Privacy Policy

Last updated: 2nd October 2026

1. Who we are

SP Workwear is a trading name of Something Personal Ltd, a company registered in England and Wales (company number 07407963), of Process House, Smithfield Road, Maidenhead, Berkshire [SL6 3NP]. We are the controller of the personal information described in this policy. 

If you have any questions about this policy or how we handle your information, contact us:

• Email: [email protected]
• Phone: 01628 308810
• Post: Data Protection, SP Workwear, Process House, Smithfield Road, Maidenhead SL6 3NP

Operations Director is responsible for data protection at SP Workwear.

This policy covers our website, quotes and orders, customer and staff ordering portals (including portals we run on the Fully Branded platform), our sales and marketing, and how we communicate with you. Most of our customers are organisations, so much of the information we hold is about people in a work capacity, such as a name, job title and work email address.

2. The information we collect

Type	Examples
Identity and contact	Name, job title, organisation, work email, phone number, billing and delivery addresses
Orders and accounts	Quotes, products, quantities, sizes, order history, credit account details, portal log-ins
Your staff	Names and sizes of staff you are ordering for, and names or initials to be personalised on garments
Artwork	Logos, artwork files and the proofs we create from them
Payments	Payment confirmations. Card payments are handled by our payment providers [Stripe / PayPal] and we do not store full card details
Communications	Emails, enquiry forms, call notes and, where we tell you at the start of the call, call recordings and transcripts
Website use	IP address, device and browser details, pages visited and how you arrived, collected through cookies (see our Cookie Policy)
Marketing	Your marketing preferences and how you interact with our emails
Prospect information	Business contact details and company information about organisations we think may benefit from our services

If you give us details about your colleagues or staff (for example names and sizes for a uniform order), please make sure they know you are sharing this with us for that purpose.

3. Where we get it from

• From you, when you request a quote, place an order, open an account, use a portal, sign up to our newsletter, call or email us, or visit our showroom.
• From your organisation, when a colleague or your employer places an order that includes you.
• From public sources, such as company websites, Companies House, LinkedIn and trade association member directories.
• From business data providers, such as Lusha, who supply and verify business contact details for sales prospecting.
• Automatically, through cookies and similar technologies when you use our website, if you have agreed to them.

4. How we use it, and our legal basis

UK data protection law requires us to have a lawful basis for each use of your information.

What we do	Lawful basis
Preparing quotes, producing and delivering orders, proofs and after-sales support	Contract, or steps before a contract. Where you order on behalf of your employer: legitimate interests
Running customer accounts, credit accounts and ordering portals	Contract and legitimate interests
Invoicing, accounting and tax records	Legal obligation
Customer care, such as reorder reminders and checking orders arrived as expected	Legitimate interests
Business-to-business marketing to people at organisations, by email, phone, post or LinkedIn, with an easy opt-out every time	Legitimate interests
Marketing emails to sole traders and individuals, and our newsletter	Consent (you can withdraw it at any time)
Website analytics and advertising cookies	Consent, given through our cookie banner
Using AI tools to help us do the above (see section 5)	Legitimate interests, and contract where it relates to your order
Security, preventing fraud, and establishing or defending legal claims	Legitimate interests and legal obligation

Where we rely on legitimate interests, our interest is running and growing our business efficiently and serving customers well. We have weighed this against your rights and we only use information in ways you would reasonably expect from a business supplier. You can object at any time (see section 9).

5. How we use artificial intelligence (AI)

We use AI tools to help our team work faster and give you a better, more reliable service. AI helps us. It does not replace the people you deal with, and a member of our team stays responsible for anything that affects you.

What we use AI for

• Writing and checking communications. Drafting and proofreading emails, quotes and proposals. A member of our team reviews these before they are sent.
• Summarising and organising information. Summarising enquiries, emails, notes and order details so we can respond quickly and accurately and nothing is missed.
• Sales calls and meetings. With your knowledge, we may record and transcribe calls held on Microsoft Teams and use AI to produce a summary and action points, which are saved to our customer records. We will always tell you at the start of a call if it is being recorded, and you can ask us not to.
• Sales and marketing insight. Analysing information in our customer relationship management system (Zoho CRM) to understand which organisations may benefit from our services, prioritise follow-ups and make our outreach relevant to your sector and needs.
• Finding and checking business contact details. Using business data providers, some of which use AI, to find and verify contact details for people at organisations we would like to work with.
• Artwork and design. Using AI-assisted tools to clean up or convert logos and to create product mock-ups and visual proofs.
• Content and internal reporting. Writing website, blog and social media content, and producing internal reports and dashboards. These generally do not involve your personal information.

What we do not do

• We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. Decisions such as opening a credit account, pricing or resolving a complaint are made by people.
• We do not sell your information.
• We use business versions of AI tools whose terms do not allow the provider to use our data to train their models.
• We do not put payment card details, or sensitive information such as health data, into AI tools.
• We only give AI tools the information needed for the task.

Who provides our AI tools

Our main AI providers are Anthropic (Claude), OpenAI (chatGPT), Microsoft (Microsoft 365 and Teams, including transcription [and Copilot]), Zoho (AI features within Zoho CRM and Lusha (business contact data). Each acts under a data processing agreement and only processes information on our instructions or as described in its own privacy policy. Some of these providers process data outside the UK (see section 7).

If you would prefer we did not use AI tools when handling your information, or you would like a person to review anything AI has helped with, contact us and we will do our best to accommodate you.

6. Who we share it with

We only share your information where it is needed for the purposes above:

• Production and supply partners, such as garment wholesalers and, where needed, specialist decoration partners.
• Portal platform providers, including Fully Branded, which hosts our customer ordering portals.
• Couriers and delivery companies, to deliver your order.
• Payment providers, to process payments.
• Software and IT providers who host or support our systems, including Zoho (CRM, forms, email marketing and invoicing), Microsoft 365, Dropbox and our website hosting and e-commerce platform [host name, e.g. WordPress / WooCommerce host].
• AI providers, as described in section 5.
• Marketing, analytics and review services, such as Google, Meta (Facebook and Instagram), LinkedIn and Trustpilot, where you have agreed to cookies or we invite you to leave a review.
• Professional advisers, such as our accountants, lawyers and insurers.
• Our related business Print & Deliver, which shares our premises, only where it is involved in supplying your order.
• Regulators, police and other authorities, where the law requires us to.
• A buyer or investor, if all or part of our business is sold, merged or restructured, in which case your information would continue to be protected in line with this policy.

7. International transfers

Some of our providers, including AI, software and marketing providers, may process information outside the UK, for example in the European Economic Area or the United States. Where this happens we make sure appropriate protection is in place, such as UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework), the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses. Our Zoho account is hosted in Zoho’s EU data centre.

8. How long we keep it

Information	How long
Customer and order records	6 years after your last order, for tax and legal reasons
Artwork and logos	While your account is active, so you can reorder easily, and up to [6] years after your last order
Quotes and enquiries that do not lead to an order	[2] years from our last contact
Prospect information	[2] years from our last meaningful contact, or sooner if you ask us to stop
Call recordings	[90 days]. Transcripts and summaries are kept with your customer record
Marketing opt-outs	Indefinitely, so we can make sure we respect your wishes
Cookie data	As set out in our Cookie Policy

9. Your rights

You have the right to:

• access the information we hold about you;
• correct information that is wrong or incomplete;
• delete your information in certain circumstances;
• restrict how we use it in certain circumstances;
• object to us using it based on legitimate interests, including AI-assisted analysis;
• object at any time to direct marketing, in which case we will stop;
• withdraw consent where we rely on it;
• data portability, to receive information you gave us in a reusable format;
• contest automated decisions and ask for human involvement, should we ever make one about you.

There is normally no charge. We will respond within one month, which may be extended by up to two further months for complex requests (we will tell you if so). You can make a request by email, phone or post, or using our online form: https://www.spworkwear.co.uk/gdpr-request-personal-data/

Every marketing email includes an unsubscribe link, and you can also ask any member of our team to stop contacting you.

10. Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can complain by email to [[email protected]], by phone on 01628 308810, by post, or using our online complaints form [link to form]. We will acknowledge your complaint within 30 days, investigate it, and let you know the outcome without undue delay.

If you are not satisfied with our response, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

11. How we keep your information secure

We use appropriate technical and organisational measures to protect your information, including access controls and multi-factor authentication on our business systems, encryption provided by our software suppliers, limiting access to staff who need it, and data processing agreements with our suppliers. No system is completely secure, but if a breach occurs that puts you at risk we will tell you and the ICO where the law requires.

12. Cookies

Our website uses cookies. Analytics and advertising cookies are only set if you agree to them through our cookie banner, and you can change your choices at any time using the Manage Consent option. Full details are in our Cookie Policy: https://www.spworkwear.co.uk/cookie-policy/

13. Children

Our services are aimed at businesses and organisations. Although we supply children’s clothing to schools, clubs and teams, we do not knowingly collect information directly from children. Where children’s names are supplied for personalisation, they are provided by the organisation or parent placing the order and used only for that order.

14. Other websites

Our website links to other websites, including our portal platform, review sites and social media. This policy does not cover them, so please read their own privacy policies.

15. Changes to this policy

We review this policy regularly and will update it when our services, the tools we use or the law changes. The date at the top shows when it was last updated. If we make significant changes, we will let customers know.