Privacy Policy

Last updated: 12 August 2026

Instant Promotion (UK) Ltd takes the privacy and security of your personal information seriously. This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, request a quotation, contact us, place an order, create an account or otherwise do business with us.

We process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Privacy and Electronic Communications Regulations 2003 (PECR), as amended.

Please read this Privacy Policy carefully. If you have any questions about how we use your personal information, you can contact us using the details below.

1. Who We Are

Instant Promotion is a trading name of:

Instant Promotion (UK) Ltd
Company number: 06685264
Registered in England and Wales
Registered office: 91 Soho Hill, Hockley, Birmingham, West Midlands, B19 1AY

Our main trading and correspondence address is:

Instant Promotion (UK) Ltd
Unit 7 Liberty Industrial Park
South Liberty Lane
Bristol
BS3 2SU
United Kingdom

Telephone: 0117 963 1668
Email: enquiries@instantpromotion.co.uk

For the purposes of UK data protection law, Instant Promotion (UK) Ltd is generally the data controller of the personal information described in this policy.

We have designated an internal privacy contact to deal with privacy enquiries and data protection requests. We do not use the title "Data Protection Officer" unless a Data Protection Officer has been formally appointed in accordance with applicable law.

2. The Personal Information We Collect

The information we collect depends on how you interact with us. It may include:

• Identity information, such as your name and job title.
• Business information, such as your company or organisation name, department and role.
• Contact information, such as your billing address, delivery address, email address and telephone number.
• Account information, such as your customer account details, username and account preferences.
• Order and transaction information, including products purchased, quantities, prices, delivery information, order history, quotations, invoices and payment status.
• Artwork and customisation information, including logos, artwork files, photographs, designs, brand guidelines, print specifications, proof approvals and other information supplied in connection with customised products.
• Payment information, including payment method, transaction references and payment status. Full payment card details are generally processed by our payment service providers rather than stored within our own ecommerce systems.
• Communications, including emails, enquiry forms, quotation requests, customer service correspondence, complaints and other communications with us.
• Marketing information, including your marketing preferences, subscriptions, responses to campaigns and records of whether you have opted in or opted out of marketing.
• Technical information, such as your IP address, device type, browser type, operating system and information generated when you interact with our website.
• Website usage information, such as pages viewed, products viewed, links clicked, referring pages, shopping basket activity and other interactions with our website.
• Security and fraud-prevention information, including information used to protect our website, customers, payment systems and business from fraud, misuse and security threats.

We do not normally seek to collect special category personal information, such as information about health, religion, political opinions or ethnicity, through our website or ordinary customer transactions.

3. How We Collect Personal Information

We may collect personal information:

• directly from you when you place an order;
• when you create or use an online account;
• when you request a quotation or free visual;
• when you upload or send us artwork;
• when you contact us by telephone, email, website form or another communication method;
• when you subscribe to marketing communications;
• automatically when you use our website, subject to applicable cookie and privacy requirements;
• from payment providers, delivery providers and other companies involved in fulfilling your order;
• from your employer, colleague or another person within your organisation where they provide your details in connection with an enquiry or order;
• from publicly available business information where appropriate; and
• from other legitimate sources where permitted by law.

4. How We Use Your Personal Information

We only use personal information where we have a lawful basis for doing so.

Purpose	Information Used	Typical Lawful Basis
Responding to enquiries and preparing quotations	Identity, business, contact, enquiry and product information	Taking steps before entering into a contract and/or legitimate interests
Processing and fulfilling orders	Identity, contact, order, payment, artwork and delivery information	Performance of a contract and/or legitimate interests
Preparing artwork, visuals and print proofs	Contact information, artwork, designs, logos and order specifications	Performance of a contract and/or legitimate interests
Taking and administering payments	Identity, contact, payment and transaction information	Performance of a contract, legal obligations and legitimate interests
Delivering products	Name, company, delivery address, contact details and order information	Performance of a contract and legitimate interests
Providing customer service, warranties and after-sales support	Contact, order, correspondence and product information	Performance of a contract and legitimate interests
Maintaining customer order histories, specifications and artwork for repeat orders	Order information, artwork, specifications and customer details	Legitimate interests
Managing our website and customer accounts	Account, technical, security and website usage information	Performance of a contract and legitimate interests
Preventing fraud, protecting our systems and maintaining security	Account, payment, technical, transaction and security information	Legitimate interests and legal obligations
Maintaining accounting, tax and business records	Identity, company, order, payment and transaction information	Legal obligations and legitimate interests
Improving our website, products and services	Website usage, order, enquiry and customer service information	Legitimate interests and, where required, consent
Sending relevant marketing communications	Name, company, contact details, order history and marketing preferences	Consent and/or legitimate interests where permitted by applicable marketing law
Establishing, exercising or defending legal claims	Relevant customer, transaction, correspondence and order information	Legitimate interests and legal obligations

5. Our Legitimate Interests

Where we rely on legitimate interests, we consider whether our use of personal information is necessary and whether those interests are balanced against your rights and reasonable expectations.

Our legitimate interests may include:

• operating and developing our business;
• responding to prospective customers;
• providing effective customer service;
• maintaining customer relationships;
• making repeat ordering easier;
• retaining customer artwork and product specifications for future orders;
• marketing relevant products and services to business customers;
• improving our products, website and customer experience;
• protecting our business and customers against fraud and security risks;
• managing disputes and legal claims; and
• maintaining appropriate business records.

6. Custom Artwork and Information About Other People

Customers sometimes provide artwork, photographs, names, contact information or other material containing personal information about employees, customers, event attendees or other individuals.

If you provide personal information about another person to us, you are responsible for ensuring that you have an appropriate lawful basis or permission to provide that information to us and for informing the relevant person where required.

We will use such information only as reasonably necessary to provide the products and services requested, fulfil the order, maintain appropriate records and comply with applicable law.

7. Payment Information

Payments made through our website may be processed by third-party payment service providers.

Where payment card details are entered into a hosted or integrated payment service, the relevant payment provider processes that information in accordance with its own security and privacy requirements.

We may receive and retain information such as:

• the payment method used;
• transaction references;
• payment status;
• limited card information, such as card type or the final digits of a card number; and
• information required for refunds, reconciliation, fraud prevention or accounting.

We do not use payment information for unrelated marketing purposes.

8. Marketing Communications

We may send information about products, services, promotions, new products, events and other information that we believe may be relevant to our customers and prospective customers.

Marketing to Individuals

Where electronic marketing rules require consent, we will only send marketing communications where you have given the required consent or where another lawful exception applies, such as the existing customer "soft opt-in".

Where we rely on the soft opt-in, this will only be used where the applicable legal requirements are satisfied, including providing an opportunity to opt out when your details are collected and in subsequent marketing messages.

Sole traders and certain partnerships may be treated as individual subscribers for electronic marketing purposes.

Business-to-Business Marketing

Different electronic marketing rules can apply where marketing is sent to companies, limited liability partnerships, government bodies and certain other corporate organisations.

We may send relevant business-to-business marketing communications to corporate contacts where permitted by law. Where an email address or other contact information identifies an individual, we will continue to handle that personal information in accordance with applicable data protection law.

Opting Out

You can ask us to stop sending marketing communications at any time by:

• clicking the unsubscribe link in a marketing email; or
• contacting us at enquiries@instantpromotion.co.uk.

When you opt out, we may retain limited information on a suppression list so that we can remember and respect your preference not to receive further marketing.

Opting out of marketing does not affect service communications that are necessary in connection with an enquiry, quotation, order, delivery, account, warranty or other transaction.

9. Cookies and Similar Technologies

Our website uses cookies and similar technologies for purposes including website functionality, security, remembering preferences, measuring website performance and, where permitted, analytics and marketing.

Some cookies are necessary for the website to function. Other cookies and similar technologies may require your consent before they are used.

Where consent is required by law, we will ask for it before using the relevant non-essential cookies or similar technologies.

You can manage available cookie choices through the cookie controls provided on our website.

Further information about the cookies and similar technologies used on our website, including their purposes and available controls, is provided in our separate Cookie Policy.

10. Who We Share Personal Information With

We do not sell your personal information.

We may share personal information where reasonably necessary with:

• delivery and logistics providers responsible for transporting and delivering orders;
• payment service providers, banks and payment processors involved in processing transactions;
• website, ecommerce, hosting, IT and security providers that help us operate and protect our systems;
• email, communications and customer management providers used to communicate with customers and manage customer relationships;
• analytics and marketing service providers, subject to appropriate legal requirements and consent where required;
• printing, manufacturing and fulfilment partners where required to produce or deliver an order;
• other companies within our corporate group where reasonably necessary for administration, customer service, fulfilment, support or legitimate business operations;
• professional advisers, including accountants, auditors, insurers and legal advisers;
• government bodies, regulators, courts, law enforcement agencies and tax authorities where disclosure is required or permitted by law;
• fraud-prevention and security providers; and
• prospective purchasers, investors or advisers in connection with a potential sale, acquisition, merger, reorganisation or other corporate transaction, subject to appropriate confidentiality and data protection measures.

Service providers that process personal information on our behalf are expected to use it only for the purposes for which it has been provided and to protect it appropriately.

11. International Transfers

Some of the companies and technology providers that support our business may operate, store information or provide services from countries outside the United Kingdom.

Where our transfer of personal information outside the UK is subject to the UK rules on restricted international transfers, we take appropriate steps to ensure that the transfer is lawful.

Depending on the circumstances, these measures may include:

• transferring information to a country recognised by the UK as providing an adequate level of protection;
• using an approved contractual safeguard, such as the UK International Data Transfer Agreement or an applicable UK Addendum;
• relying on another legally permitted transfer mechanism; and
• carrying out any required transfer risk assessment.

You may contact us if you would like further information about safeguards relevant to your personal information.

12. How Long We Keep Personal Information

We do not keep personal information for longer than reasonably necessary for the purposes for which it was collected, subject to legal, accounting, tax, warranty, fraud-prevention and dispute-resolution requirements.

Retention periods vary depending on the type of information and why we hold it.

• Orders, invoices and accounting records: generally retained for at least the period required under applicable company and tax law, which will commonly mean six years from the end of the relevant financial year.
• Order correspondence and customer service records: retained for a reasonable period following completion of the order to enable us to provide support, deal with warranties, resolve disputes and establish or defend legal claims.
• Artwork, print files and product specifications: may be retained following completion of an order where reasonably necessary to facilitate repeat ordering, provide warranty support or maintain an accurate record of products previously supplied.
• Quotations and enquiries: retained for a reasonable period depending on the nature of the enquiry and the likelihood of future business.
• Customer account information: retained while the account remains active and for an appropriate period afterwards.
• Marketing information: retained while we have a lawful reason to send marketing or until you object, unsubscribe or withdraw consent where applicable.
• Marketing suppression information: limited information may be retained for as long as reasonably necessary to ensure that an opt-out request continues to be respected.
• Technical and security records: retained for periods appropriate to website operation, security, fraud prevention and investigation.

We may keep information for longer where required by law, where legal proceedings are anticipated or ongoing, where necessary to investigate fraud or security incidents, or where another legitimate reason requires longer retention.

13. Security

We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures may include access controls, authentication, secure systems, backups, security monitoring, staff procedures and appropriate contractual requirements for service providers.

No internet transmission or electronic storage system can be guaranteed to be completely secure. You should therefore also take appropriate precautions to protect account credentials and other information you provide online.

14. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the following rights in relation to your personal information:

• Right of access – to request confirmation that we process your personal information and obtain a copy of that information.
• Right to rectification – to ask us to correct inaccurate personal information or complete information that is incomplete.
• Right to erasure – to ask us to delete personal information in certain circumstances.
• Right to restrict processing – to ask us to restrict how we use personal information in certain circumstances.
• Right to object – to object to processing based on legitimate interests in certain circumstances.
• Right to object to direct marketing – you can object to the use of your personal information for direct marketing at any time.
• Right to data portability – in certain circumstances, to receive personal information you provided to us in a structured, commonly used and machine-readable format or have it transferred to another organisation.
• Right to withdraw consent – where we rely on your consent, you can withdraw that consent at any time. Withdrawal does not make processing carried out before withdrawal unlawful.
• Rights relating to automated decision-making – where applicable, you may have rights relating to decisions based solely on automated processing that have legal or similarly significant effects.

These rights are not absolute and exemptions may apply. For example, we may need to retain some information despite an erasure request where it is required for legal, accounting, tax, fraud-prevention or legal claims purposes.

15. How to Exercise Your Rights

To exercise a data protection right, contact us at:

Privacy Contact
Instant Promotion (UK) Ltd
Unit 7 Liberty Industrial Park
South Liberty Lane
Bristol
BS3 2SU
United Kingdom

Email: enquiries@instantpromotion.co.uk

Please make it clear that your request relates to your personal information or data protection rights.

We may ask for information reasonably necessary to confirm your identity and locate the relevant information.

We will respond within the period required by applicable data protection law. In some circumstances, the law allows additional time for particularly complex requests, in which case we will inform you.

There is normally no charge for exercising your data protection rights. However, the law may allow a reasonable fee or other action in limited circumstances, such as where a request is manifestly unfounded or excessive.

16. Data Protection Complaints

If you are concerned about how we have collected, used, stored, shared or otherwise handled your personal information, you can raise a data protection complaint directly with us.

Please contact:

Privacy Contact
Instant Promotion (UK) Ltd
Unit 7 Liberty Industrial Park
South Liberty Lane
Bristol
BS3 2SU
United Kingdom
Email: enquiries@instantpromotion.co.uk
Telephone: 0117 963 1668

Please state that you are making a data protection complaint and provide sufficient information for us to understand and investigate your concern.

We will acknowledge a data protection complaint within the period required by law, which is currently no later than 30 days after receipt. We will take appropriate steps to investigate your complaint, keep you appropriately informed and provide an outcome without unjustifiable or excessive delay.

Complaining to the Information Commissioner's Office

You also have the right to raise concerns with the UK's independent data protection regulator, the Information Commissioner's Office (ICO).

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

We would appreciate the opportunity to address your concerns directly, but this does not affect your right to contact the ICO.

17. Automated Decision-Making

We do not generally make decisions about customers based solely on automated processing where those decisions produce legal effects or similarly significant effects.

We may use automated tools to support activities such as website security, payment processing and fraud prevention. Where applicable law gives you specific rights in relation to automated decision-making, we will respect those rights.

18. Links to Other Websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices or content of third-party websites. When following a link to another website, you should review that organisation's privacy information.

19. Children's Privacy

Our website and products are primarily intended for businesses and adult customers and are not directed at children.

We do not knowingly seek to collect personal information from children through ordinary use of our website. If you believe that a child has provided personal information to us inappropriately, please contact us.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, technology, legal requirements or how we use personal information.

The latest version will be published on this website and the "Last updated" date at the top of the policy will be changed accordingly.

Where a change materially affects how we use personal information and applicable law requires us to do so, we will provide additional notice.

21. Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact us:

Instant Promotion (UK) Ltd
Unit 7 Liberty Industrial Park
South Liberty Lane
Bristol
BS3 2SU
United Kingdom

Telephone: 0117 963 1668
Email: enquiries@instantpromotion.co.uk

You can also contact us through our Contact Us page.