This policy explains what personal information Aspinline collects when you use our website, ask for a quote or sample, order from us or contact us, what we do with it, and the rights you have. We keep it as short and plain as we can.

Who we are

Aspinline is the trading name of Aspinline Limited (company number 08749690), registered office Goodridge Court, Goodridge Avenue, Gloucester, GL2 5EN, trading from 4 North Court, The Courtyard, Woodlands, Bristol, BS32 4NQ. We are the controller of your personal information, which means we decide how it is used. We are registered with the Information Commissioner's Office (ICO) under registration number ZA870014.

For any privacy question or request, contact us at hello@aspinline.co.uk, on 0117 956 66 57, or by post at our Bristol address.

What we collect

• Contact details: your name, email address, phone number, and the organisation, club or unit you order for.
• Quote, sample and contact requests: what you tell us in our forms, such as the product, quantity, sizes, deadline and notes, plus the page you came from.
• Artwork and files: logos, designs, photos and documents you upload or email to us, and the proofs we create from them.
• Orders: billing and delivery addresses, what you ordered, payment status and order history. Card payments are handled by our payment providers; we never see or store your full card details.
• Your account: the email address you sign in with and your order and quote history.
• Messages: emails, calls, WhatsApp messages and website messages you exchange with us, including artwork approvals and change requests.
• Reviews: your review and rating if you choose to leave one.
• Marketing preferences: whether you have signed up to our emails.
• Website and advertising data: your IP address, device and browser type, the pages you view, how you arrived at our site (including the Google Ads click identifier when you arrive from one of our ads), and how you use our pages. This is collected through cookies and similar technology; see Cookies below.

We collect this from you directly, from your use of our website, and occasionally from someone ordering on your behalf, such as a colleague who gives us your delivery details.

How we use it and our lawful basis

Data protection law requires a lawful basis for each use of your information. Ours are:

What we do	Lawful basis
Prepare quotes, send samples, and answer your questions	Taking steps at your request before a contract, or our legitimate interest in responding to enquiries
Create artwork proofs, make and deliver your order, take payment, send updates and handle returns or problems	Performance of our contract with you
Run your online account so you can see orders, quotes and proofs	Performance of our contract with you
Keep invoices and accounting records	Legal obligation (tax and company law)
Follow up a quote you have not yet decided on, and tell you about reorders of goods you have bought before	Our legitimate interest in serving existing and prospective customers
Ask you to review your order	Our legitimate interest in collecting genuine customer feedback
Send our email newsletter and offers	Your consent, or for existing customers our legitimate interest in marketing similar products (you can opt out at any time)
Measure how our website and adverts perform and show you our adverts on other sites	Your consent through our cookie banner
Protect our website and forms from spam, fraud and misuse	Our legitimate interest in keeping our services secure

Where we rely on legitimate interests, we have weighed them against your rights and you can object at any time (see Your rights).

Who we share it with

We do not sell your personal information. We share it only with organisations that help us run our business, under contracts that require them to protect it and use it only on our instructions:

• Shopify: our website, checkout, customer accounts and file storage. Payments are processed by Shopify Payments, or by PayPal or Klarna if you choose them at checkout.
• Zoho: our order management and customer records system.
• Xero: invoicing and accounts. Quotient: our quotes.
• Railway and Zapier: the hosting and connections that pass your quote, sample, contact and order details between our systems.
• Cloudflare: spam and bot protection on our forms.
• Globo: the product options and artwork upload tool on our product pages.
• eKomi: our independent reviews service, which sends review requests on our behalf.
• Shopify Email: our email newsletter, if you have signed up.
• Google (Analytics, Ads and Tag Manager), Elevar (tracking of website events), Hotjar (anonymised page-use recordings) and Meta (Facebook and Instagram advertising): only if you accept the relevant cookies.
• Couriers (Royal Mail, DPD, DHL, UPS) and Ship24: to deliver and track your order.
• Our manufacturing partners: we send them your artwork and the order specification so they can make your goods. We never send them your contact details.
• Professional advisers and authorities: our accountants, lawyers and insurers where needed, and the police, HMRC or other authorities where the law requires it.

International transfers

Some of the organisations above store or process information outside the UK, including in the European Economic Area, the United States, Canada and India, and our manufacturing partners are mostly based in Asia. Where information leaves the UK we make sure it is protected by UK adequacy regulations, by the UK International Data Transfer Agreement or Addendum, or by an equivalent safeguard recognised by UK law.

How long we keep it

• Orders, invoices and accounting records: 6 years from the end of the financial year they relate to, as required by tax and company law.
• Artwork, proofs and order specifications: for as long as we keep your Tooling (at least 3 years from your last order), so we can make repeat orders for you. You can ask us to delete them sooner.
• Quotes and enquiries that do not lead to an order: 3 years from our last contact with you.
• Marketing list: until you unsubscribe. We keep a record of your opt-out so we do not email you again.
• Website analytics: in line with each provider's settings, no longer than 26 months.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, where we no longer need to keep it;
• ask us to restrict how we use it, or object to our using it on the basis of legitimate interests;
• object at any time to direct marketing, which we will always stop;
• ask for information you gave us in a portable, machine-readable format;
• withdraw your consent at any time, where we rely on consent. You can change your cookie choices using the cookie settings link at the bottom of every page.

To use any of these rights, contact us using the details above. There is no charge, and we will reply within one month.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. Our payment providers use automated checks to prevent fraud at checkout.

Cookies

Cookies are small files stored on your device when you visit a website. We use:

• Essential cookies: needed for the website to work, such as your basket, checkout, sign-in, security and remembering your cookie choices. These are always on.
• Analytics cookies: help us understand how visitors use our site so we can improve it (Google Analytics, Hotjar, Shopify analytics).
• Marketing cookies: measure whether our adverts work and show you our adverts on other sites (Google Ads, Meta). When you arrive from a Google advert and accept marketing cookies, we store the advert click identifier for 90 days so we can tell Google if you later request a quote or order. We do not use it for anything else.

Analytics and marketing cookies are only set if you accept them in our cookie banner. You can change your choice at any time with the cookie settings link at the bottom of every page, or block cookies in your browser settings, although parts of the site may not work properly without essential cookies. Shopify publishes a full list of the cookies its platform uses at shopify.com/legal/cookies.

Keeping your information safe

We use secure, access-controlled systems, limit access to the people who need it to do their jobs, and use encrypted connections throughout our website and checkout.

Children

Our website is not aimed at children under 13 and we do not knowingly collect their information. Orders for schools, clubs and youth groups should be placed by an adult.

Complaints

If you are unhappy with how we have handled your information, please contact us first and we will try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We will update this policy when the way we use personal information changes. The date at the top shows when it was last updated.