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Privacy Policy

Kylemark Embroidery Ltd

Registered Office At: Newton Mill, 45 Green Street, Ayr, KA8 8BQ.
Registered in Scotland Sc225670 Vat Reg No. 790 7220 26 | email:

Kylemark’s Data Privacy Policy

This Privacy Policy explains how we use your personal data. 

In every business data has to be collect when processing enquiries or orders, stored for our ongoing customer relationship with you, if you subscribe to our mailing list or if you are visiting our website.


It shows how we collect, use and process your personal data, and how we comply with our legal obligations to you. Kylemark is committed to protecting and safeguarding your data privacy rights.


This Privacy Policy applies to the personal data of our Customers, Potential Customers, Suppliers and Potential Employees. 

What personal data do we collect?

Customer Data:

In all business it is necessary to collect information to help provide the best possible service to customer’s; we only ask for details that will genuinely help us to deliver these products and services. Examples of this would be your name, job role, and contact details; including but not limited to: telephone number, email address, first and last name and address details. Where it is required by us to process payments for goods and services by way of debit or credit card we do not keep these details on file.

Supplier Data:

Kylemark collect the minimum amount of data from our suppliers to ensure that we can easily process transactions. We will collect contact details for the main contact and any associate contacts within the business that assist us in processing any number of transactions. If contractual we will retain information such as your bank details so that we can pay for the services you provide.

How do we collect your personal data?

Customer Data:

We collect customer data directly from you.

Supplier Data:

We collect supplier data directly from you.

How do we use your personal data?

Customer Data:

At Kylemark there are two main reasons for using your personal details:

i. to help us process ongoing orders, quotes or deliveries to you.

ii. to keep you up to date with our subscribed email marketing campaigns.

Supplier Data:

To ensure that we can complete the contractual arrangements between us and comply with any legal and binding requirements.

Website Users:

In creating an account we will retain your name, billing and shipping address, email and telephone number. We do not retain your payment details.

How do we safeguard your personal data?

 We understand that your data is personal to you and should be protected at the highest level. We have put in place suitable procedures that prohibit unauthorised access and misuse of your personal data.

Those actions include but are not limited to; encrypted server access, encrypted Laptop devices, up to date and monitored antivirus and gateway security.

How long do we keep your personal data for?

Data stored and processed in our Apparel Order Management system. After a period of seven years and no contact with you we will remove your personal data from our systems unless we feel another processing requirement, such as legal or contractual regulation requires us to retain it.

How can you access, amend or take back the personal data that you have given to us?

You may change your mind at any time and have your data erased by writing to the Data Protection Officer, Kylemark, Newton Mill, 45 Green Street, Ayr, Ayrshire or emailing us at We will process the removal of your personal information within 30 days if not sooner. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Right to object:

If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

Right to erase:

In certain situations, you have the right to request us to “erase” your personal data. We will respond to your request within a maximum of 30 days and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will remove your data. We will assume that you would prefer us to keep a note of your name on our system as a person who would prefer not to be contacted by Kylemark as this will ensure that we can minimise the future risk of your data being resubmitted and used in the future. If you would prefer that this is not the case please let us know.

Our legal basis for processing your data

Legitimate interests:

Article 6(1)(f) of the GDPR states that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by [us] or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of [you] which require protection of personal data.”

Customer data:

We think it reasonable that if you have communicated with us in the past or we have had meaningful contact with you within the past 5 years that there is legitimate interest that you will continue to benefit from our continued communication.

Personal details may be used for administrative purposes including invoicing and quotations.

Supplier data:

We store and process the personal data of individuals within your organisation in order to facilitate the receipt of services from you as one of our suppliers. We also hold your financial details, so that we can pay you for your services. We deem all such activities to be necessary within legitimate interests.


Article 6(1)(b) gives us lawful basis for processing personal data where; “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”


In this context, a contract does not have to be a formal signed document, or even written down, as long as there is an agreement which meets the requirements of contract law. Broadly speaking, this means that the terms have been offered and accepted, you both intend them to be legally binding, and there is an element of exchange (usually an exchange of goods or services for money, but this can be anything of value).

Customer data:

Where we and you have entered in a contractual agreement to deliver products and services we will process the appropriate and required information in order to do so. i.e. address details of the company.