Privacy Policy.

Who we are

This privacy policy applies to Be Promotional Products Ltd and the personal information we process in connection with our website, enquiries, quotations, samples, orders, marketing and customer service.

For the purposes of applicable UK data protection law, Be Promotional Products Ltd is the controller of the personal information described in this notice.

How to contact us

Be Promotional Products Ltd
The Don Press, Sheffield, S1 2DN
Telephone: 0114 212 5706
Email: sales@bepromotional.co.uk

Information we collect

The personal information we collect depends on how you interact with us. It may include:

• Identity information, such as your name.
• Business information, such as your company or organisation name and job-related contact details.
• Contact information, such as your email address, telephone number and delivery or billing address.
• Enquiry and quotation information, including product requirements, quantities, deadlines, messages and project details.
• Order and transaction information, including products ordered, delivery details, invoices, payment status and related communications.
• Artwork and files that you upload or provide to us, including logos, artwork and branding information.
• Sample request information, including the contact and delivery details needed to arrange a sample.
• Marketing preferences, including whether you have asked to receive or stop receiving marketing communications.
• Website and technical information, such as IP address, browser/device information, cookie identifiers and information about how you use our website where collected by our website technologies.

Please avoid sending us personal information that is not necessary for your enquiry, quotation or order.

How and why we use your information

We only use personal information where we have a lawful reason to do so. The principal ways we use information are set out below.

Where we rely on legitimate interests, we consider our business need against your interests, rights and reasonable expectations. Where we rely on consent, you may withdraw that consent at any time.

Who we may share information with

We may share personal information where necessary to operate our business, fulfil your request or order, comply with the law or protect our legitimate business interests. Recipients may include:

• manufacturers, suppliers and branding partners involved in producing your merchandise;
• couriers, freight providers, fulfilment partners and other delivery services;
• website hosting, IT, cloud, email, communications and security providers;
• payment, banking and accounting providers where relevant to your transaction;
• analytics or advertising providers where their technologies are enabled with the required consent;
• professional advisers, including accountants, insurers and legal advisers;
• regulators, courts, law enforcement agencies or public authorities where disclosure is legally required or appropriate.

We do not sell your personal information to advertisers.

International transfers

Some of the suppliers or technology providers we use may process personal information outside the United Kingdom. This may also occur where an order is produced or fulfilled internationally.

Where UK data protection law requires safeguards for an international transfer, we take appropriate steps designed to protect the information. Depending on the destination and circumstances, these may include reliance on UK adequacy regulations or recognised contractual safeguards.

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, tax, regulatory, warranty, dispute-resolution and record-keeping requirements.

• Enquiries and quotations: retained for a reasonable period so we can respond, follow up and maintain an appropriate record of the enquiry.
• Orders and customer records: retained for the period needed to administer the customer relationship and for applicable financial, accounting and legal record-keeping requirements.
• Marketing information: retained while it remains relevant and permitted, or until you unsubscribe or object. We may retain minimal suppression information so we can respect an opt-out.
• Cookies and technical information: retained in accordance with the relevant cookie or technology settings and provider retention periods.

When information is no longer required, we will delete it, anonymise it or otherwise dispose of it securely where appropriate.

Your data protection rights

Depending on the circumstances and the lawful basis we rely on, UK data protection law gives you rights in relation to your personal information. These may include:

These rights are not absolute and may not apply in every circumstance. To exercise a right, contact us using the details at the end of this policy. We may need to verify your identity before acting on a request.

Keeping your information secure

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

Access to personal information is limited to people and service providers who need it for legitimate business purposes and who are expected to handle it appropriately.

No website, email system or internet transmission can be guaranteed to be completely secure. You should take appropriate care when sending information electronically.

Changes to this privacy policy

We may update this privacy policy from time to time to reflect changes in our business, website, suppliers or legal obligations. The latest version will be published on this page and the “last updated” date will be revised where appropriate.