Privacy policy

What we collect and why

• Quote requests: your name, work email, phone, company, role, needed by date and notes, plus the products, packs and delivery option you choose. We use them to prepare your quote, send you mockups and follow up. Legal basis: taking steps at your request before a contract, then the contract itself.
• Artwork: the logos and files you upload. We use them to make mockups and to brand your order. Legal basis: the contract.
• Site lists: the site names, contact names, phone numbers and addresses in a multi site CSV. We use them only to deliver your order to each site. Legal basis: the contract.
• Enquiries: the details you send through the contact form or by email or phone. We use them to answer you. Legal basis: our legitimate interest in replying to people who contact us.
• Newsletter: your email address, if you sign up. We send product and pack ideas, about once a month. Legal basis: your consent, which you can withdraw at any time with the unsubscribe link in every email.
• Website use: if you accept analytics or advertising cookies, Google collects information about how you use the site and which ads brought you here. Legal basis: your consent. See our cookie policy.
• Orders and invoices: once you place an order, we keep the order, invoice and payment records. Legal basis: the contract, and our legal duty to keep tax records.

We do not sell personal data, we do not use it for automated decisions about you, and we only add you to our newsletter if you sign up yourself.

Information about other people

If you send us a site list or other people's details, please only include people who expect a delivery from you, and let them know you are sharing their details with us for that purpose. We use those details only to deliver your order.

Who we share it with

We share personal data only with the companies that help us run the site and fulfil your order, and only what they need:

• Supabase, which hosts our database and stores your artwork (London, United Kingdom).
• Vercel, which hosts this website (United States).
• Resend, which sends our quote and enquiry emails (United States).
• TaggIQ, our quoting and production system, and Xero, our accounts and invoicing system.
• Our product suppliers, PF Concept and Mid Ocean, who receive your artwork when they brand your products, and delivery details when they ship to you directly.
• Couriers, who receive the delivery details for each address.
• Google, for analytics and advertising, only if you accept those cookies.
• Our professional advisers, and public authorities where the law requires it.

Transfers outside the EU

Some of these companies are based in, or use services in, the United Kingdom and the United States. Transfers to the United Kingdom are covered by the European Commission's adequacy decision for the UK. Transfers to the United States are made to companies certified under the EU US Data Privacy Framework, or under the European Commission's standard contractual clauses.

How long we keep it

• Quote requests and artwork that do not become an order: 2 years after our last contact.
• Orders, invoices and their artwork: 6 years, for tax and accounting records.
• Site lists: 12 months after the order is delivered.
• Enquiries: 2 years after our last contact.
• Newsletter: until you unsubscribe.
• Analytics: no longer than 14 months, in line with our Google Analytics settings.

How we protect it

Your details and artwork are stored in private storage, sent over encrypted connections and seen only by our team and the companies listed above. Our admin area is limited to named team members.

Your rights

You can ask us to give you a copy of your data, correct it, delete it, limit how we use it or send it to you in a portable format. You can object to us using it for our legitimate interests, and you can withdraw consent at any time. Email us at info@promotionalgifts.ie and we will reply within one month.

If you are unhappy with how we handle your data, you can complain to the Data Protection Commission at dataprotection.ie. We would appreciate the chance to put things right first.

Changes to this policy

We will update this page when we change how we use personal data, and change the date at the top.