Privacy policy

Last updated: 22 January 2026

Workwear City (“we”, “us”, “our”) operates the website www.workwearcity.com and provides custom printed and embroidered workwear, uniforms and related services (the “Services”).

This Privacy Policy explains how we collect, use, store and share your personal data when you visit our website, place an order, upload artwork, contact us, or otherwise use our Services.

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our Services, you agree to the practices described in this Privacy Policy.

1. Who We Are.

For the purposes of UK data protection law, the data controller is:

Workwear City
Email: sales@workwearcity.com
Phone: 0116 456 0675
Website: www.workwearcity.com

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

Identity & Contact Data

Name
Company name
Billing and delivery address
Email address
Telephone number

Account Data

Login details (if you create an account)
Order history and preferences

Transaction Data

Products ordered
Customisation details (print/embroidery selections)
Uploaded artwork and logo files
Order values, invoices and payment status

Payment Data

Payment card details are processed securely by our payment providers (e.g. Shopify Payments, PayPal, Stripe).
We do not store full card numbers ourselves.

Communications Data

Emails, messages, and enquiries you send us
Customer service records

Technical & Usage Data

IP address
Browser type and device information
Pages visited and actions taken on our site

3. Special Note on Artwork & Logo Uploads

When you upload artwork, logos, or branding files for printing or embroidery:

These files may contain personal data (e.g. names, contact details, branding linked to individuals).
We use these files only to fulfil your order and for production quality control.
Files are stored securely and retained only as long as necessary for operational and legal purposes.

Artwork and Intellectual Property

When you upload or provide any artwork, logos, designs, text, or other materials for printing or embroidery, you confirm that:
- You own the rights to the artwork, or
- You have full permission, licence, or legal authority to use the artwork for the purposes requested.
You agree that the responsibility for ensuring that any artwork provided does not infringe any copyright, trademark, design right, or other intellectual property rights rests solely with you.

We do not carry out full legal checks on the ownership or licensing of artwork provided by customers.

If we reasonably believe that any artwork may infringe the rights of a third party, or expose us to legal risk, we reserve the right to:
- Refuse to process the order, or
- Cancel the order and issue a full refund.
You agree to indemnify and hold Workwear City harmless against any claims, losses, damages, costs, or legal expenses arising from the use of artwork you have provided.

4. How We Collect Your Data

We collect data:

Directly from you when you:
- Place an order
- Create an account
- Upload artwork
- Contact us
Automatically through:
- Cookies and similar technologies
- Website analytics tools
From third parties such as:
- Shopify
- Payment providers
- Delivery and fulfilment partners

5. Legal Bases for Processing (UK GDPR Article 6)

We process your personal data under the following lawful bases:

Contract – to process and fulfil your orders
Legal obligation – for tax, accounting and regulatory compliance
Legitimate interests – to run and improve our business, prevent fraud, and provide customer support
Consent – for marketing communications where required

6. How We Use Your Personal Data

We use your data to:

Process and fulfil orders
Produce and customise garments
Communicate about your orders and enquiries
Manage your account
Improve our website and services
Send service-related emails (order confirmations, dispatch notices)
Send marketing communications (only where permitted by law or with consent)
Prevent fraud and secure our systems
Comply with legal and tax obligations

7. Who We Share Your Data With

We may share your data with:

Shopify (our e-commerce platform and hosting provider)
Payment providers (e.g. Shopify Payments, PayPal, Stripe)
Courier and fulfilment partners
IT and hosting providers
Accountants and professional advisers
Marketing platforms (only where consent is given or lawful)

We do not sell your personal data.

All third parties are required to process your data securely and in accordance with data protection law.

8. International Transfers

Some of our service providers (including Shopify) may process data outside the UK or EEA.

Where this occurs, we ensure appropriate safeguards are in place, such as:

UK Addendum to Standard Contractual Clauses
Transfers to countries deemed adequate by the UK government

9. Cookies & Tracking Technologies

We use cookies and similar technologies to:

Enable website functionality
Analyse website traffic
Improve user experience
Support marketing and advertising (where applicable)

You can manage your cookie preferences through our cookie banner and browser settings.

10. How Long We Keep Your Data

We retain personal data only as long as necessary:

Order and account data: typically 6 years for tax and legal purposes
Marketing data: until you unsubscribe or withdraw consent
Artwork files: retained only as long as operationally necessary
Customer service records: as needed to resolve issues and comply with legal obligations

11. Your Rights Under UK GDPR

You have the right to:

Access your personal data
Correct inaccurate data
Request deletion of your data
Restrict processing
Object to processing
Data portability
Withdraw consent at any time

To exercise your rights, contact us at:
sales@workwearcity.com

We may need to verify your identity before responding.

12. Marketing Preferences

You can opt out of marketing emails at any time by:

Clicking the unsubscribe link in our emails
Contacting us directly

We will still send essential service communications about your orders.

13. Children’s Data

Our Services are not intended for children under 16.
We do not knowingly collect data from children.

14. Security

We use appropriate technical and organisational measures to protect your data.
However, no system is completely secure, and transmission over the internet is at your own risk.