Privacy Policy

Nordikota Print & Embroidery respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, purchase our products or services, request a quotation, contact us, provide artwork or otherwise interact with Nordikota Print & Embroidery.

It also explains your rights under applicable UK data protection law.

1. Who We Are

Nordikota Print & Embroidery is a partnership operated by Nigel Spicer and Sandra Spicer.  For the purposes of applicable data protection legislation, Nordikota Print & Embroidery is generally the data controller responsible for personal information processed in connection with our business.

Our contact details

Nordikota Print & Embroidery
Partners: Nigel Spicer and Sandra Spicer

Address:
3 Goldpits
Warboys
Cambridgeshire
PE28 2TF
United Kingdom

Telephone: 07484-661959

Email: sales@nordikota.co.uk

Website: https://nordikota.co.uk/

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the details above.

2. Personal Information We Collect

The information we collect depends on how you interact with us.

Information you provide to us

This may include:

• Your name
• Business name
• Email address
• Telephone number
• Billing address
• Delivery address
• Other contact details
• Account information
• Order details
• Quotation details
• Payment-related information
• Product preferences
• Garment sizes and colours
• Personalisation information
• Artwork
• Logos
• Photographs
• Names and numbers for personalised products
• Information contained in communications with us

Website and technical information

When you use our website, certain technical information may be collected automatically.

This may include:

• IP address
• Browser type
• Device type
• Operating system
• Website pages visited
• Date and time of visits
• Referring website
• Website interactions
• Approximate geographical information
• Technical information relating to website performance and security

The exact information collected may depend on the cookies and other technologies enabled on your device and the services used by our website.

3. How We Collect Information

We may collect information:

• Directly from you.
• When you create an account.
• When you place an order.
• When you request a quotation.
• When you complete a contact form.
• When you contact us by telephone or email.
• When you subscribe to our newsletter.
• When you provide artwork or personalisation information.
• When you interact with us through social media.
• Automatically when you use our website.
• From third parties where necessary to provide our services or where permitted by law.

4. How We Use Your Information

We use personal information for purposes including:

Processing orders

We use your information to:

• Process your order.
• Source the garments or products you have ordered.
• Produce printed or embroidered products.
• Personalise your order.
• Arrange delivery.
• Process payments.
• Provide order updates.
• Deal with returns, refunds and complaints.

Quotations and enquiries

We use your information to:

• Respond to enquiries.
• Prepare quotations.
• Discuss your requirements.
• Provide information about our products and services.
• Follow up on quotations where appropriate.

Customer accounts

Where you create an account, we use your information to:

• Maintain your account.
• Process orders.
• Provide access to your order history.
• Store relevant billing and delivery information.
• Improve your experience when placing future orders.

Customer service

We use information to:

• Answer questions.
• Resolve problems.
• Deal with complaints.
• Provide support.
• Communicate with you about your orders.

Business administration

We may use information for:

• Accounting.
• Invoicing.
• Tax and legal requirements.
• Record keeping.
• Debt recovery.
• Insurance purposes.
• Fraud prevention.
• Protecting our legal rights.
• Managing disputes.

Website improvement

We may use website and technical information to understand how visitors use our website and to improve its performance, functionality, security and usability.

5. Lawful Basis for Processing

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on the following.

Contract

We may process your information where this is necessary to enter into or perform a contract with you.

This includes:

• Processing orders.
• Producing personalised goods.
• Arranging delivery.
• Processing payments.
• Providing order-related customer service.

Legal obligation

We may process information where necessary to comply with a legal obligation.

This can include:

• Accounting requirements.
• Tax requirements.
• Legal record keeping.
• Responding to lawful requests from authorities.

Legitimate interests

We may process information where this is necessary for our legitimate business interests and those interests are not overridden by your rights.

Our legitimate interests may include:

• Operating our business.
• Providing and improving our services.
• Managing customer relationships.
• Maintaining website security.
• Preventing fraud and misuse.
• Protecting our business and legal rights.
• Managing complaints and disputes.

Consent

Where consent is legally required, we will ask you for it.

This may apply to certain marketing activities or non-essential cookies.

Where processing is based on consent, you can withdraw your consent at any time.

6. Marketing

We may use your contact details to send information about Nordikota products, services, offers and promotions where we are legally permitted to do so.

Where consent is required, we will obtain the appropriate consent before sending marketing communications.

You can unsubscribe from marketing communications at any time.

You can also contact us directly and ask us to stop sending marketing communications.

We will respect valid objections to direct marketing.

7. Cookies

Our website uses cookies and similar technologies.

Cookies may be used for purposes including:

• Website functionality.
• Shopping basket functionality.
• Customer account functionality.
• Website security.
• Remembering preferences.
• Analysing website traffic.
• Improving website performance.
• Personalising content.
• Advertising.
• Social-media functionality.

Our website currently displays a cookie notice that allows visitors to manage their cookie preferences.

Some cookies may be provided by third-party services.

Where consent is legally required for non-essential cookies, those cookies should only be used in accordance with the choices made through our cookie-management mechanism.

You can also control cookies through your browser settings.

Disabling certain cookies may affect the operation of parts of our website.

8. Analytics and Advertising

We may use analytics and advertising technologies to understand how visitors interact with our website and, where permitted, to provide relevant advertising.

The technologies used may change from time to time.

Where third-party services process personal information on our behalf, we will take appropriate steps to ensure that the processing complies with applicable data protection requirements.

Where consent is required, we will obtain it before activating the relevant non-essential technology.

We will not state that a particular third-party advertising or analytics service is used unless that service is actually installed and operating on our website.

9. Who We Share Information With

We do not sell your personal information.

We may share relevant personal information with third parties where necessary to operate our business, provide our services, fulfil orders or comply with legal obligations.

These may include:

Product and garment suppliers

We may provide relevant information to suppliers where necessary to source or fulfil products.

Printers and production providers

Where third-party production services are required, we may provide the information necessary to complete the order.

Delivery and courier companies

We may provide information such as:

• Name
• Delivery address
• Telephone number
• Other delivery information

where required to deliver your order.

Payment providers

Payments may be processed by third-party payment providers.

Where payment is processed by a third party, that provider will process payment information in accordance with its own privacy policy and applicable law.

We do not normally store complete payment card details ourselves.

Website and technology providers

We may use third-party providers for:

• Website hosting.
• Website functionality.
• Website security.
• Email services.
• Backups.
• Analytics.
• Online ordering.
• Customer accounts.
• CAPTCHA and security services.

Professional advisers

We may share relevant information with:

• Accountants.
• Solicitors.
• Insurers.
• Other professional advisers.

where reasonably necessary.

Authorities

We may disclose personal information where required by law or where necessary to comply with a lawful request.

10. Customer Artwork and Personalisation

Customers may provide artwork, photographs, logos, names, numbers and other information for use in personalised products.

We use this information primarily to fulfil the customer's order.

If you provide personal information relating to another person, you are responsible for ensuring that you have the appropriate authority or permission to provide it to us.

For example, this may apply where you provide:

• A customer's name.
• An employee's name.
• A photograph.
• A team member's details.
• A child's name for a school or sports garment.

We may retain relevant artwork and production information where reasonably necessary for repeat orders, customer service, record keeping or other legitimate business purposes.

11. Customer Accounts

Our website provides customer account functionality, including access to order-related information.

If you create an account, we may process:

• Your name.
• Email address.
• Password credentials.
• Billing address.
• Delivery address.
• Order history.
• Account preferences.

Passwords are stored using appropriate security mechanisms and are not normally accessible to us in plain text.

12. Contact Forms

Our website provides contact forms that may request information including your name, email address, telephone number and message.

We use this information to respond to your enquiry and, where appropriate, provide the services or information you have requested.

Our contact forms also use CAPTCHA or similar security technology to help prevent automated or abusive submissions.

The provider of such technology may process technical information in accordance with its own privacy policy.

13. Newsletter

Our website provides a newsletter subscription facility.

If you subscribe, we may use your email address to send newsletters, promotions and other marketing communications in accordance with applicable law.

You can unsubscribe at any time.

14. Social Media

Our website provides links to social-media platforms including Facebook, Instagram and YouTube.

If you interact with us through social media, the relevant platform may process your personal information according to its own privacy policy.

We do not control how those platforms process personal information.

15. International Transfers

Some third-party service providers we use may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required by applicable data protection legislation.

16. How Long We Keep Your Information

We do not keep personal information indefinitely without a reason.

Information is retained only for as long as reasonably necessary for the purpose for which it was collected, unless we are legally required or otherwise permitted to retain it for longer.

Different categories of information may be retained for different periods.

Orders and customer records

We may retain relevant information for as long as necessary for:

• Accounting.
• Tax requirements.
• Legal obligations.
• Customer service.
• Repeat orders.
• Warranty or fault enquiries.
• Dispute resolution.
• Protecting our legal rights.

Artwork and production files

We may retain artwork, embroidery files and production information where reasonably necessary for:

• Repeat orders.
• Customer service.
• Production records.
• Business administration.

When personal information is no longer reasonably required and there is no legal or legitimate reason to retain it, we will securely delete or dispose of it.

17. Information Security

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access.
• Unauthorised disclosure.
• Accidental loss.
• Destruction.
• Damage.
• Unauthorised alteration.

Access to personal information is restricted to those who reasonably need it for business purposes.

No electronic transmission or storage system can be guaranteed to be completely secure, so we cannot guarantee absolute security.

18. Your Data Protection Rights

Depending on the circumstances, you may have rights under UK data protection law including:

Right of access

You can ask for a copy of the personal information we hold about you.

Right to rectification

You can ask us to correct inaccurate or incomplete information.

Right to erasure

In certain circumstances, you can ask us to delete your personal information.

This right is subject to legal exceptions.

Right to restrict processing

In certain circumstances, you can ask us to restrict how we use your personal information.

Right to object

You may have the right to object to certain types of processing.

You have an absolute right to object to direct marketing.

Right to data portability

In certain circumstances, you may have the right to receive personal information you have provided to us in a structured, commonly used and machine-readable format.

Right to withdraw consent

Where we rely on your consent, you can withdraw that consent at any time.

These rights are subject to applicable legal conditions and exemptions.

19. Exercising Your Rights

If you wish to exercise a data protection right, please contact:

Email: sales@nordikota.co.uk

Please provide enough information for us to identify you and understand your request.

We may need to verify your identity before processing certain requests.

We will respond within the timeframe required by applicable data protection legislation.

20. Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we can investigate the matter.

You also have the right to complain to the Information Commissioner's Office (ICO).

The ICO provides information about data protection rights and complaints through its website.

Information Commissioner's Office

21. Children's Information

Our website and services are not specifically directed at children.

We do not knowingly collect children's personal information for marketing purposes.

Where children's information is provided as part of an order, such as schoolwear, sportswear or team clothing, we will process that information only as reasonably necessary to fulfil the order and provide the requested service.

22. Photographs and Marketing Materials

Where customers provide photographs or artwork for an order, we will use those materials primarily for fulfilling the relevant order.

We may photograph completed products for our portfolio, website or social-media marketing.

Where such photographs contain identifiable individuals, personal information or other material requiring permission, we will consider whether appropriate permission is required before using the material for marketing purposes.

If you do not want your completed order photographed or used for marketing purposes, please tell us before production or when placing your order.

23. Automated Decision-Making

We do not currently use personal information to make decisions about customers based solely on automated processing that produce legal or similarly significant effects.

If this changes, we will update this Privacy Policy and provide any information required by applicable law.

24. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes to our business.
• Changes to our website.
• Changes to the services we use.
• Changes in how we process personal information.
• Changes in applicable legislation.
• Changes in regulatory guidance.

The latest version will always be published on this page.

Where a significant change affects how we use personal information, we will provide additional information where required.

25. Contact Details

Nordikota Print & Embroidery

Business structure: Partnership

Partners: Nigel Spicer and Sandra Spicer

3 Goldpits
Warboys
Cambridgeshire
PE28 2TF
United Kingdom

Telephone: 07484-661959

Email: sales@nordikota.co.uk

Website: https://nordikota.co.uk/