Privacy Policy

Last updated: 18 August 2026

Southline LTD respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what information we collect, why we use it, and your rights.

1. Who We Are

Southline LTD
96 Brownshill Green Rd
Coventry
CV6 2DT
United Kingdom

Email: sales@southline.co.uk
Telephone: +44 7958 686860

Southline LTD is responsible for the personal information collected through this website.

2. Information We Collect

When you use our website or place an order, we may collect information such as:

• Your name
• Billing and delivery address
• Email address
• Telephone number
• Order and product details
• Size, colour and customisation selections
• Logos, artwork or files you upload for personalised products
• Payment and transaction information
• Communications you send to us
• Technical information such as IP address, browser and device information

We do not normally receive or store your full PayPal login details or card credentials.

3. How We Use Your Information

We use your personal information to:

• Process and fulfil your orders
• Take and confirm payments
• Arrange delivery or collection
• Produce personalised or customised products
• Contact you about your order
• Handle returns, refunds and customer support
• Prevent fraud and maintain website security
• Maintain business and accounting records
• Comply with legal obligations
• Improve our website and services

UK privacy rules require businesses to explain the purpose and lawful basis for using personal information.

4. Our Legal Bases

Depending on the situation, we may process your information because:

Contract — it is necessary to process your order and provide the products or services you purchased.

Legal obligation — we need to keep certain information for tax, accounting or other legal requirements.

Legitimate interests — where necessary to operate and secure our business, prevent fraud, provide customer support and improve our services.

Consent — where we specifically ask for your permission, such as for certain marketing or optional cookies.

5. Payments

We may use third-party payment providers such as PayPal to process payments.

When you choose a payment provider, information needed to complete the transaction may be shared with that provider.

Payment providers process your information according to their own privacy policies.

For Direct Bank Transfer orders, we may process transaction information necessary to identify and confirm your payment.

6. Delivery

We may share the information required to deliver your order with delivery, courier or postal service providers.

This may include your:

• Name
• Delivery address
• Telephone number
• Email address
• Relevant delivery instructions

We only share information that is reasonably necessary to fulfil your order.

7. Personalised Products and Uploaded Artwork

If you upload a logo, image, artwork or other file for a personalised product, we use that information to produce your order.

Uploaded artwork may be stored with your order or production records for as long as reasonably necessary to:

• Produce the order
• Handle customer queries
• Deal with reorders or production issues
• Maintain appropriate business records

Please do not upload sensitive personal information that is not required for your order.

8. Who We Share Information With

We may share personal information with trusted service providers where necessary, including:

• Payment providers
• Delivery and courier companies
• Website hosting providers
• Website and WooCommerce service providers
• IT and security providers
• Professional advisers such as accountants
• Authorities where disclosure is required by law

We do not sell your personal information.

The ICO recommends identifying the organisations or categories of organisations that receive customer data.

9. How Long We Keep Your Information

We only keep personal information for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, tax or business requirements.

Different information may be kept for different periods.

For example, order and transaction records may need to be retained for accounting and legal purposes even after an order has been completed.

When information is no longer required, we will take reasonable steps to delete or securely dispose of it.

UK privacy guidance requires privacy notices to explain retention periods or the criteria used to determine them.

10. Cookies

Our website may use cookies and similar technologies to:

• Keep the shopping basket working
• Remember website preferences
• Support checkout and payment functionality
• Maintain security
• Understand website usage

Some cookies are necessary for the website to function.

Where legally required, we will ask for your consent before using optional cookies.

If Southline uses analytics, advertising or marketing cookies, these should also be explained in the website’s cookie settings or Cookie Policy.

11. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Loss
• Misuse
• Disclosure
• Alteration

However, no internet-based system can guarantee complete security.

12. Your Rights

Depending on the circumstances, you may have rights relating to your personal information, including the right to:

• Ask what information we hold about you
• Request a copy of your information
• Correct inaccurate information
• Ask for information to be deleted where applicable
• Ask us to restrict certain processing
• Object to certain uses of your information
• Request transfer of eligible information
• Withdraw consent where processing is based on consent

These rights can vary depending on the lawful basis being used.

To exercise your rights, contact:

sales@southline.co.uk

We may need to verify your identity before completing a request.

13. Marketing

We will only send marketing communications where we have an appropriate legal basis to do so.

You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting us.

Stopping marketing emails will not prevent us from sending necessary communications about an existing order.

14. International Data Transfers

Some technology or service providers may process information outside the United Kingdom.

Where this occurs, we will take appropriate steps to ensure personal information is protected in accordance with applicable data protection requirements.

The ICO requires businesses to explain applicable international transfers and safeguards where relevant.

15. Complaints

If you have a concern about how we use your personal information, please contact us first:

Southline LTD
Email: sales@southline.co.uk
Telephone: +44 7958 686860

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator. Privacy notices should explain how individuals can raise concerns about the use of their information.

16. Changes to This Policy

We may update this Privacy Policy from time to time.

Any updated version will be published on this page with a revised “Last updated” date.

17. Contact Us

For privacy-related questions or requests, contact:

Southline LTD
96 Brownshill Green Rd
Coventry
CV6 2DT
United Kingdom

Email: sales@southline.co.uk
Telephone: +44 7958 686860