Privacy Policy
Last updated: 6 August 2026
Lincoln by Design Limited respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit www.lincolnbydesign.co.uk, contact us, request a quotation, place an order or otherwise do business with us.
1. Who we are
Lincoln by Design Limited is the controller responsible for the personal information described in this policy.
Our contact details are:
Lincoln by Design Limited Unit 1A, Loves Lane Industrial Estate Sutterton Boston Lincolnshire PE20 2EU
Telephone: 01205 381116 Email: admin@lincolnbydesign.co.uk
If you have any questions about this policy, wish to exercise your data protection rights or want to make a complaint about how we have handled your information, please contact us using the details above.
2. The personal information we collect
Depending on how you interact with us, we may collect:
· Your name, job title and organisation.
· Your postal address, delivery address and billing address.
· Your telephone number and email address.
· Information submitted through our website, enquiry forms, emails, telephone calls or social media accounts.
· Details of products or services you are interested in.
· Quotations, orders, invoices, payment status and transaction records.
· Artwork, logos, names, initials, garment details and personalisation instructions supplied for an order.
· Records of correspondence, enquiries, complaints and customer service requests.
· Marketing preferences and records of any consent you have given.
· Technical information about your use of our website, including your IP address, browser, device type and information collected through cookies or similar technologies.
· Information provided by a business, school, college, club, society or other organisation placing or coordinating an order on your behalf.
We do not normally collect special category information, such as information about your health, ethnicity, religion or political opinions. Please do not provide this type of information unless it is necessary and we have specifically requested it.
3. How we collect your information
We may collect personal information:
· Directly from you when you contact us, complete a form, request a quotation or place an order.
· When you visit or interact with our website.
· During telephone, email, social media or face-to-face conversations.
· From an organisation arranging an order, collection or delivery on your behalf.
· From payment, delivery, website, ecommerce or other service providers involved in fulfilling your request.
· From publicly available sources, such as company websites, business directories and Companies House, where appropriate.
If you provide personal information about another person, you must ensure that you are authorised to do so and that they have been given access to this Privacy Policy.
4. How and why we use your information
UK data protection law requires us to have a lawful basis for using personal information.
How we use your information Lawful basis
Responding to enquiries and
preparing quotations Taking steps at your request before entering into a contract and our legitimate interests in responding to potential customers
Processing, producing, personalising
and delivering orders Performance of a contract
Managing customer and supplier
relationships Performance of a contract and our legitimate interests in operating our business
Processing payments and maintaining
transaction records Performance of a contract and compliance with our legal obligations
Providing customer service and
handling problems, returns or
complaints Performance of a contract, legal obligations and our legitimate interests
How we use your information Lawful basis
Retaining tax, accounting and
business records Compliance with legal obligations
Protecting our website, systems,
premises, customers and business Our legitimate interests in maintaining security and preventing fraud
Improving our website, products and
services Our legitimate interests in understanding and improving our business or, where required, your consent
Sending marketing communications Your consent or our legitimate interests, where permitted by law
Establishing, exercising or defending
legal claims Our legitimate interests and compliance with legal obligations
Where we rely on legitimate interests, we consider whether using your information is necessary and proportionate and balance our interests against your rights and expectations.
5. Marketing communications
We may send you information about products, services or offers where you have asked to receive it or where the law otherwise permits us to do so.
You can stop receiving marketing communications at any time by: · Contacting us at admin@lincolnbydesign.co.uk.
Opting out of marketing will not affect essential communications about a quotation, order, payment, delivery or existing customer relationship.
We may retain a minimal record of your contact details on a suppression list to ensure that we respect your request not to receive further marketing.
6. Cookies and website information
Our website may use cookies and similar technologies to operate correctly, remember preferences and understand how visitors use the site.
Where required, we will ask for your consent before using non-essential cookies. You can manage your choices through our cookie banner or settings.
Further information is available in our separate Cookie Policy.
7. Who we share your information with
Where necessary, we may share relevant personal information with:
· Garment, product and material suppliers.
· Embroidery, printing, engraving or other production partners where work is subcontracted.
· Delivery companies, couriers and postal service providers.
· Website hosting, ecommerce, email, IT support and cloud-storage providers.
· Payment-processing and banking providers.
· Accountants, insurers, legal advisers and other professional advisers.
· Marketing, analytics and communication service providers where applicable.
· Government departments, regulators, courts, law-enforcement bodies or other authorities where required by law.
· A purchaser, investor or professional adviser in connection with a proposed sale, merger or restructuring of our business.
We only share information that is reasonably necessary for the relevant purpose. Where another organisation processes personal information on our behalf, we require it to protect the information and use it only in accordance with our instructions and applicable law.
We do not sell your personal information.
8. International transfers
Some of our technology, website, communications or cloud-service providers may store or access information outside the United Kingdom.
Where personal information is transferred internationally, we take appropriate steps to ensure that it remains protected. These may include transferring information to a country recognised by the UK as providing adequate protection, using approved contractual safeguards or relying on another legally permitted transfer mechanism.
You may contact us if you would like further information about the safeguards used for a particular transfer.
9. How long we keep your information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting and reporting requirements.
Our usual retention periods are:
· General enquiries that do not result in an order: normally up to two years after our last meaningful contact.
· Customer, quotation, order and transaction records: normally six years after the end of the relevant financial year or the end of the customer relationship.
· Invoices and accounting records: normally six years, in line with UK tax and accounting requirements.
· Artwork, logos and personalisation records: for as long as reasonably required to complete the order, manage queries and facilitate authorised repeat orders. Unnecessary personalisation data will be removed when no longer required.
· Marketing information: until you withdraw your consent, object to marketing or the information is no longer required. We may retain limited suppression information after an opt-out.
· Website and cookie information: for the periods explained in our Cookie Policy.
· Complaint and legal records: for as long as reasonably necessary to resolve the matter and protect our legal position.
We may keep information for longer where there is an ongoing dispute, legal claim, regulatory requirement or other lawful reason.
When personal information is no longer required, we will delete it, anonymise it or securely dispose of it.
10. Keeping your information secure
We use appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.
Access to personal information is restricted to people and service providers who need it for legitimate business purposes. Those handling information on our behalf are required to keep it secure and confidential.
However, no website, email system or internet transmission can be guaranteed to be completely secure. Please take care when sending confidential information electronically.
11. Children’s information
Our website and services are not generally directed at children.
We may occasionally receive a child’s name, initials, sizing details or other limited information where a parent, guardian, school, college, club or society is arranging personalised clothing.
We expect the person or organisation providing this information to have the authority and appropriate lawful basis to do so. We only use the information necessary to produce, manage and deliver the relevant order.
12. When you must provide information
When we need personal information to enter into or perform a contract, or to comply with a legal obligation, you may be required to provide it.
If you do not provide the requested information, we may be unable to prepare a quotation, process an order, personalise products, take payment or arrange delivery.
13. Your data protection rights
Depending on the circumstances and the lawful basis we rely upon, you may have the right to:
· Ask for access to the personal information we hold about you.
· Ask us to correct inaccurate or incomplete information.
· Ask us to delete your information.
· Ask us to restrict how we use your information.
· Object to our use of your information, including its use for direct marketing.
· Ask to receive certain information in a portable format or have it transferred to another organisation.
· Withdraw your consent at any time where we rely on consent.
These rights are not absolute and may not apply in every situation. We may need to verify your identity before responding to a request.
We will normally respond to a valid request within one month. You will not usually have to pay a fee, although the law allows us to charge a reasonable fee or refuse a request in limited circumstances.
You have an absolute right to object to the use of your personal information for direct marketing. To exercise any of these rights, please contact sales@lincolnbydesign.co.uk.
14. Data protection complaints
If you are unhappy with how we have collected or used your information, please contact us at sales@lincolnbydesign.co.uk.
We will:
· Provide a clear way for you to make a complaint.
· Acknowledge your complaint within 30 days.
· Investigate it appropriately and without undue delay.
· Keep you informed of its progress.
· Tell you the outcome once our investigation is complete.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Telephone: 0303 123 1113 Website: www.ico.org.uk
We would appreciate the opportunity to address your concerns first, but you are not required to contact us before approaching the ICO.
15. Automated decision-making
We do not use your personal information to make decisions about you solely by automated means where those decisions would have legal or similarly significant effects.
16. Links to other websites
Our website may contain links to websites operated by other organisations, including social media platforms.
We are not responsible for the privacy practices or content of third-party websites. You should read the privacy policy of any external website you visit.
17. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our business, website, services or legal obligations.
The current version will always be published on this page. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals before the new use begins.
This covers the transparency information required by the UK GDPR and reflects the Data (Use and Access) Act 2025, including the data-protection complaints procedure that became mandatory on 19 June 2026. The relevant current sources are the ICO’s right-to-be-informed guidance and its updated privacy-notice guidance.