How TrophyMan uses and protects your information.

1. Information we collect

We collect information that you provide when you browse, create an account, place or discuss an order, contact us or ask us to personalise a product. This may include your name, contact and delivery details, account details, order history, correspondence, personalisation wording, artwork and any information needed to fulfil your request.

If you give us information about another person—for example a recipient’s name or delivery address—you should make sure you are entitled to provide it.

Our website also records limited technical and transaction information such as device and browser data, IP address, pages visited, cookie choices, basket/session data, payment status and transaction references.

2. Payment information

Online payments are processed through Dojo Checkout. TrophyMan receives payment status and transaction references needed to manage the order, but does not receive your full card details. The current WooCommerce checkout does not provide a saved-card facility.

3. How and why we use information

We use personal information to:

• provide quotations, process and fulfil orders, personalise products and arrange delivery or collection;
• take payment, issue refunds and keep transaction and accounting records;
• answer enquiries, deal with returns, complaints and customer-service requests;
• operate accounts, baskets, checkout, security and fraud-prevention controls;
• maintain, troubleshoot and improve the website and understand how orders reached us; and
• comply with tax, consumer-protection and other legal obligations, and establish or defend legal claims.

Depending on the activity, we rely on the need to perform a contract or take requested pre-contract steps, compliance with a legal obligation, our legitimate interests in running and protecting the business, or consent where the law requires it. When we rely on legitimate interests, we consider the effect on your rights and expect the use to be proportionate.

4. Marketing and reviews

We do not currently use order information for a separate email newsletter, SMS campaign or abandoned-basket marketing service. Customers may choose to leave a review on Google, but we do not currently send automated review invitations. If these practices change, this notice and the relevant choices will be updated.

5. Who we share information with

We share only what is reasonably needed with service providers that help us run the website and fulfil orders. These can include WP Engine, WordPress and WooCommerce, Contact Form 7, Dojo, our website support provider Web Wonderland, Royal Mail or a tracked courier, and specialist suppliers involved in producing an order. Google services may also receive technical data when a page containing an embedded map loads or when a visitor interacts with Google reviews.

We may also disclose information when required by law or when necessary to protect our legal rights. We do not sell personal information.

6. International processing

Some technology providers may process information outside the United Kingdom. Where UK data-protection law treats this as a restricted transfer, the relevant provider and transfer must be covered by an approved adequacy arrangement, appropriate contractual safeguards or another lawful exception.

7. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including fulfilling the order, providing customer service, meeting tax and accounting duties, resolving disputes and enforcing agreements. Retention is reviewed by considering the type and sensitivity of the information, the reason it is held and applicable legal requirements. Information that is no longer needed is deleted or anonymised where practicable.

8. Security

We use appropriate technical and organisational measures intended to protect personal information. No internet service can guarantee absolute security, so please take care when sending information online and contact us promptly if you believe your account or order information has been compromised.

9. Your rights

Depending on the circumstances, you may have the right to ask for access to your personal information, correction, deletion, restriction, portability or an objection to certain uses. Where processing relies on consent, you may withdraw that consent without affecting earlier lawful processing. You also have an absolute right to object to direct marketing.

To exercise a right, contact Chris Waddington at sales@trophyman.co.uk. We may need enough information to identify you and the relevant records. We normally respond within one month, although the law allows extra time for particularly complex or numerous requests.

10. Cookies

Our site uses cookies and similar storage for essential shopping functions and, with your choice where required, optional measurement or third-party features. You can manage these choices through the cookie banner or the settings control on the site. See our Cookie Policy for details.

11. Complaints and changes

Please contact us first if you have a privacy concern so that we can investigate it. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.

We may update this notice when our services or legal obligations change. The date at the top shows when the current version takes effect.