Privacy Policy

1. Introduction

Cladloop respects the privacy of website visitors, customers, prospective customers, business contacts and account users. This policy describes the personal information we collect, how we use and share it, how long we keep it, and the choices and rights that may be available to you.

It applies to information handled through our website and in connection with enquiries, quotations, orders, accounts, marketing and customer service. It should be read together with any more specific notice that we provide at the point information is collected.

2. Who we are

Cladloop is the controller of the personal information described in this policy when it decides why and how that information is used. To contact us about this policy or our use of personal information, please use our Contact Us page.

3. Information we collect

The information we collect depends on how you interact with us and may include:

• your name, job title, company name and contact details;
• account sign-in information and account preferences;
• delivery and billing addresses;
• details of orders, quotations, returns, after-sales support and customer service communications;
• requirements for uniforms, customised clothing and branded merchandise, including sizes, colours, quantities and design instructions;
• logos, artwork, brand guidelines and related files that you choose to upload or otherwise provide;
• payment and transaction status information, including transaction references, amounts and refund status;
• website, device and browser information, IP addresses, logs and security information;
• cookie, analytics and preference information;
• newsletter subscriptions, marketing choices and communication records; and
• other information you choose to submit to us.

4. How we collect information

We may collect information directly from you when you create an account, place an order, request a quotation, contact customer service, upload brand materials or subscribe to marketing communications. We also collect some information when you use the website, including through cookies and similar technologies.

We may receive information from a business customer or its authorised contacts, and from delivery, payment or service partners involved in an enquiry or order. Where permitted by law, we may also receive information from public or commercial sources for business administration, verification or relationship-management purposes.

5. How we use personal information

We may use personal information to:

• prepare and provide quotations;
• process orders and payments;
• produce, personalise and deliver products;
• create and manage customer accounts;
• provide customer service and respond to enquiries;
• handle refunds, complaints, returns and after-sales support;
• send order confirmations, service messages and other transactional notices;
• protect the security of our website, accounts and payments, and prevent fraud or misuse;
• analyse and improve our website, products, processes and services;
• meet legal, regulatory, tax, accounting and record-keeping obligations; and
• send marketing where we have appropriate permission or another lawful basis to do so.

6. Lawful bases

Data protection law requires us to have a lawful basis for using personal information. Depending on the circumstances, we may use information because it is necessary to perform a contract with you, or to take steps you request before entering into a contract. We may also use information to comply with legal obligations.

In other cases, we may rely on our legitimate interests or those of another person, provided those interests are not overridden by your rights and interests. These interests may include operating and improving our business, maintaining customer relationships, securing our services and preventing fraud. Where the law requires it, we rely on consent, including for certain cookies or marketing activities.

You may withdraw consent at any time where processing is based on consent. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

7. Orders, quotations and custom artwork

To prepare a quotation, confirm specifications, produce goods and fulfil an order, we need information about the customer, delivery arrangements and product requirements. For uniforms, customised clothing and branded merchandise, this may include logos, artwork, brand guidelines, sizes, colours, quantities and design files.

A business customer may provide the names, contact details, sizes or delivery details of employees or other authorised recipients. We use that information only for the authorised business purpose for which it was supplied and related administration. Customers are responsible for ensuring they have the right to provide us with personal information about other people and with any logos, artwork or other brand materials they submit.

8. Payments

Payments may be processed by secure payment service providers. We may receive and retain information such as payment status, transaction reference, amount, refund status and information used for fraud checks. We do not need to receive or store your full payment card number, card security code or online banking credentials in order to maintain these transaction records.

9. Cookies and similar technologies

Our website uses cookies and may use session storage, local storage or similar technologies. Strictly necessary cookies support core functions such as security, consent choices, the shopping basket, account sign-in and checkout. Preference or functionality technologies can remember choices and support optional website features. Analytics technologies can help us understand how the website is used. Advertising or marketing technologies may be used only where they are enabled and permitted by your choices and applicable law.

Non-essential technologies are used in accordance with the settings available on the site and your choices. You can manage them through the website's Cookie preferences control, including by choosing Manage preferences, or through your browser settings. Disabling some cookies or similar technologies may affect certain website functions.

10. Sharing personal information

We may share personal information where necessary with the following categories of recipients:

• payment and fraud-prevention service providers;
• production, printing, embroidery and fulfilment partners;
• couriers and logistics providers;
• website hosting, IT, security and other technology providers;
• analytics and communications service providers;
• accountants, legal advisers, insurers and other professional advisers;
• regulators, law-enforcement bodies, tax authorities and other public authorities where required or permitted by law; and
• relevant parties in connection with a proposed or completed sale, reorganisation or transfer of a business or its assets.

We do not sell personal information for third parties to use for their own marketing. We require service providers and partners to handle information appropriately and only for authorised purposes.

11. International transfers

Some service providers may process personal information outside the United Kingdom. Where personal information is transferred across borders, we take steps to ensure that appropriate safeguards are used in accordance with applicable data protection requirements.

12. Data retention

We keep personal information only for as long as it is needed for the purposes for which it was collected, to manage complaints or disputes, and to meet legal, accounting, tax, security and contractual obligations. Different kinds of information may therefore be kept for different periods.

When deciding how long to retain information, we consider its nature, the order or contractual relationship, legal requirements, security and fraud risks, possible complaints or disputes, and the reasonable expectations of the people concerned. When information is no longer needed, we delete it, anonymise it or securely place it beyond use as appropriate.

13. Data security

We use reasonable technical and organisational measures designed to protect personal information. These may include access controls, authentication, secure systems, monitoring, backups, and controls for staff and suppliers. No system or method of transmission is completely secure, so we cannot guarantee absolute security.

14. Marketing communications

You can choose whether to receive marketing communications from us. You may unsubscribe by using the link provided in a marketing email or by contacting Cladloop through our Contact Us page. Opting out of marketing will not stop necessary communications such as order confirmations, security notices or customer service replies.

15. Your data protection rights

Depending on the circumstances and applicable law, you may have rights to:

• access personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information;
• ask us to restrict how information is used;
• object to certain uses of information;
• receive or transfer certain information in a portable format;
• withdraw consent where we rely on consent; and
• complain to the relevant supervisory authority.

These rights are not absolute and may not apply in every situation. We may need to verify your identity before acting on a request. To exercise a right, please use our Contact Us page.

16. Children's privacy

Our website and business services are not primarily directed at children, and we do not knowingly collect children's personal information. If you believe a child has provided personal information to us, please contact Cladloop so that we can review the matter and take appropriate action.

17. Third-party links

Our website may contain links to websites operated by third parties. Those organisations have their own privacy policies and are responsible for their own handling of personal information. Cladloop does not control their data-processing practices, so you should review the relevant third-party policy before providing information.

18. Changes to this policy

We may update this policy to reflect changes in our business, technology, legal requirements or how we use personal information. Where a change is important, we will provide notice in an appropriate way. The date at the top of this page shows when the policy was last updated.

19. Contact and complaints

If you have a question, wish to exercise a data protection right or want to make a complaint about how we handle personal information, please contact Cladloop through our Contact Us page.

You may also complain to the UK Information Commissioner's Office. Guidance and complaint routes are available on the ICO complaint page.