Privacy Policy

The K9 Creative is a business partnership operating in the United Kingdom under the trading name The K9 Creative.

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The partners are:

Ellen Natalie Melluish
Fiona Susan Spademan

Business address:
49 Westfield Crescent
Sheffield
S20 5AQ
United Kingdom

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For the purposes of UK data protection law, The K9 Creative is the data controller for the personal information described in this Privacy Policy.

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You can contact us about privacy or data protection at:

Email: thek9creative@outlook.com
Facebook: The K9 Creative
Website contact form: Available through our website
 

We only collect personal information that we reasonably need to operate our business, provide our services and fulfil customer orders.

 

This may include:

 

Contact information

✅ Your name

✅ Email address

✅ Telephone number

✅ Delivery or billing address

✅ Social media username or profile information where you contact us through social media

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Order information

✅ Products ordered

✅ Personalisation requirements

✅ Design instructions

✅ Images, photographs, names, text or other information you provide for personalised products

✅ Order numbers

✅ Invoice details

✅ Delivery information

✅ Payment status and payment reference information

 

We do **not** normally receive or store your complete debit or credit card details. Card payments are processed by the relevant payment provider.

 

Communications

We may keep records of communications with you, including:

✅ Emails

✅ Website enquiries

✅ Social media messages

✅ Order queries

✅ Design approvals

✅ Proof approvals

✅ Complaints and customer service correspondence

 

Website and technical information

When you use our website, certain information may be collected automatically, including:

✅ IP address

✅ Device and browser information

✅ Pages viewed

✅ Website activity

✅ Cookie information

✅ Approximate location derived from technical information

✅ Information relating to website security and performance

 

More information about cookies is provided in section 11.

We normally receive personal information directly from you when you:

✅ Place an order

✅ Create or submit a personalised design

✅ Contact us

✅ Complete a website form

✅ Subscribe to marketing

✅ Contact us through social media

✅ Make a payment

✅ Request a quotation

✅ Make a complaint

✅ Exercise one of your data protection rights

 

We may also receive limited information from third parties involved in providing our services, such as payment processors, website providers, delivery companies or social media platforms. Some technical information is collected automatically when you use our website.

UK data protection law requires us to have a lawful basis for using personal information.

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Processing and fulfilling orders

We use your information to:

✅ Process your order
✅ Create personalised products
✅Produce and send proofs
✅ Contact you about your order
✅ Take or confirm payment
✅Arrange delivery
✅Deal with problems, returns or queries

 

**Lawful basis: Contract**

This processing is necessary for us to enter into or perform our contract with you.

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Enquiries and quotations

We use information you provide to answer enquiries, prepare quotations and discuss potential orders.

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**Lawful basis: Contract and/or legitimate interests**

Where an enquiry relates to potentially entering into a contract, we process the information to take steps at your request before entering into that contract.

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For more general enquiries, our legitimate interest is responding to people who contact our business.

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Customer service and administration

We may use information to manage customer relationships, investigate problems, maintain appropriate business records and improve how we provide our services.

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**Lawful basis: Legitimate interests**

Our legitimate interests are operating and administering our business effectively and providing good customer service.

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Accounting, tax and legal records

We retain certain order, invoice and transaction information to comply with our accounting, tax and other legal obligations.

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**Lawful basis: Legal obligation**

Fraud prevention and website security

We may process information where reasonably necessary to protect our website, customers and business against fraud, misuse, cyber security threats and other unlawful activity.

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**Lawful basis: Legitimate interests**

Our legitimate interest is protecting our business, systems and customers.

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Marketing

If you specifically choose to receive our marketing communications, we may use your contact details to send you news, offers or information about our products.

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**Lawful basis: Consent**

You can withdraw your consent or unsubscribe at any time.

We will not sell your personal information to other businesses for marketing.

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Website analytics and improvement

We may use information about how visitors use our website to understand website performance, identify problems and improve our website and services.

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Our UK-GDPR lawful basis for processing personal information for these purposes, where applicable, is **legitimate interests**.

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Separate rules apply to cookies and similar technologies. These are explained in section 11.
 

Many of our products are personalised. You may therefore choose to provide us with:

✅Names
✅ Photographs
✅Images of people or animals
✅ Dates
✅Messages
✅ Logos
✅Artwork
✅Other personalised information

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We use this material for the purpose of creating, approving and supplying the product you have requested.

Please only provide personal information or photographs of another person where you are entitled to provide them to us for the intended purpose.

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We will not use customer-supplied personalised photographs or artwork for unrelated advertising or promotional purposes without an appropriate lawful basis or permission where required.
 

We do not sell, rent or trade customer personal information.

We may provide personal information to trusted organisations where necessary for us to operate the business or provide your order.

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These may include:

Website and e-commerce providers

We use **Wix** to host and operate our website and e-commerce services.

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Payment providers

Payment information is processed by the payment provider used for your transaction.

We do not normally receive or store your complete payment-card information.

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Email, cloud storage and business administration providers

We may use third-party email, cloud-storage and business software providers to manage customer communications, orders and business records.

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This may include **Microsoft services such as Outlook and OneDrive** and other business systems used by The K9 Creative.

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Delivery providers

We provide couriers, postal operators and other delivery services with the information reasonably necessary to deliver your order, normally including your name, delivery address and relevant contact information.

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Professional advisers

Information may be provided where necessary to accountants, bookkeepers, insurers, legal advisers or other professional advisers assisting our business.

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Social media platforms

If you contact us through a social-media service, that service will also process information in accordance with its own privacy terms.

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Legal and regulatory authorities

We may disclose personal information where required by law, court order or a regulatory authority, or where reasonably necessary to establish, exercise or defend legal rights.

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We require service providers acting on our behalf to handle personal information appropriately and only for the purposes for which it has been provided.
 

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

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Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer complies with UK data protection law.

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Depending on the destination and provider, this may include relying on:

✅UK adequacy regulations;
✅an approved international data-transfer mechanism, such as the UK International Data Transfer Agreement or approved UK Addendum; or
✅another lawful safeguard permitted by UK data protection law.

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You can contact us if you would like further information about the safeguards used in relation to your personal information.
 

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

These measures may include:

✅ Password-protected systems
✅Access controls
✅ Encryption where appropriate
✅ Secure third-party platforms
✅ Software and system updates
✅ Restricted access to customer information
✅ Appropriate backup and security procedures

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Access to personal information is limited to people who reasonably need it to operate the business or fulfil customer orders.

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No method of electronic storage or transmission can be guaranteed to be completely secure, but we take reasonable and proportionate measures to protect the information entrusted to us.
 

We do not keep personal information for longer than reasonably necessary.

The period depends on why the information was collected and whether we are required to retain it by law.

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Our normal retention periods are:

Orders, invoices and financial records

Normally retained for **6 years from the end of the relevant company financial year**, or for longer where required by law, taxation requirements, an ongoing dispute or regulatory investigation.

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Order correspondence and approvals

Correspondence necessary to demonstrate what was ordered, approved or supplied may be retained with the relevant order record for up to the same period as the order record.

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General enquiries that do not become orders

Normally retained for up to **24 months** after the last meaningful contact, unless there is a reason to retain the information for longer.

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Customer-supplied artwork and design files

Normally retained for up to **24 months after completion of the order**, where this is useful for dealing with the order, resolving problems or facilitating a requested repeat order.

We may delete these files sooner where they are no longer required.

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Marketing information

We retain marketing contact information while you remain subscribed.

If you unsubscribe, we may retain a minimal suppression record so that we can record your preference and avoid accidentally sending further direct marketing.

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Complaints and disputes

Information relating to a complaint, dispute or legal claim may be retained for as long as reasonably necessary to investigate and resolve the matter and to establish, exercise or defend legal rights.

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Website and security information

Technical records are retained according to the nature of the information, security requirements and the retention settings of the relevant website or technology provider.

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When personal information is no longer required, we delete it or securely dispose of it where reasonably practicable.
 

Depending on the circumstances and our reason for processing your information, UK data protection law gives you a number of rights.

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These may include:

Right of access

You can ask us for a copy of the personal information we hold about you.

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Right to rectification

You can ask us to correct information that is inaccurate or complete information that is incomplete.

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Right to erasure

You can ask us to delete your personal information in certain circumstances.

This right is not absolute. For example, we may need to retain certain information to comply with legal or tax obligations.

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Right to restriction

You can ask us to restrict how we use your personal information in certain circumstances.

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Right to data portability

In certain circumstances, you may have the right to receive information you provided to us in a structured, commonly used and machine-readable format or ask us to transfer it to another organisation.

 

Right to withdraw consent

Where we rely on your consent, you can withdraw that consent at any time.

Withdrawing consent does not affect processing that took place lawfully before the consent was withdrawn.

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Your right to object

**You have the right to object to our processing of your personal information where we rely on legitimate interests.**

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Whether we must stop processing will depend on the circumstances and the reason for processing.

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**You have an absolute right to object to the use of your personal information for direct marketing.**

If you tell us that you no longer want direct marketing, we will stop using your information for that purpose.

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Exercising your rights

To exercise any of these rights, contact:

**[thek9creative@outlook.com](mailto:thek9creative@outlook.com)**

You will not normally have to pay a fee.

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We may need to ask for reasonable information to confirm your identity before fulfilling a request.

We normally respond to valid data protection rights requests without undue delay and within **one calendar month**, subject to any extensions permitted by law.
 

Our website uses cookies and similar technologies.

Cookies are small pieces of information stored on or accessed from your device when you visit a website.

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They may include:

Strictly necessary cookies

These are required for important website functions such as:

✅ Website security
✅ Shopping basket functionality
✅ Checkout
✅ Remembering essential settings
✅ Maintaining website sessions

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Where the law permits, these technologies can operate without consent because they are necessary to provide the service requested.

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Statistical and analytics technologies

We may use analytics technologies to understand how our website is used and identify ways to improve it.

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This may include information such as:

The number of visits to particular pages
How visitors navigate through the site
Device and browser types
General website performance
How long visitors spend on different areas of the website

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Where consent is required by law for analytics cookies or similar technologies, they will not be used until you have provided the required consent.

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Functional technologies

Some technologies may be used to remember choices or provide functionality that is not strictly necessary for the website to operate.

Where required by law, we will ask for permission before using these technologies.

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Advertising and marketing technologies

If we use technologies for advertising, personalised marketing, profiling or tracking visitors for advertising purposes, we will request consent before using them where required by law.

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Managing cookies

Where our website provides a cookie or privacy-settings tool, you can use it to manage your choices.

You can also control many cookies through your browser settings.

Blocking some cookies may affect how parts of our website operate.

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You can change or withdraw your cookie choices through the options made available on our website where applicable.
 

If you have concerns about how we have collected, used, stored or otherwise handled your personal information, please contact us in the first instance.

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Email: thek9creative@outlook.com

Please provide enough information for us to understand your concern and investigate it appropriately.

We will consider data protection complaints fairly and respond in accordance with applicable UK data protection law.

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You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.

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Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Our website may contain links to websites, social-media services or other services operated by third parties.

We are not responsible for the privacy practices of third-party websites that we do not control.

We recommend reviewing the privacy information provided by those organisations before providing personal information to them.
 

Our products and services are not specifically directed at children.

A customer may occasionally provide a photograph, name or other information relating to a child for the purpose of creating a personalised product.

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Where you provide information or photographs relating to a child, you should only do so where you have the appropriate authority to provide that information to us for the intended purpose.

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We will use that information only as reasonably necessary to provide the requested product or service, unless another lawful basis applies.
 

We may update this Privacy Policy from time to time to reflect changes to:

Our services
Our website
The technology we use
Our business practices
Legal or regulatory requirements

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

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Where a change significantly affects how we use personal information already collected, we will take appropriate steps to bring the change to the attention of affected individuals where required.
 

If you have any questions about this Privacy Policy, how we use your personal information, or if you would like to exercise a data protection right or make a complaint, please contact:

The K9 Creative

Partners:
Ellen Natalie Melluish
Fiona Susan Spademan

Email: thek9creative@outlook.com

Business address:
49 Westfield Crescent
Sheffield
S20 5AQ
United Kingdom

Facebook: The K9 Creative

Website contact form: Available through our website

If you have any questions about this Privacy Policy, how we use your personal information, or if you would like to exercise a data protection right or make a complaint, please contact:

The K9 Creative

Partners:
Ellen Natalie Melluish
Fiona Susan Spademan

Email: thek9creative@outlook.com

Business address:
49 Westfield Crescent
Sheffield
S20 5AQ
United Kingdom

Facebook: The K9 Creative

Website contact form: Available through our website