Privacy Statement | promolabmerchandise

PromoLab Merchandise Solutions Ltd
Effective date: February 2026

PromoLab Merchandise Solutions Ltd (“PromoLab”, “we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect personal data when you:

Visit our website (www.promolabmerchandise.com)
Contact us
Place orders with us
Use a PromoLab managed webstore
Engage us to supply, store or distribute merchandise

This policy is designed to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

PromoLab Merchandise Solutions Ltd
7 Bell Yard
London
WC2A 2JR
United Kingdom

Email: sales@promolabmerchandise.com
Phone: 0207 112 9084

For data protection purposes, PromoLab is the Data Controller of your personal data.

You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

2. The Types of Personal Data We Collect

We collect and process personal data relevant to providing our services.

a) Business Contact Information

Name
Job title
Company name
Business email address
Business phone number
Billing and delivery addresses

b) Order & Fulfilment Information

Delivery names and addresses (including event recipients where provided by clients)
Order history
Product preferences
Transaction records

c) Website Usage Data

IP address
Browser type and version
Pages visited
Date/time of visit
Device information

d) Payment Information

Payment card details are processed securely by third-party payment providers. PromoLab does not store full card numbers.

3. How We Use Your Data

We process personal data for the following purposes:

To provide and fulfil merchandise orders
To manage storage and distribution services
To operate client webstores
To respond to enquiries
To send service updates
To manage billing and payments
To comply with legal and accounting obligations
To improve our website and services
To send marketing communications (where permitted)

4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Contract
Where processing is necessary to fulfil orders, manage webstores or provide agreed services.

Legitimate Interests
To operate and improve our business, manage B2B relationships, and send relevant marketing communications to existing business contacts (where permitted by law).

Legal Obligation
To comply with tax, accounting and regulatory requirements.

Consent
Where required, for example for certain marketing communications or non-essential cookies.

5. Sharing Your Data

We share personal data only where necessary and with trusted third parties, including:

Warehousing and fulfilment partners (UK and EU)
Shipping and courier companies
Payment processors (e.g. Stripe and other regulated providers)
IT hosting providers
CRM and accounting software providers
Professional advisers (legal, accounting)

All third parties are required to handle personal data securely and in accordance with data protection law.

We do not sell personal data to third parties.

6. International Transfers

As an international merchandise supplier, personal data may be transferred outside the UK.

Where we transfer personal data internationally, we ensure appropriate safeguards are in place, such as:

Transfers to countries with UK adequacy decisions
Standard contractual clauses
Other legally approved transfer mechanisms

7. Data Retention

We retain personal data only as long as necessary for business and legal purposes.

Typical retention periods include:

Accounting and tax records: 7 years
Order and contract records: up to 7 years
Marketing data: until you unsubscribe or request removal
Website analytics data: retained in accordance with analytics provider settings

Where data is no longer required, it is securely deleted or anonymised.

8. Cookies and Website Tracking

Our website uses cookies and similar technologies to:

Enable core website functionality
Analyse website usage
Improve performance

Where required by law, we obtain your consent before placing non-essential cookies. You may manage cookie preferences via your browser settings or our cookie banner.

9. Security

We implement appropriate technical and organisational measures to protect personal data, including:

Encrypted data transmission
Secure access controls
Restricted staff access
Staff data protection training
Regular security reviews

No system can be guaranteed 100% secure, but we take commercially reasonable steps to protect personal data.

10. Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate data
Request erasure (subject to legal obligations)
Restrict processing
Object to processing (including direct marketing)
Request data portability
Withdraw consent where processing is based on consent

To exercise your rights, please contact:
sales@promolabmerchandise.com

We may need to verify your identity before responding.

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

11. Children’s Data

Our services are directed to businesses and are not intended for individuals under 18. We do not knowingly collect personal data from children.

12. Updates to This Policy

We review this Privacy Policy periodically and may update it to reflect changes in law or business operations.

If you have any questions about this Privacy Policy, please contact us:

By email: sales@promolabmerchandise.com

By phone number: 0207 112 9084

By mail: 7 Bell Yard, London, WC2A 2JR