1. Who we are

Party Wafers is operated by Bespoke Wafers Limited. In this privacy policy, “Party Wafers”, “we”, “us” and “our” refer to Bespoke Wafers Limited trading as Party Wafers.

For data protection purposes, we are the controller of the personal information we collect through the Party Wafers website and our services.

You can contact us at:

• Email: hello@partywafers.co.uk
• Telephone: 0141 459 1029
• Contact address: 10 Hallcraig Street, Airdrie, ML6 6AH, United Kingdom

2. Information we collect

The information we collect depends on how you use our website and services.

Information you provide when ordering

• Your name.
• Email address and telephone number.
• Billing and delivery addresses.
• Products, quantities and delivery options you select.
• Order history and information connected with your orders.

Design and artwork information

When you use our wafer designer, you may provide information including:

• Names, dates, ages, messages or other wording to appear on your wafer.
• Descriptions and instructions entered into the designer.
• Logos, photographs, reference images and artwork files.
• Generated designs, previews and approved artwork.
• Design changes or instructions submitted through the system.

Some artwork may contain personal information about another person. If you upload information, photographs or artwork relating to someone else, you should make sure you have permission to provide and use it.

Account information

If you create an account, we may keep your account details, order history, saved order information and other information needed to provide account features such as viewing or repeating previous orders.

Communications

We may keep emails, messages, support enquiries and other communications you send to us so we can respond to your enquiry and maintain appropriate business records.

Technical information

When you use our website, our systems and service providers may automatically receive technical information such as:

• IP address.
• Browser and device type.
• Pages viewed and actions taken on the website.
• Approximate location derived from your IP address.
• Cookies and similar technologies.
• Security, server and diagnostic logs.

3. How we use your information

We use personal information where it is necessary to provide our services, fulfil our contractual obligations, comply with legal obligations, operate our business or where we otherwise have a lawful basis to do so.

• To create, process and fulfil your order.
• To generate and display wafer design previews.
• To connect approved artwork with the correct order.
• To produce your personalised wafers.
• To take and verify payment.
• To arrange delivery and provide tracking information.
• To contact you about your order.
• To provide customer support.
• To operate customer accounts and order history.
• To allow repeat or reorder functionality where available.
• To protect our website and systems from abuse, fraud, security threats and excessive automated use.
• To diagnose technical problems and improve our services.
• To meet accounting, tax and other legal obligations.

Our lawful bases

Depending on the activity, our lawful basis may include:

• Contract — where information is required to provide a service or fulfil your order.
• Legal obligation — where we need to retain or disclose information to comply with the law.
• Legitimate interests — where reasonably necessary to operate, protect and improve our business and services.
• Consent — where consent is required, including certain marketing or non-essential cookie uses.

4. Our online design generator

Party Wafers provides an online system that can create and preview personalised wafer designs based on information, instructions and files you provide.

When you use the designer, the information you submit may be processed automatically by our systems and specialist technology providers in order to create your requested design, generate a preview and prepare your approved artwork for your order.

This may include processing:

• Written design instructions.
• Names, dates and personalised messages.
• Uploaded photographs, logos and artwork.
• Generated and edited images.
• Information required to connect an approved design with the correct order.

We may also use automated checks to protect the service from misuse and to help determine whether a requested design can be processed.

These automated systems are used to provide and protect the design service. We do not use automated decision-making that produces legal or similarly significant effects on you.

Please do not upload unnecessary sensitive personal information to the designer.

5. Payments

Payments are processed by third-party payment providers. Information required to complete the transaction is sent securely to the payment provider selected at checkout.

We generally do not receive or store your complete payment card number. Payment providers may provide us with limited transaction information such as payment status, transaction reference, payment method and limited card details needed to identify a transaction.

Payment providers process information in accordance with their own privacy policies and legal obligations.

6. Who we share information with

We do not sell your personal information.

We may share information with trusted providers where necessary to operate Party Wafers and provide your order, including:

• Website hosting, server and infrastructure providers.
• WordPress, WooCommerce and related website technology providers.
• Payment processing providers.
• AI, image-processing and design technology providers used by our wafer designer.
• Email and communications providers.
• Delivery companies and couriers.
• IT, security and technical support providers.
• Accountants, professional advisers or insurers where necessary.
• Government authorities, regulators or law enforcement where we are legally required to do so.

We only provide service providers with information reasonably required for the service they perform for us.

7. International data transfers

Some of the technology and service providers we use may process information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer is made in accordance with applicable data protection law and that appropriate safeguards are used where required.

8. Cookies and similar technologies

Our website uses cookies and similar technologies. Some cookies are necessary for the website and checkout to operate correctly.

Depending on the services enabled on the website, cookies may also be used for:

• Remembering basket and checkout information.
• Keeping you signed into your account.
• Security and fraud prevention.
• Measuring website performance and usage.
• Analytics.
• Advertising and measuring marketing performance, where applicable and permitted by your cookie choices.

Where consent is required for non-essential cookies, these technologies should only be activated in accordance with the choices you make through our cookie controls.

9. Marketing communications

We may send marketing communications where we have a lawful basis to do so, including where you have provided consent or where applicable law allows us to contact an existing customer about similar products and services.

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

Unsubscribing from marketing does not prevent us from sending essential communications relating to an order, payment, delivery, account or customer service enquiry.

10. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide our services, maintain appropriate business records and meet legal obligations.

The retention period depends on the type of information. For example:

• Order, invoice and transaction records may be retained for the period required by tax and accounting law, generally up to six years where applicable.
• Customer service correspondence may be kept for as long as reasonably necessary to deal with the enquiry, complaint or potential dispute.
• Approved artwork and design information may remain connected with an order so that we can fulfil the order, provide support, maintain order history and provide reorder functionality where available.
• Technical and security logs may be retained for shorter periods according to operational and security needs.

When information is no longer required, we may delete, anonymise or securely dispose of it.

11. How we protect your information

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

No website or internet transmission can be guaranteed to be completely secure, but we take reasonable steps to protect the systems and information used to operate Party Wafers.

12. Your data protection rights

Depending on the circumstances, UK data protection law may give you rights including:

• The right to ask what personal information we hold about you.
• The right to receive a copy of your personal information.
• The right to ask us to correct inaccurate information.
• The right to ask us to delete information in certain circumstances.
• The right to ask us to restrict how information is used.
• The right to object to certain processing.
• The right to data portability where applicable.
• The right to withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions or requirements.

To make a privacy request, email hello@partywafers.co.uk .

13. Complaints

If you have a concern about how we use your personal information, please contact us first so we can try to resolve it.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK regulator responsible for data protection.

14. Third-party websites

Our website may contain links to websites or services operated by third parties. Their handling of personal information is governed by their own privacy policies, not this policy.

15. Changes to this privacy policy

We may update this policy when our services, technology, legal requirements or business practices change.

The latest version will be published on this page and the “Last updated” date at the top will be changed accordingly.