Privacy Policy

1. Who we are

Speedsoft Direct LTD is the controller responsible for the personal information described in this policy. SD Customs is operated by Speedsoft Direct LTD.

• Company name: Speedsoft Direct LTD.
• Company number: 16544642.
• Place of registration: England and Wales.
• Registered office and correspondence address: 1 Infirmary Road, Dewsbury, West Yorkshire, WF13 2JG, United Kingdom.
• Website: speedsoftdirect.co.uk .

2. Information we handle

Depending on how you use our services, the information involved may include:

• Contact information: names, email addresses, telephone numbers, billing addresses and delivery addresses.
• Account information: account identifiers, login credentials, preferences and account activity.
• Order and transaction information: products, quantities, prices, order references, payment status, refunds, delivery instructions and tracking details.
• Custom-order information: team names, garment sizes, player names, shirt numbers, design briefs, revision requests, proof approvals and production instructions.
• Files: artwork, logos, photographs and source files supplied for a project, including personal information or metadata contained within them.
• Communications: enquiries, support messages, complaints and our responses.
• Technical information: IP addresses, browser and device information, access times, website requests and security records.
• Privacy preferences: consent choices, marketing objections and records of data protection requests.

Please only provide information needed for your order or enquiry. Do not include medical information, identity documents or other sensitive personal details in artwork or production notes unless we have specifically explained why they are needed.

3. Where information comes from

Information comes directly from you when you browse, register, order, upload files or communicate with us. Technical records can also be generated through use of the website.

We receive relevant information from payment providers, delivery services and production partners. A team organiser or another customer may provide your details when ordering personalised goods or arranging delivery for you.

If you provide information about other people, make sure you are entitled to share it and give them access to this policy. We remain responsible for our own use of their information.

4. Why we use information

Providing accounts, orders and support

We use information to respond to enquiries, take steps you request before ordering, manage accounts, process orders, arrange payment and delivery, and provide after-sales support. Where you are the customer, our lawful basis is performance of our contract with you or steps requested before entering it.

Designing and producing custom goods

Briefs, files, personalisation, sizes and approvals are used to prepare and manufacture the products requested. For the customer placing the order, this processing is necessary for our contract.

For team members or recipients who are not parties to that contract, our lawful basis is our legitimate interest in fulfilling authorised orders and providing the requested personalisation or delivery. This requires us to consider their interests and use only information reasonably needed.

Security, administration and disputes

We rely on legitimate interests to protect our services, investigate suspected misuse, prevent fraud, manage business administration and establish or defend legal claims. Those interests must be balanced against individuals' rights.

Legal requirements

Some processing is necessary to meet legal obligations, including applicable accounting and tax record requirements and legally binding requests from authorities.

Optional uses

Where an optional activity requires consent, we must obtain it before that activity begins. Accepting our terms or placing an order does not by itself give consent to unrelated marketing or optional tracking.

5. Information needed for an order

We need certain details to process payment, prepare goods and deliver them. If essential information is missing, we may be unable to complete the relevant service. We will explain what is needed.

Optional marketing preferences are separate from the details required to fulfil your order.

6. Payments and transaction records

Our website uses WooCommerce to manage orders. Payments are handled by the payment service selected at checkout, including WooPayments where offered.

Payment providers process information for payment authorisation, fraud prevention and their own legal obligations. Their applicable privacy information is available through their service or checkout.

Our records may contain transaction references, amounts, payment status and limited payment-method details. Do not send full card numbers or security codes in messages, contact forms or uploaded files.

7. Who information is shared with

Relevant information may be provided to:

• Authorised staff and people assisting with customer support, design and order administration.
• Website hosting, maintenance, storage, backup and security providers.
• Payment services and financial institutions.
• Designers and manufacturers carrying out custom orders.
• Couriers and delivery providers.
• Communication services used for customer correspondence and supplier notifications.
• Professional advisers and authorities where disclosure is necessary and lawful.

Information sharing must be limited to what is needed for the recipient's role. Where a provider acts on our instructions, data protection law requires appropriate arrangements governing that processing. Other recipients may act as independent controllers for their own activities.

8. Supplier job pages and WhatsApp

SD Customs uses Kapso and WhatsApp for supplier job notifications. A notification can include an order reference and a private link to the production job page.

The job page provides information needed to produce the order, such as approved artwork, team details, names or numbers included in personalisation, garment sizes, quantities and production instructions.

Personal information can appear within artwork and roster files even when customer contact or payment details are not included. Production partners use the relevant information to manufacture goods and update production or shipment progress.

Private job links should be treated as confidential. Expiry or revocation of a link restricts access through that link but does not necessarily delete information already downloaded by a recipient.

Messaging providers also process information needed to operate their services. Supplier notifications are operational communications and are separate from customer marketing.

9. International processing

Manufacturing, messaging, payment and other technology arrangements may involve information being processed outside the United Kingdom. This can include an overseas organisation accessing personal information stored on a UK website.

Where a transfer is restricted under UK data protection law, it requires an applicable legal transfer mechanism. Depending on the circumstances, this may involve UK adequacy regulations or appropriate contractual safeguards and the required assessment. This policy does not itself create those safeguards.

Contact info@speedsoftdirect.co.uk for details of the countries and transfer arrangements relevant to your information, or to request information about applicable safeguards.

10. Retention of information

Retention is determined by the purpose of each record rather than one period applying to all information. The relevant criteria are:

• Orders and financial records: completion of the transaction, applicable accounting obligations and the need to resolve disputes or claims.
• Artwork, proofs and production records: completion of the project, correction of problems, evidence of the approved specification and any agreed repeat-order arrangement.
• Accounts and draft orders: whether the account or draft is still required, relevant activity and requests for closure or deletion.
• Enquiries and complaints: resolution of the matter and whether related evidence remains necessary.
• Security and backup records: investigation needs, recovery requirements and the applicable system's replacement or expiry cycle.
• Privacy preferences: evidence of relevant choices and the minimum record needed to honour an objection or withdrawal.

Information must not be kept longer than necessary for its lawful purpose. Account closure does not automatically remove records that must be retained separately for legal reasons. Supplier copies and backups may require separate deletion or expiry arrangements.

Contact us to ask about retention of a particular record or to request deletion. We will explain any continuing reason for keeping information.

11. Cookies and similar technologies

Websites can use cookies, local storage and similar technologies to support functions such as account sessions, baskets, checkout and security. Other technologies may be used for preferences, analytics or advertising.

Where permission is legally required, the technology must not be activated before the relevant consent is obtained. A legal exception must meet its applicable conditions, including information or objection requirements.

Any consent choices presented on the website should identify the relevant purposes. You can also manage or remove stored cookies through your browser settings. Blocking storage needed for a requested function may affect that function.

Contact us for information about technologies used on the website or assistance with withdrawing a previous choice. This policy does not treat continued browsing as consent to optional tracking.

12. Marketing and service communications

Receipts, proof requests, order updates and delivery information are service messages. They are distinct from promotional communications.

If we send electronic marketing, it must meet the applicable consent requirements or a valid legal exception. You may object to direct marketing at any time using the method supplied in the message or by emailing info@speedsoftdirect.co.uk .

An objection to marketing does not prevent necessary correspondence about an existing order. A minimal suppression record may be needed to honour your objection.

Ordering a personalised product does not itself authorise publicity using your identifiable artwork, photographs or personal details.

13. Security

We are responsible for applying appropriate technical and organisational measures to the personal information we handle, taking account of the risks involved.

Please use a strong, unique password, keep account details and private project links confidential, and contact us promptly about suspected unauthorised access.

No online service can guarantee complete security. If a personal data breach occurs, we must assess it and notify the regulator or affected individuals where required.

14. Information about children

An adult organiser may supply a young person's name, garment size, shirt number or image for a team order. Please provide only information necessary for the order and ensure appropriate information is given to the young person and their parent or guardian.

Avoid including unnecessary dates of birth, home addresses, school details or sensitive information in production files. Contact us if you have concerns about a child's information so that we can review the matter.

15. Automated order functions

The SD Customs portal uses automated functions to calculate charges, record payment and approval events, display project progress and trigger notifications.

Payment services may operate their own fraud checks. Contact us if an automated order or payment outcome appears incorrect so that it can be investigated and directed to the relevant provider where necessary.

16. Your rights

Depending on the circumstances, you may be entitled to:

• Obtain access to your personal information and a copy.
• Have inaccurate or incomplete information corrected.
• Request deletion or restriction of processing.
• Object to processing based on legitimate interests.
• Object to direct marketing.
• Receive eligible information in a portable format.
• Withdraw consent where processing relies on consent.
• Exercise applicable safeguards concerning significant automated decisions.

Rights depend on the processing involved and applicable exemptions. For example, a deletion request may not require removal of records needed to comply with a legal obligation. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

Contact info@speedsoftdirect.co.uk to make a request. We may need proportionate information to verify identity or clarify the request.

Requests are normally handled without charge and within one month. We will explain any lawful extension, pause, fee or exemption that applies.

17. Complaints

If you are unhappy with our handling of personal information, contact us using the details above so we can investigate.

You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator. You do not need our permission to contact it.

18. Updates to this policy

This policy may be updated when our services or processing arrangements change. The date at the top identifies this version.

Where a new activity requires further privacy information or a new consent choice, that must be provided before the relevant processing begins. Changing this page does not itself authorise a new use of personal information.