copy for longer where necessary to establish, exercise or defend legal claims, comply with a legal obligation or maintain an appropriate record of a business relationship.

5.8 We will not normally use your artwork for advertising or publicity without your permission. We may ask separately for permission to display completed work, a business name or an image of an order in our marketing.

6. Marketing communications

6.1 We may send existing business customers information about products and services similar to those previously purchased where this is permitted by law and where the customer has been given a clear opportunity to opt out.

6.2 We will not send marketing communications where you have opted out.

6.3 You can unsubscribe from marketing at any time by:

• Clicking the unsubscribe link in a marketing email
• Contacting us at [Contact Email]
• Telling us during a telephone call or other correspondence

6.4 Where consent is required, we will only send marketing after you have actively opted in.

6.5 We do not sell personal data to third parties.

6.6 We do not use third-party advertising or ad-targeting technologies on our website without obtaining any consent required by law.

6.7 We may keep a limited record of your decision to opt out so that we can ensure that we do not send you further marketing.

7. Who we share personal data with

7.1 We may share personal data with the following categories of recipient where reasonably necessary:

• Couriers, postal operators and delivery partners, so that orders can be delivered
• Payment processors and hosted payment providers, so that payments can be taken and processed
• Shopify, which provides ecommerce and hosted checkout services for the website
• Accounting, invoicing and bookkeeping providers
• Email, communications, website hosting and technical service providers
• Analytics providers, where you have given any consent required for analytics
• IT, security, fraud prevention and software providers
• Professional advisers, including accountants, insurers and legal advisers
• Companies involved in a business sale, restructuring or financing, subject to appropriate confidentiality arrangements
• Law enforcement authorities, regulators, courts or government bodies where we are legally required or permitted to do so

7.2 We require service providers that process personal data on our behalf to use appropriate security measures and to process data only for authorised purposes.

7.3 Some providers may process personal data under their own privacy terms. For example, payment providers may act as independent controllers for certain payment, fraud prevention and regulatory activities.

7.4 We do not sell, rent or exchange personal data for money or other commercial benefit.

8. International transfers

8.1 Some of our service providers may process personal data outside the United Kingdom.

8.2 Where personal data is transferred outside the UK, we will ensure that the transfer is lawful and that appropriate safeguards are in place. These may include:

• A transfer to a country covered by UK adequacy regulations
• The UK International Data Transfer Agreement
• The UK Addendum to the EU Standard Contractual Clauses
• The UK Extension to the EU-US Data Privacy Framework, where applicable
• Another lawful transfer mechanism or exception recognised under UK data protection law

8.3 You can contact us using the details in section 1 to request further information about relevant international transfers and the safeguards used.

9. How long we keep personal data

9.1 We keep personal data only for as long as it is reasonably necessary for the purposes described in this policy.

9.2 We normally keep order, invoice, payment and financial records for the applicable statutory period, typically six years for tax and accounting purposes, plus the current accounting period where required.

9.3 We keep artwork files, enquiry records, account information and general correspondence for [Data Retention Period], unless:

• We need to retain the information to fulfil an order or provide ongoing support
• We need it to establish, exercise or defend legal claims
• We are required to keep it by law
• You have consented to a longer period
• It is necessary to maintain an accurate record of an ongoing business relationship

9.4 Technical logs, cookie information and analytics data are kept in accordance with our operational requirements and the settings of the relevant service provider.

9.5 At the end of the applicable retention period, we securely delete, destroy or anonymise personal data unless there is a lawful reason to retain it.

10. Security

10.1 We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration or disclosure.

10.2 These measures may include:

• Access controls and restricted permissions
• Secure passwords and account management
• Encryption of data in transit
• Secure website and hosting arrangements
• Security updates and monitoring
• Staff confidentiality obligations
• Procedures for handling and investigating suspected data breaches
• Appropriate supplier and processor checks

10.3 Payment card details are processed through payment providers and hosted checkout services. We do not store full card numbers or payment security codes on our own systems.

10.4 No method of transmitting or storing information is completely secure. You should take reasonable steps to protect your account details and should contact us promptly if you believe that your account or information has been compromised.

11. Cookies and similar technologies

11.1 Our website uses cookies and similar technologies.

11.2 Some cookies are strictly necessary for the website to operate, including essential functionality, basket and checkout features. These cookies may be used without consent where permitted by law.

11.3 Optional analytics or similar technologies will not be loaded unless you actively consent to them.

11.4 Our separate Cookie Policy (at /cookie-policy) explains the cookies and similar technologies used on the website, their purposes and how long they may remain in place.

11.5 You can change or withdraw your consent at any time by selecting the Cookie settings link in the website footer or on the Cookie Policy page.

11.6 The Shopify hosted checkout may set its own cookies and similar technologies when you are transferred to the checkout. Those technologies are controlled by Shopify and may be subject to Shopify’s own privacy and cookie information.

12. Your data protection rights

12.1 Subject to legal exceptions and conditions, you may have the following rights under UK data protection law:

• Access: to ask for a copy of the personal data we hold about you
• Rectification: to ask us to correct inaccurate or incomplete personal data
• Erasure: to ask us to delete personal data in certain circumstances
• Restriction: to ask us to restrict how we use personal data in certain circumstances
• Objection: to object to processing based on legitimate interests, including direct marketing
• Data portability: to receive certain personal data in a structured, commonly used and machine-readable format, or ask us to transfer it to another controller where technically feasible
• Withdrawal of consent: to withdraw consent where consent is our lawful basis
• Rights relating to automated decision-making: to request information and safeguards where applicable to automated decision-making or profiling

12.2 These rights are not absolute. For example, we may need to retain certain information to comply with a legal obligation, establish or defend legal claims, or exercise other lawful rights.

12.3 You may exercise your rights by contacting us at [Contact Email] or [Registered Address]. Please provide enough information to identify you and explain the request clearly.

12.4 We may need to verify your identity before completing a request. This is a security measure designed to prevent personal data being disclosed to the wrong person.

12.5 We will respond to a valid request without undue delay and normally within one month of receiving it. If a request is complex or there are multiple requests, the law may allow us to extend this period by up to a further two months. We will tell you if an extension is needed.

12.6 We will normally deal with rights requests free of charge. We may charge a reasonable fee or refuse a request where the law permits this because it is manifestly unfounded or excessive.

12.7 You can object to direct marketing at any time, and we will stop using your personal data for that purpose.

13. Automated decision-making and profiling

13.1 We do not carry out automated decision-making that produces legal effects, or similarly significant effects, on you.

13.2 We may use ordinary automated tools for website security, fraud prevention, account administration, analytics or order processing. These tools do not make decisions producing legal or similarly significant effects about you.

14. Third-party websites

14.1 Our website may contain links to websites, platforms or services operated by third parties.

14.2 Those third parties have their own privacy policies and terms. We are not responsible for the content, security or privacy practices of websites that we do not operate.

14.3 You should review the privacy information of any third-party website before providing personal data or using its services.

15. Do-not-track signals

15.1 Some browsers and devices offer “Do Not Track” or similar settings.

15.2 There is no consistent industry standard for responding to these signals. Our website does not currently treat a browser Do Not Track signal as a substitute for the cookie consent choices available through our Cookie settings tool.

16. Complaints and the Information Commissioner’s Office

16.1 If you have a concern about how we use your personal data, please contact us first at [Contact Email] or [Registered Address]. We will investigate and try to resolve the issue.

16.2 You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator:

Information Commissioner’s Office Website: https://ico.org.uk Helpline: 0303 123 1113

16.3 We would appreciate the opportunity to address your concern first, but you have the right to contact the ICO at any time.

17. Changes to this policy

17.1 We may update this privacy policy from time to time to reflect changes in our business, website, suppliers, legal requirements or data processing activities.

17.2 The latest version will be published on this page and will show its version date and last updated date at the top.

17.3 Where a change is significant, we may notify you by email, through the website or by another appropriate method where required by law.

18. Contact details

18.1 Privacy questions, rights requests and complaints should be sent to:

• Registered company name: [Registered Company Name]
• Trading name: vwy custom wear
• Company number: [Company Number]
• Registered address: [Registered Address]
• Email: [Contact Email]
• Telephone: [Phone Number]
• VAT number: [VAT Number]

End of Privacy Policy