Privacy Policy

Last updated: 17 September 2026

This notice explains how Printed Wafer handles personal information when you visit our website, contact us, create a design or place an order.

Who we are

Printed Wafer is a trading name of Bespoke Wafers Limited, the controller responsible for the personal information described here.

• Email: sales@printedwafer.co.uk
• Telephone: 0330 043 2329
• Post: Bespoke Wafers Limited, 10 Hallcraig Street, Airdrie, ML6 6AH, United Kingdom

Information we handle

• Orders and accounts: your name, business name where relevant, contact details, billing and delivery addresses, account details, order history and delivery instructions.
• Personalisation: uploaded artwork, logos or photographs, names, dates, wording, design choices and instructions you provide.
• Payments: payment status, transaction references, refunds and related order information. Payment details are processed through the payment provider selected at checkout.
• Support: enquiries and correspondence, including information you send through email, forms or chat.
• Website use: IP address, browser and device information, shopping session, cookie preferences and information about visits and interactions collected by the website's technical, analytics or advertising services.

We receive information from you and from payment or delivery providers. An ordering customer may also give us another person's information, such as a recipient's address or a name to print.

Only provide information needed for your order. If you supply someone else's details or image, make sure you are entitled to do so and share this notice with them. Take particular care with children's information and photographs.

How we use information

Our purposes and lawful bases under UK data protection law are:

• Quotations, accounts, design requests, orders, payments and delivery: to take steps you request before entering a contract or to perform our contract with you.
• Business contacts and delivery recipients: our legitimate interests in communicating with a business customer and fulfilling its orders where the individual concerned is not personally a party to our contract.
• Customer support and complaints: our contract with you where relevant, or our legitimate interests in answering enquiries and resolving problems.
• Accounts, invoices and statutory records: our legal obligations.
• Website security, fraud prevention and legal claims: our legitimate interests in protecting customers and our business, and legal obligations where applicable.
• Optional analytics and advertising: your consent for the optional processing covered by our cookie controls.

Legitimate interests do not override your data protection rights. You can object as explained below.

We need contact and delivery details, payment confirmation and sufficient instructions to fulfil your order. Without the required information, we may be unable to complete it.

Artwork, design requests and chat

We use submitted files and wording to prepare, check and produce your requested design or product, and to answer related enquiries. Our AI designer uses OpenAI's API to generate and revise designs from the instructions and reference artwork submitted for that purpose.

Our chat service receives a browser identifier and the page address when its widget loads, so it can associate a visit with a continuing conversation. Messages and attachments you send are used to answer your enquiry through AI assistance or our team. Providers supporting the chat service may process the information needed to supply it.

Do not put passwords, payment-card details or sensitive personal information into design prompts or chat. You can email us for help with a design or order instead.

Who we share information with

Recipients include the providers needed for the service you use:

• Square and PayPal for payments, refunds and their related checks;
• Royal Mail, Parcel Monkey and the delivery carrier for shipping and delivery updates;
• Krystal for website hosting;
• OpenAI for AI-assisted design generation;
• providers of website maintenance, security, email, order management, file storage, backups and design or support tools;
• analytics and advertising providers, including Google, for the relevant optional website services; and
• accountants, legal advisers, HMRC and other authorities where necessary for professional advice or legal requirements.

Some providers act on our behalf; others are responsible for their own processing, including payment providers carrying out their own legal obligations. Their notices explain those activities: Square, PayPal, Krystal and Google.

International processing

Some providers operate internationally and may process information outside the UK, including in the United States. Their transfer arrangements depend on the provider and service.

OpenAI's Data Processing Addendum provides for UK personal information to be processed using Standard Contractual Clauses with the UK Addendum. Google describes its transfer safeguards, including the UK Extension to the EU–US Data Privacy Framework. PayPal and Krystal describe adequacy decisions and contractual safeguards in their privacy notices linked above. Square's notice also explains its international processing.

Contact us for details of the countries and safeguards relevant to a particular service, including how to obtain a copy of applicable safeguards.

How long information is kept

Retention depends on the purpose of the record:

• Accounting and tax records: the normal legal requirement for company accounting records is six years from the end of the financial year concerned, with longer periods in some circumstances.
• Orders, correspondence and production files: the relevant criteria are completion of production and delivery, support needs, any requested arrangement for repeat orders, and unresolved complaints, claims or record-keeping duties.
• Accounts, enquiries and technical records: the relevant criteria are whether the account is in use, whether the enquiry or technical issue is resolved, and any continuing security or legal need.

You can ask about the information or files associated with a particular order and request deletion. Records we must keep by law, such as invoices, may need to be retained after other information is deleted. We will explain any limitation when responding.

Cookies and your choices

Essential cookies and similar technologies support your basket, shopping session and privacy choices. The website's consent controls also offer Statistics and Marketing choices for optional technologies. These can measure website use or advertising results and recognise visits and interactions for advertising purposes.

The design tool uses browser session storage to preserve your work during the session. Chat uses browser local storage for a visitor identifier and session storage for draft messages and interrupted sends, helping you continue the conversation.

Use Manage consent on the website to review or change your choices, including withdrawing consent. You can also delete or block cookies in your browser, although blocking essential cookies can prevent shopping functions from working.

Your rights

Depending on the circumstances, you can request access to your information, correction, deletion, restriction of its use, or a portable copy of eligible information you supplied.

Your right to object: you can object to processing based on our legitimate interests for reasons connected with your circumstances. You have an absolute right to object to the use of your information for direct marketing.

Where processing relies on consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of earlier processing.

Use our contact details above to exercise a right. We may need reasonable information to verify your identity. Requests are normally free and we respond within the applicable legal time limit, usually one calendar month. We will explain any permitted extension or exception.

Questions and complaints

Contact us if you are concerned about our handling of your information. Explain what happened and what you would like us to do. We will acknowledge a data protection complaint within 30 days, investigate it, keep you informed and provide an outcome without undue delay.

You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator: ICO complaints, telephone 0303 123 1113, or post to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

We may update this notice when our services or use of information changes. The date above shows its latest update.