Trophies Online Limited
Last updated: 22 October 2026
1. Introduction
At Trophies Online Limited, we are committed to protecting your privacy and ensuring that your personal information is handled securely, responsibly and transparently.
This Privacy Policy explains how we collect, use, store, share and protect your personal information when you visit our website, purchase our products, contact us or otherwise interact with our business.
We process personal information in accordance with applicable UK data protection legislation, including:
- The UK General Data Protection Regulation (UK GDPR).
- The Data Protection Act 2018.
- The Privacy and Electronic Communications Regulations 2003 (PECR), where applicable.
By using our website, you acknowledge that your personal information will be handled as described in this policy.
2. Who We Are
Trophies Online Limited is responsible for determining how and why personal information collected through our business is processed.
Business details
Trophies Online Limited
Overdene
Timsbury Road
High Littleton
Bristol
BS39 6HL
United Kingdom
Email: [email protected]
Website: www.trophiesonline.co.uk
For the purposes of UK data protection law, Trophies Online Limited is the data controller for personal information processed in connection with its business activities, except where another organisation acts as an independent controller.
If you have any questions about this policy or how your information is handled, please contact us using the details above.
3. Personal Information We Collect
We may collect and process the following categories of personal information.
3.1 Information You Provide
When placing an order, creating an account or contacting us, we may collect:
- Full name.
- Billing and delivery addresses.
- Email address.
- Telephone number.
- Order and transaction details.
- Customer account information.
- Personalisation instructions, including names, dates and messages.
- Customer enquiries and correspondence.
- Artwork, photographs, logos and designs submitted for engraving.
3.2 Payment Information
When you purchase products from our website, payments are handled through the payment providers available at checkout.
We may receive payment confirmation, transaction references, payment status and limited payment information necessary for processing orders, refunds and accounting.
Full payment card details are normally processed securely by the relevant payment provider rather than stored directly by us.
3.3 Website and Technical Information
When you visit our website, we may automatically collect information such as:
- IP address.
- Browser type and version.
- Device type and operating system.
- Pages visited and website interactions.
- Referral sources.
- Cookie identifiers.
- Approximate location derived from IP address.
- Technical information used for website security and performance.
The information collected depends on the website technologies and cookie preferences in use.
3.4 Customer Communications
If you contact us by email, through our website or through a marketplace, we may retain relevant correspondence to assist with enquiries, resolve disputes and maintain customer service records.
4. How We Use Your Information
We use personal information only where we have a lawful basis for doing so.
The main purposes and lawful bases are outlined below.
| Purpose | Lawful basis |
| Processing and fulfilling customer orders | Performance of a contract |
| Personalising and engraving products | Performance of a contract |
| Arranging delivery | Performance of a contract |
| Handling returns, refunds and order enquiries | Performance of a contract, legal obligation or legitimate interests, as appropriate |
| Maintaining accounting and tax records | Legal obligation |
| Preventing fraud and protecting website security | Legitimate interests or legal obligation, as appropriate |
| Responding to general enquiries | Legitimate interests or steps requested before entering a contract |
| Sending promotional emails where consent is required | Consent |
| Certain marketing to existing customers where legally permitted | Legitimate interests, subject to PECR requirements |
| Non-essential analytics and advertising cookies | Consent, where required |
Where we rely on legitimate interests, we consider whether those interests are overridden by your rights and freedoms.
We will not use your personal information for an incompatible purpose without an appropriate lawful basis.
5. Personalised Products and Customer Artwork
As a specialist engraving and personalisation business, we process information submitted for personalised products.
This may include names, initials, dates, personal messages, photographs, business logos and other designs.
We use this information to:
- Prepare engraving artwork.
- Produce personalised products.
- Confirm artwork or layout where required.
- Resolve engraving or production queries.
- Handle replacements, returns or customer service issues.
We may retain relevant artwork and order instructions for a reasonable period to assist with repeat orders, replacements and disputes, subject to our retention procedures.
Customer Privacy
We will not publish customer-submitted photographs, personal messages or artwork for promotional purposes without an appropriate lawful basis and, where required, permission.
We ask customers not to submit unnecessary sensitive personal information in engraving instructions.
Where submitted content contains special category personal data, we will handle it in accordance with the additional requirements of UK GDPR.
6. Sharing Your Information
We do not sell your personal information to third parties.
We may share relevant information with trusted organisations where necessary to operate our business.
These may include:
6.1 Delivery Providers
We share delivery details with postal and courier companies to fulfil orders.
This may include your name, delivery address, telephone number and email address where necessary for delivery notifications.
6.2 Payment Providers
Payment providers process information necessary to authorise payments, prevent fraud and issue refunds.
These providers may act as independent data controllers for some of their processing activities.
6.3 Website and Technology Providers
We may use third-party services for:
- Website hosting and maintenance.
- Ecommerce functionality.
- Email hosting and communications.
- Order management.
- Website security.
- Data backups.
- Analytics and advertising, where enabled.
6.4 Professional Advisers
We may share necessary information with accountants, legal advisers, insurers or other professional service providers.
6.5 Legal and Regulatory Authorities
We may disclose information where required by law, a court order or a legitimate regulatory request.
Where third parties process personal information on our behalf, we take appropriate steps to ensure suitable data protection arrangements are in place.
7. Marketing Communications
We may occasionally send information about our products, special offers, promotions or business updates.
We will only send electronic marketing where permitted by applicable data protection and electronic marketing laws.
For example, we may send promotional emails where you have given consent or, where the legal requirements are met, to existing customers about our own similar products or services.
Where we rely on the existing-customer marketing exception, we will provide an appropriate opportunity to opt out when collecting your details and in each subsequent marketing message.
You can unsubscribe from marketing communications at any time by:
- Clicking the unsubscribe link in a marketing email, where provided.
- Contacting [email protected].
Unsubscribing from marketing will not prevent us from sending essential communications relating to existing orders, payments or customer service matters.
We will not sell or rent your email address to third-party marketers.
8. Cookies and Website Tracking
Our website may use cookies and similar technologies to support functionality, improve performance and understand website usage.
Cookies are small files placed on your device when you visit a website.
8.1 Essential Cookies
These may be required for:
- Shopping basket functionality.
- Checkout and payment processes.
- Account login and security.
- Remembering essential website preferences.
- Preventing fraudulent or malicious activity.
Strictly necessary cookies may be used without consent where permitted by law.
8.2 Analytics Cookies
Where enabled, analytics technologies may help us understand how visitors use our website.
This may include information about page visits, navigation and interactions.
We will obtain consent before setting or accessing non-essential analytics cookies where required.
8.3 Advertising and Marketing Cookies
Where enabled, advertising technologies may be used to measure campaign performance and display relevant advertising.
We will request consent before using non-essential advertising cookies or similar tracking technologies where legally required.
8.4 Managing Cookies
You can manage non-essential cookie preferences using the controls provided on our website.
You may also control or delete cookies through your browser settings.
Disabling certain essential cookies may affect website functionality.
Further information about the specific cookies used, their providers and their duration should be provided in our Cookie Policy or cookie preference interface.
9. Data Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
Depending on the systems involved, these measures may include:
- Secure website connections using HTTPS.
- Access controls and password protection.
- Restricted access to customer and order information.
- Appropriate security measures for email and business systems.
- Secure payment processing through third-party providers.
- Software updates and security maintenance.
- Appropriate backup and recovery procedures.
No method of internet transmission or electronic storage is completely secure.
However, we aim to maintain security measures appropriate to the risks associated with the information we process.
10. How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including meeting legal, accounting and regulatory obligations.
Our retention periods depend on the type of information and the reason for processing it.
10.1 Order and Accounting Records
Order, invoice and transaction records are generally retained for six years after the relevant financial year or accounting period, or longer where applicable law requires.
10.2 Customer Communications
Customer service correspondence is retained for a period appropriate to resolving enquiries, handling complaints and protecting legitimate business interests.
10.3 Personalisation Artwork
Customer artwork and engraving instructions are retained only for as long as reasonably necessary for order fulfilment, repeat orders where appropriate, replacements, dispute resolution or other legitimate purposes.
10.4 Marketing Information
Marketing information is retained until you withdraw consent, opt out or it is no longer needed, subject to keeping minimal suppression records where necessary to honour opt-out requests.
10.5 Website Information
Website logs, analytics information and cookie data are retained according to the relevant system settings and the retention periods disclosed in our cookie information.
When personal information is no longer required, we will securely delete, anonymise or otherwise dispose of it as appropriate.
11. International Data Transfers
Some of our technology, email, payment or website service providers may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that appropriate safeguards are used where required.
These may include:
- Transfers to countries recognised as providing adequate data protection.
- The UK International Data Transfer Agreement.
- The UK Addendum to approved EU Standard Contractual Clauses.
- Other lawful transfer mechanisms recognised under UK data protection legislation.
We will take reasonable steps to ensure that transferred information remains appropriately protected.
12. Your Data Protection Rights
Under UK GDPR, you may have the following rights in relation to your personal information:
12.1 Right of Access
You can request confirmation of whether we process your personal information and obtain a copy of that information.
12.2 Right to Rectification
You can ask us to correct inaccurate information or complete incomplete information.
12.3 Right to Erasure
You can request deletion of your personal information in certain circumstances.
This right is not absolute. We may need to retain information to comply with legal obligations or establish, exercise or defend legal claims.
12.4 Right to Restrict Processing
You can ask us to restrict the processing of your information in certain circumstances.
12.5 Right to Object
You may object to processing based on legitimate interests, subject to applicable legal exceptions.
You have the right to object to the use of your personal information for direct marketing at any time.
12.6 Right to Data Portability
Where applicable, you may request certain personal information in a structured, commonly used and machine-readable format.
12.7 Right to Withdraw Consent
Where processing is based on consent, you can withdraw that consent at any time.
Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
12.8 Rights Relating to Automated Decision-Making
You have rights relating to certain decisions made solely through automated processing that produce legal or similarly significant effects.
We do not intend to make such decisions as part of our ordinary order fulfilment activities.
To exercise your rights, contact [email protected].
We will respond within the timescales required by law, normally within one month of receiving a valid request, subject to permitted extensions.
We may request reasonable information to verify your identity before fulfilling a request.
13. Children’s Personal Information
Our website is intended primarily for adults purchasing trophies, awards and personalised gifts.
Products may be personalised with children’s names, photographs or other details supplied by a parent, guardian or authorised purchaser.
We use such information only for the relevant order and other lawful purposes described in this policy.
We do not knowingly use children’s personal information for unrelated marketing without an appropriate lawful basis.
14. Third-Party Websites
Our website may contain links to external websites, including payment services, delivery providers and social media platforms.
These websites operate under their own privacy policies.
We are not responsible for the privacy practices of independent third-party websites.
We recommend reviewing their privacy information before providing personal details.
15. Data Breaches
We maintain procedures for identifying, assessing and responding to personal data breaches.
Where a breach is likely to result in a risk to individuals’ rights and freedoms, we will notify the Information Commissioner’s Office (ICO) where legally required.
Where a breach is likely to result in a high risk to affected individuals, we will also notify those individuals without undue delay where required by law.
16. Complaints and the Information Commissioner’s Office
If you have concerns about how we process your personal information, please contact us first so we can investigate.
Email: [email protected]
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
We encourage customers to contact us directly where possible so we have an opportunity to resolve concerns.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, technology, legal obligations or data processing activities.
The latest version will be published on our website with an updated revision date.
Where changes materially affect how we process personal information, we will take appropriate steps to inform affected individuals where required.
18. Contact Information
If you have any questions about this Privacy Policy, wish to exercise your data protection rights or would like further information about how we handle your data, please contact:
Trophies Online Limited
Overdene
Timsbury Road
High Littleton
Bristol
BS39 6HL
United Kingdom
Email: [email protected]
Website: www.trophiesonline.co.uk
Trophies Online – Bristol Based, Serving the Whole UK.
This Privacy Policy should be read alongside our Terms & Conditions, Returns & Refunds Policy and Cookie Policy.