Privacy policy
Last updated: 8 November 2026.
This notice explains what personal information Kit Room collects, why, who we share it with, how long we keep it, and your rights. It covers our website, orders placed with us by any route, quotes and enquiries, club shops, and our emails.
Who we are
Kit Room is the trading name of Kit Room (N.I.) Ltd, registered in Northern Ireland, company no. NI650934, registered office Unit 3B, Annacloy Business Park, Downpatrick, BT30 9GF. We decide how your information is used, which makes us the "controller" under data protection law. We are registered with the Information Commissioner's Office, registration no. ZA869191.
For anything about your information, email info@kit-room.co.uk with "Data protection" in the subject, or write to us at the address above.
What we collect
- Order details: your name, delivery and billing addresses, email address, phone number if you give one, what you ordered and what you paid. Card and PayPal details are handled by our payment providers; we never see or store your full card number.
- Personalisation: the names, numbers and initials you ask us to print or embroider, and any artwork or logos you send us. Names and numbers are often for children; see "Children" below.
- Quotes and enquiries: what you tell us on our quote form or by email, including your organisation, role and any logo links.
- Returns and problems: what you tell us when you start a return, and any photos you send of a fault.
- Emails and messages: what you write to us, and our replies.
- Website use: the pages you visit, how you reached us (for example a search or an advert), your device and browser, and your approximate location from your IP address. Some of this is collected with cookies; see "Cookies" below.
- Marketing choices: whether you have agreed to hear from us, and whether you open our emails.
Most of this comes from you. Some comes from others: a club or school may give us the names, sizes and numbers for its players, and a parent may order for a child.
Why we use it, and our legal basis
| What we do | Legal basis |
|---|---|
| Take, make and deliver your order; handle returns, refunds and faults; reply to you | Contract: we need it to do what you asked |
| Prepare a quote you asked for | Steps before a contract, at your request |
| Keep accounts and tax records | Legal obligation |
| Check orders for fraud | Legitimate interests: protecting you and us from fraud |
| Keep your artwork and stitch files so repeat orders match | Legitimate interests: making your kit consistent |
| Ask you to review your order on Trustpilot | Legitimate interests: honest feedback about our service. You can opt out at any time |
| Send customers emails about similar products and offers | Legitimate interests, where you bought from us and didn't opt out; otherwise your consent. Every email has an unsubscribe link |
| Contact clubs, schools and businesses about our services | Legitimate interests: telling organisations about kit they may need |
| Measure how our website and adverts perform, and show you our adverts on other sites | Your consent, given through our cookie banner |
We do not make decisions about you by automated means alone. Orders our systems flag as a fraud risk are checked by a person before anything happens to them.
Who we share it with
We don't sell your information. We share it only with those who help us run the business, under contracts that require them to protect it and use it only for us:
- Shopify, which runs our online shop, checkout and marketing emails.
- Our payment providers: Shopify Payments, Stripe and PayPal.
- Royal Mail, to deliver your order.
- Zoho, for our accounts and invoices.
- Our own order system, which runs on servers hosted by DigitalOcean, with backups held by Backblaze.
- Google, for email, file storage, website analytics and advertising; and Meta, for advertising on Facebook and Instagram, where you have agreed to advertising cookies.
- Trustpilot, which sends review invitations after an order.
- Specialist print and garment suppliers, where they make part of your order (for example a printed transfer from your artwork), and only what they need to make it.
- Software and AI tools we use to manage orders and email, under business terms that don't let the provider use your information for its own purposes.
- Our bookkeeper and accountants.
Club shops. If you buy from your club's shop, your club does not receive your contact or payment details. We may give the club a summary of its shop's sales showing order numbers, dates and totals. If your order is sent to a club representative to hand out, we give them your name so the right kit reaches you.
We may also share information where the law requires it, or to protect our rights, for example to prevent fraud.
Information sent outside the UK
Some of our providers store information outside the UK, including in the European Union and the United States. Where it goes to a country without a UK finding of adequate protection, we rely on the UK's approved safeguards: the UK–US data bridge for certified US companies, or the UK's International Data Transfer Agreement or Addendum in the provider's terms.
How long we keep it
| Information | How long |
|---|---|
| Orders, invoices and payments | Six years after the end of the financial year they belong to, as tax law requires |
| Names and numbers for personalisation | One year after delivery, so we can deal with a fault or a reorder |
| Artwork, logos and stitch files | While you or your club keep ordering from us, then two years after the last order |
| Quotes and enquiries that don't lead to an order | Two years |
| Return photos and fault reports | Two years after the return is settled |
| Marketing email list | Until you unsubscribe; then we keep only your address on a do-not-email list |
| Website and advertising data | As set by Google and Meta; Google Analytics data is kept for 14 months |
Children
We sell to adults: parents, clubs, schools and businesses. When an order includes a child's name or number, we use it only to make and deliver that order and keep it for the time shown above. We never use a photograph of finished kit showing a child's name or face in our marketing without a parent's agreement.
Cookies
Cookies are small files a website stores on your device. Some are needed for the shop to work, such as keeping your basket and taking payment; these are always on. The rest are used only if you agree through the cookie banner, and you can change your mind at any time through the "Cookie preferences" link at the foot of every page.
| Type | Provider | What it's for |
|---|---|---|
| Essential | Shopify | Your basket, checkout, security and remembering your cookie choice |
| Analytics | Shopify, Google Analytics | Counting visits and seeing which pages work, so we can improve the site |
| Marketing | Google Ads, Meta | Measuring which adverts bring visitors, and showing our adverts on other sites |
| Marketing | Kit Room | Remembering which advert or link brought you to us, so we know where quote requests come from (stored for up to 90 days) |
Your rights
You can ask us to:
- give you a copy of the information we hold about you;
- correct anything that is wrong or incomplete;
- delete your information, where we no longer need it or have no other legal reason to keep it (tax records, for example, must be kept);
- restrict how we use it while a concern is looked into;
- give you the information you provided in a format you can take elsewhere;
- stop using it where we rely on legitimate interests. You can stop marketing at any time, without giving a reason, using the unsubscribe link or by emailing us.
Where we rely on your consent, you can withdraw it at any time. There is no charge. We reply within one month, and tell you if a request is complex and needs longer.
Complaints
If you are unhappy with how we have handled your information, please tell us first: email info@kit-room.co.uk with "Data protection complaint" in the subject, or write to us at the address above. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome.
You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or 0303 123 1113.
Changes to this notice
We update this notice when the way we use information changes. The date at the top shows when it last changed.