Privacy Notice

Quick summary

We only collect the information we need to process your order and keep your account secure. Your data is never sold or used for marketing, and you stay in control of it at all times. You can ask us to delete your account or send you a copy of your data whenever you like. We keep things secure with encryption and follow GDPR rules to protect your privacy.

Who we are

Our website address is: https://www.koolbadges.co.uk.

What personal data we collect and why

User Information

When you place an order or create an account, we collect the details we need to process your order. This includes your name, billing and delivery address, email address, and a password. Passwords are encrypted and cannot be read by us.

We keep a record of your orders, order contents, and your IP address for accounting and tax purposes. If you use express checkout, an account is created automatically.

Our website uses HTTPS encryption, so everything you send to us is secure. We may use your email to contact you about your order or account. Emails are not used for marketing. Order-related emails may be shared with PayPal to confirm payment.

Media

If you upload images, please avoid including location data (EXIF GPS). Custom badge designs are stored for six months to process orders and then deleted.

Contact Forms

Messages sent via contact forms are only used to reply to you and are then deleted. We do not store your email or share it. All office computers are password-protected and encrypted.

Cookies & Tracking

We use cookies to make the website work properly, keep items in your basket, and keep you logged in. You can accept or decline cookies at any time using the options at the bottom of the page. Basket and login cookies last up to twelve months and can be cleared whenever you like.

We use Google Analytics to understand how the site is used and improve your experience. If cookies are declined, analytics data stays anonymous. We may also send non-identifiable order information (such as products and totals) to Google to measure ad performance.

If you consent to targeting cookies, Google Ads Enhanced Conversions may collect your email and phone number. This is encrypted (hashed) into a privacy-safe format before being sent to Google to help improve ad targeting and measure conversions. Bing Ads may use similar consent-based tracking. No home address or other personal details are sent to these services.

Who we share your data with

Your personal information, including billing and delivery details, email, and order details, is shared with PayPal (for PayPal payments) or Square (for card payments) to process payments and run security checks. This sharing is covered by their GDPR-compliant privacy policies. If you agree to cookies, we may also share anonymous analytics with Bing. If you place an order with us and consent to targeting cookies, your order total and an encrypted copy of your email and password may be sent to Google Ads to link an order with an ad click. This helps us measure the success of our advertising but does not personally identify you. If you consent to analytics cookies, only your order total (without personal information) may be sent to Bing.

How long we keep your data

Your account information is stored until you ask us to delete it. Accounts not used for thirty-six months may be removed. Transaction records are kept for accounting and tax purposes, even if an account is deleted.

Your rights

You can request a copy of the data we hold about you or ask us to delete it, except for information we need to keep for legal, security, or accounting reasons.

Contact

If you have any questions, please contact us at: info@koolbadges.co.uk