Privacy policy

Last updated: 7 September 2026

1. Who we are

DecalsLab Ltd, trading as Vital Workwear, is the data controller for the personal information collected through vitalworkwear.co.uk and when you order from us by email or phone. Registered office: Unit C, Chalmers Way, Gillingham, England, ME8 6PF. Company number 11502831. Contact: sales@vitalworkwear.co.uk, 07470 189 739.

This policy explains what we collect, why, who we share it with and your rights under the UK GDPR and the Data Protection Act 2018.

2. What we collect

Order and account details: your name, company name, email address, phone number, billing and delivery addresses, what you ordered and your order history.
Payment information: payments are processed by Shopify Payments and the wallet providers you choose (Shop Pay, Apple Pay, Google Pay). We receive confirmation of payment and the last four digits of the card; we never see or store full card numbers.
Artwork: the logos and files you upload for decoration, the proofs we prepare from them, and your approvals or change requests. Artwork may contain personal data if you include names or photographs.
Communications: emails, calls and messages between us, including notes you add to an order.
Website usage: device and browser information, IP address, pages viewed and how you reached the site, collected through cookies and similar technologies (see section 8).

3. How we use it and our legal basis

To fulfil your order (performance of a contract): taking payment, preparing proofs, decorating garments, delivering them and handling returns and warranty claims.
To keep your artwork on file (legitimate interests, and at your request): so we can reproduce your logo exactly on repeat orders. You can ask us to delete it at any time.
To communicate with you about orders (performance of a contract): order confirmations, proof links, dispatch and tracking emails, and replies to your questions.
To keep records (legal obligation): invoices and order records are kept for accounting and tax purposes.
To improve the site and prevent fraud (legitimate interests): analytics, security monitoring and fraud screening carried out by Shopify.
Marketing (consent, or legitimate interests for existing customers): we may email existing customers about similar products and offers. Every marketing email has an unsubscribe link, and you can opt out at any time by emailing us.

4. Who we share it with

We share personal information only where needed to run the business, with providers who act on our instructions:

Shopify International Ltd, which hosts the store, processes payments and stores order data. Shopify's own privacy policy is at shopify.com/legal/privacy.
Our kit builder and proofing app, built for us and hosted on Vercel, which stores the artwork you upload and the proofs we prepare so that you can review and approve them.
Our garment distributor, which supplies the garments we decorate. We share garment, size and quantity details, and delivery details only where an order is sent to you directly from their warehouse.
Royal Mail and other carriers, who receive your name, delivery address and phone number to deliver your parcel.
Accounting, email and IT providers that support our business, under contracts that protect your data.
Authorities or advisers where the law requires it or to protect our legal rights.

We do not sell personal information.

5. International transfers

Some of our providers, including Shopify and Vercel, process data outside the UK. Where they do, transfers are protected by UK adequacy regulations or by approved contractual safeguards such as the UK International Data Transfer Agreement.

6. How long we keep it

Order records, invoices and related communications: 6 years after the end of the tax year of the order, as required for tax and accounting.
Artwork, embroidery files and proofs: for as long as you remain a customer, so we can repeat your order, or until you ask us to delete them.
Marketing preferences: until you unsubscribe.
Website analytics: as set by the cookie in question, typically up to 2 years.

7. Your rights

You can ask us to give you a copy of your personal information, correct it, delete it, restrict how we use it, or transfer it to another provider, and you can object to processing based on legitimate interests. Where we rely on consent you can withdraw it at any time. To use any of these rights, email sales@vitalworkwear.co.uk. We will respond within one month. If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

8. Cookies

The site uses cookies that are essential to run the shop (for example, remembering your basket, your VAT display choice and your login), and analytics cookies set by Shopify to understand how the site is used. You can control cookies through your browser settings; blocking essential cookies may stop the checkout from working.

9. Security

The site runs over HTTPS. Payments are handled by PCI-compliant processors. Access to order data and artwork is limited to the people who need it to process your order.

10. Children

Our site and services are intended for adults and businesses. We do not knowingly collect information from children under 16. Orders for schools and clubs should be placed by an adult.