Privacy policy

Last updated: 29/07/2026

Expo Display Stands respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share personal information when you:

• visit expo-display-stands.com;

• create an account;

• place or enquire about an order;

• upload artwork;

• approve a design proof;

• contact us;

• subscribe to marketing;

• interact with our advertisements; or

• otherwise use our products and services.

This policy should be read alongside our Cookie Policy, Terms and Conditions of Sale, Shipping and Worldwide Delivery Policy, and Returns, Refunds and Cancellations Policy.

1. Who We Are

Expo Display Stands is a trading name of:

Legal business name: Expo Display Stands Ltd
Business type: A COMPANY REGISTERED IN ENGLAND AND WALES
Company number: 16440581
Registered office: 52 Venn Grove, Plymouth, PL3 5PH
Email: sales@expo-display-stands.com
ICO registration number: CSN9770684

For UK data-protection purposes, Expo Display Stands Ltd is normally the data controller responsible for deciding how and why your personal information is used.

In this policy, “we”, “us” and “our” refer to the legal business identified above.

2. Personal Information

Personal information means information that identifies an individual directly or indirectly.

It does not normally include information relating only to a company or organisation. However, information about sole traders, business contacts and identifiable employees may be personal information.

3. Information We Collect

The information we collect depends on how you interact with us.

3.1 Identity and contact information

This may include:

• name;

• job title;

• business or organisation name;

• billing address;

• delivery address;

• email address;

• telephone number; and

• account username or customer number.

3.2 Order and transaction information

This may include:

• products ordered;

• product options and quantities;

• prices and discounts;

• order history;

• quotation details;

• invoice details;

• payment status;

• refunds;

• delivery instructions;

• customs information;

• tax or VAT information;

• customer communications; and

• complaints or support history.

3.3 Payment information

Payments may be processed by Shopify Payments, PayPal or another payment provider available at checkout.

We may receive:

• confirmation that payment was authorised;

• payment method type;

• limited card information, such as the final digits;

• billing details;

• transaction references;

• fraud-screening results; and

• refund or chargeback information.

We do not normally receive or store your complete payment-card number or card security code.

Payment providers currently used: SHOPIFY PAYMENTS, GOOGLE PAY, APPLE PAY, PAYPAL

3.4 Artwork and design information

When you purchase a custom-printed product, we may collect:

• uploaded artwork;

• logos;

• photographs;

• illustrations;

• text and contact details contained in artwork;

• brand guidelines;

• colour references;

• design instructions;

• revision requests;

• proof approvals;

• file metadata; and

• correspondence about the design.

Artwork may contain personal information selected and supplied by you. You should avoid including unnecessary personal or sensitive information.

You must ensure that you have permission to supply any personal information relating to another person.

3.5 Website and device information

When you use our website, we or our technology providers may collect:

• IP address;

• device type;

• browser type and version;

• operating system;

• language;

• time zone;

• approximate location;

• referring website;

• pages viewed;

• products viewed;

• search terms;

• links clicked;

• session information;

• shopping-basket activity;

• checkout activity;

• cookie identifiers;

• advertising identifiers; and

• error, diagnostic and security information.

Some of this information is collected through cookies and similar technologies. Further details are provided in our Cookie Policy.

3.6 Marketing information

This may include:

• whether you have subscribed to marketing;

• your communication preferences;

• marketing messages sent;

• whether a message was opened;

• links selected;

• advertising interactions;

• products or categories of apparent interest; and

• unsubscribe or objection requests.

3.7 Customer-service information

When you contact us, we may collect:

• your enquiry;

• correspondence;

• photographs and videos;

• call notes;

• details of faults or damage;

• delivery information;

• complaint information; and

• records of any agreed resolution.

3.8 Information from other sources

We may receive personal information from:

• Shopify;

• payment providers;

• couriers;

• customs agents;

• manufacturers;

• fulfilment partners;

• graphic designers;

• fraud-prevention services;

• analytics providers;

• advertising platforms;

• social-media platforms;

• business directories;

• publicly available business websites; and

• another person placing an order on your behalf.

4. How We Collect Information

We collect information:

• directly from you;

• when you place an order;

• when you create an account;

• when you upload artwork;

• when you approve a proof;

• through website forms;

• through email, telephone or social media;

• automatically through cookies and similar technologies;

• from payment, delivery and technology providers;

• from someone acting on your behalf; and

• from publicly available business sources where appropriate.

5. Why We Use Personal Information

We only use personal information where we have a lawful reason to do so.

The lawful bases most likely to apply are:

• Contract: where the information is necessary to provide a quotation, process an order, manufacture a product, take payment or deliver goods.

• Legal obligation: where we need the information to comply with tax, accounting, customs, consumer-protection or other legal requirements.

• Legitimate interests: where use is reasonably necessary for our business or another person’s interests and those interests are not overridden by your rights.

• Consent: where you have actively agreed to a particular use, such as certain marketing messages or non-essential cookies.

• Legal claims: where information is needed to establish, exercise or defend a legal claim.

5.1 Quotations and enquiries

We use personal information to:

• respond to enquiries;

• recommend suitable products;

• prepare quotations;

• clarify specifications;

• assess delivery requirements; and

• take steps requested before entering into a contract.

Lawful basis: Contract or steps taken at your request before entering into a contract.

5.2 Processing and fulfilling orders

We use personal information to:

• create and manage orders;

• confirm product selections;

• process payments;

• issue invoices;

• check artwork;

• prepare design proofs;

• manufacture products;

• arrange delivery;

• provide tracking;

• manage customs requirements;

• respond to order enquiries; and

• provide after-sales support.

Lawful basis: Contract.

Where a business places an order and the named contact is not personally a party to the contract, we may rely on our legitimate interest in communicating with that business and fulfilling its order.

5.3 Artwork and proof approval

We use artwork and design information to:

• check files;

• provide design services;

• prepare proofs;

• obtain approval;

• manufacture products;

• carry out quality checks;

• manage reprints or replacements; and

• retain an order record.

Lawful basis: Contract and our legitimate interests in maintaining accurate production and order records.

5.4 Payments and fraud prevention

We use information to:

• process payments;

• verify transactions;

• prevent fraud;

• manage refunds;

• address chargebacks;

• protect customer accounts; and

• protect our business and payment providers.

Lawful basis: Contract, legal obligation and legitimate interests in preventing fraud and protecting our business.

5.5 Delivery, customs and international fulfilment

We use and share information to:

• manufacture and dispatch goods;

• produce shipping labels;

• arrange collections;

• track consignments;

• complete customs declarations;

• contact recipients;

• collect duties or taxes where applicable; and

• investigate delayed, damaged or lost shipments.

Lawful basis: Contract, legal obligation and legitimate interests in managing delivery.

5.6 Customer service, complaints and returns

We use information to:

• answer questions;

• investigate faults;

• assess transit damage;

• process cancellations;

• arrange replacements;

• issue refunds;

• respond to complaints; and

• maintain records of the outcome.

Lawful basis: Contract, legal obligation and legitimate interests in managing customer relationships and resolving disputes.

5.7 Website operation and security

We use information to:

• operate our website;

• maintain customer accounts;

• remember basket contents;

• protect checkout;

• detect malicious activity;

• prevent unauthorised access;

• troubleshoot problems;

• maintain availability; and

• improve website performance.

Lawful basis: Contract, legal obligation and legitimate interests in operating a secure online business.

Where non-essential cookies are involved, we will request consent where required.

5.8 Analytics and improvement

Subject to your cookie choices, we may use information to:

• understand website use;

• identify popular products;

• assess customer journeys;

• improve navigation;

• measure marketing performance;

• identify technical problems; and

• improve our products and services.

Lawful basis: Consent where required for cookies or similar technologies. In other limited circumstances, we may rely on legitimate interests.

5.9 Marketing

We may use contact information and order history to send information about:

• new products;

• relevant exhibition products;

• special offers;

• events;

• abandoned baskets;

• related services; and

• Expo Display Stands news.

We will send electronic marketing to individuals where:

• you have consented;

• the limited existing-customer exception applies; or

• another lawful basis is available under applicable law.

Marketing to corporate business addresses may be undertaken where legally permitted, subject to your right to object.

You can unsubscribe at any time by:

• selecting the unsubscribe link in a marketing email;

• changing available account preferences; or

• contacting us at sales@expo-display-stands.com.

We may retain limited information on a suppression list to ensure that we respect your request not to receive further marketing.

Lawful basis: Consent or legitimate interests, depending on the recipient, communication and applicable law.

5.10 Legal, accounting and regulatory purposes

We may use information to:

• maintain tax and accounting records;

• respond to regulators;

• comply with court orders;

• comply with customs requirements;

• enforce our contracts;

• establish or defend legal claims;

• respond to legal requests; and

• protect our rights and the rights of others.

Lawful basis: Legal obligation and legitimate interests.

6. Legitimate Interests

Where we rely on legitimate interests, those interests may include:

• operating and developing our business;

• fulfilling orders placed by business customers;

• communicating with business contacts;

• protecting our website and systems;

• preventing fraud;

• maintaining records;

• improving customer service;

• understanding business performance;

• recovering debts;

• dealing with complaints;

• enforcing contracts; and

• defending legal claims.

We consider whether the use is necessary, proportionate and consistent with what you would reasonably expect.

You may object to processing based on legitimate interests. See the section headed “Your Rights”.

7. When Providing Information Is Required

Some information is required so that we can:

• provide a quotation;

• accept an order;

• process payment;

• prepare artwork;

• manufacture products;

• comply with customs rules; or

• deliver goods.

If required information is not provided, we may be unable to accept or fulfil the order.

Information requested for optional marketing is not required to purchase from us.

8. Who We Share Personal Information With

We may share personal information with the following categories of recipient where necessary.

8.1 Shopify

Our online shop is hosted using Shopify. Shopify processes website, account, checkout and order information to provide its ecommerce services.

8.2 Payment providers

We share information with payment processors, banks and card networks to:

• authorise payment;

• prevent fraud;

• process refunds; and

• manage payment disputes.

Current providers: Shopify Pay, Apple Pay, Google Pay, Paypal

8.3 Manufacturers and fulfilment partners

We may share the information necessary to manufacture and fulfil custom products, including:

• customer or recipient name;

• delivery address;

• telephone number;

• order specification;

• artwork;

• proof;

• delivery instructions; and

• customs information.

Our manufacturers and fulfilment partners may be located outside the UK, including CHINA.

They are only authorised to use information as necessary to fulfil the order or provide contracted services.

8.4 Graphic designers and production specialists

Where design or artwork assistance is required, we may share files and instructions with authorised designers, printers or production specialists.

8.5 Delivery and customs providers

We may share information with:

• couriers;

• freight companies;

• postal operators;

• customs brokers;

• warehouse providers;

• local delivery partners; and

• customs or tax authorities.

8.6 Technology providers

We may use providers for:

• website hosting;

• cloud storage;

• email;

• customer service;

• accounting;

• analytics;

• fraud prevention;

• security;

• backups;

• marketing; and

• business administration.

Important systems currently used:
SHOPIFY, GOOGLE WORKSPACE, GOOGLE ANALYTICS

8.7 Professional advisers

We may share information with accountants, insurers, solicitors, consultants and other professional advisers where reasonably necessary.

8.8 Government and legal authorities

We may disclose information where required by law or reasonably necessary to:

• comply with a legal obligation;

• respond to a court order;

• complete customs documentation;

• protect rights or safety;

• investigate suspected crime or fraud; or

• establish or defend legal claims.

8.9 Business transfers

If our business, assets or website are sold, reorganised or transferred, personal information may be disclosed to prospective purchasers and transferred as part of the transaction, subject to appropriate safeguards.

9. International Transfers

Because we sell and deliver products worldwide, personal information may be transferred to, stored in or accessed from countries outside the United Kingdom.

This may occur where we use:

• Shopify;

• international manufacturers;

• overseas fulfilment partners;

• international couriers;

• cloud-service providers;

• payment providers;

• analytics providers; or

• advertising platforms.

Some countries may not provide the same level of legal protection for personal information as the UK.

Where UK transfer restrictions apply, we will use an appropriate transfer mechanism, which may include:

• UK adequacy regulations;

• the UK International Data Transfer Agreement;

• the UK Addendum to approved standard contractual clauses;

• another approved contractual safeguard; or

• a permitted legal exception where appropriate.

We may also carry out an assessment of the proposed transfer and any additional protections required.

You may contact us for further information about the safeguards used for a particular transfer.

Email: sales@expo-display-stands.com

10. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, tax, warranty, dispute and fraud-prevention requirements.

Our intended retention periods are:

Information	Intended retention period
Enquiries that do not become orders	[INSERT, FOR EXAMPLE: 12–24 MONTHS]
Quotations	[INSERT, FOR EXAMPLE: 2 YEARS]
Orders, invoices and payment records	[INSERT PERIOD, COMMONLY 6 YEARS AFTER THE END OF THE RELEVANT FINANCIAL YEAR]
Customer-service and complaint records	[INSERT, FOR EXAMPLE: 2–6 YEARS DEPENDING ON THE ISSUE]
Artwork, proofs and approval records	[INSERT, FOR EXAMPLE: 3–6 YEARS AFTER THE ORDER]
Account information	While the account remains active and for [INSERT PERIOD] afterwards
Warranty and product-support records	The warranty period plus [INSERT PERIOD]
Website security logs	[INSERT, FOR EXAMPLE: 6–12 MONTHS]
Analytics data	According to the configured analytics retention period: [INSERT]
Marketing information	Until consent is withdrawn, an objection is received or the information is no longer useful
Marketing suppression records	As long as reasonably necessary to respect the opt-out
Legal claims	Until the relevant limitation period has expired and any claim has concluded

We may retain information for longer where:

• required by law;

• a complaint or dispute exists;

• legal proceedings are anticipated;

• fraud or security concerns exist; or

• a regulator or authority requires preservation.

When information is no longer required, we will delete it, anonymise it or securely dispose of it.

11. Artwork Retention

We may retain approved artwork and design files to:

• maintain an order record;

• resolve complaints;

• support warranty claims;

• investigate production issues;

• facilitate agreed reorders; and

• defend legal claims.

Choose the applicable approach:

Artwork is retained for reorders unless the customer requests deletion, subject to legal and contractual requirements.

Customers should retain their own original artwork and approved proof. We do not guarantee that archived files will remain available or compatible indefinitely.

12. Marketing Preferences

You can ask us to stop using your personal information for direct marketing at any time.

You may:

• use an unsubscribe link;

• update account preferences where available; or

• contact us at sale@expo-display-stands.com.

We may continue to send non-marketing communications that are necessary to:

• fulfil an order;

• provide customer service;

• issue legal notices;

• provide security information; or

• manage an account.

13. Cookies and Similar Technologies

Our website uses cookies and similar technologies.

These may be used for:

• website functionality;

• customer accounts;

• shopping baskets;

• secure checkout;

• fraud prevention;

• analytics;

• personalisation;

• advertising; and

• measuring campaign performance.

Some cookies are necessary for the website to function. Other cookies will only be used where permitted by law and in accordance with your choices.

You can manage available choices through our cookie banner or browser settings.

Further details are provided in our Cookie Policy.

Cookie-consent provider used: SHOPIFY CUSTOMER PRIVACY

14. Advertising and Social Media

Subject to your choices, we may use services such as:

• Google;

• Meta;

• Instagram;

• Facebook;

• Pinterest;

• TikTok; or

• other advertising networks.

These services may use cookies, pixels or similar technology to:

• measure advertising;

• identify visits referred by advertisements;

• build audiences;

• show more relevant advertising; and

• limit repeated advertisements.

List the advertising platforms actually used: 

Some privacy laws may describe certain advertising disclosures as “sharing” or “selling” personal information, even where no money is exchanged. Where required, we will provide an appropriate opt-out mechanism through Shopify or another privacy tool.

15. Automated Decisions and Fraud Screening

Shopify, payment providers or fraud-prevention services may automatically assess transactions for indications of fraud, misuse or security risk.

These assessments may consider information such as:

• transaction details;

• IP address;

• device information;

• billing and delivery information;

• previous transaction patterns; and

• payment-provider risk signals.

A high-risk assessment may result in:

• additional verification;

• delayed processing;

• refusal of payment; or

• cancellation of an order.

We do not currently make decisions producing legal or similarly significant effects based solely on automated processing.

16. Data Security

We use reasonable technical and organisational measures intended to protect personal information against:

• unauthorised access;

• unlawful use;

• loss;

• alteration;

• disclosure; and

• destruction.

Measures may include:

• access controls;

• password protection;

• multi-factor authentication;

• secure ecommerce and payment platforms;

• encryption in transit;

• system updates;

• backups;

• staff or contractor confidentiality;

• supplier checks; and

• limiting access to people who require the information.

No internet transmission or storage system can be guaranteed to be completely secure.

You are responsible for keeping your customer-account password confidential and should contact us if you believe an account or transaction has been compromised.

17. Personal Information Relating to Other People

Where you provide personal information relating to another person, such as:

• a delivery recipient;

• colleague;

• employee;

• event contact;

• customer;

• model appearing in artwork; or

• authorised account user,

you must ensure that you are authorised to provide the information and that the person has received any necessary privacy information.

18. Sensitive Personal Information

We do not intentionally request sensitive or special-category personal information through our normal sales process.

Please do not include information about health, ethnicity, religion, political opinions, trade-union membership, sexual orientation or other sensitive matters in artwork or communications unless genuinely necessary and previously agreed with us.

If such information is supplied unexpectedly, we may delete it or ask you to provide a replacement file.

19. Children

Our products and services are intended for businesses and adults aged 18 or over.

We do not knowingly collect personal information directly from children for online purchasing or marketing.

If you believe a child has provided personal information without appropriate authority, contact us at sales@expo-display-stands.com.

Artwork depicting children must be supplied with all necessary permissions and consents.

20. Your Data-Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

• be informed about how your information is used;

• request access to your personal information;

• request correction of inaccurate or incomplete information;

• request deletion of information;

• request restriction of processing;

• object to processing based on legitimate interests;

• object to direct marketing;

• request transfer of information in a portable format;

• withdraw consent where processing relies on consent; and

• challenge certain decisions made solely through automated processing.

These rights are not absolute. In some cases, we may need to retain or continue using information to comply with legal obligations, fulfil a contract, protect another person’s rights or establish or defend legal claims.

Your right to object

You have the right to object at any time to the use of your personal information for direct marketing. If you object, we will stop using it for that purpose.

Where processing is based on legitimate interests, you may also object on grounds relating to your particular situation.

21. Exercising Your Rights

To exercise a privacy right, contact:

Email: sales@expo-display-stands.com

Please describe:

• who you are;

• the information or activity concerned;

• the right you wish to exercise; and

• any relevant account or order details.

We may request reasonable evidence of identity before disclosing or changing personal information.

We will normally respond within the period required by applicable law. Complex or numerous requests may take longer where the law permits, and we will explain any extension.

We will not normally charge a fee. A reasonable fee may be charged, or a request may be refused, where legally permitted and the request is manifestly unfounded or excessive.

22. Withdrawing Consent

Where we rely on consent, you can withdraw it at any time.

Withdrawal does not make earlier use of your information unlawful. It may affect our ability to provide an optional feature or communication.

You can manage cookie consent through the cookie banner and marketing consent through the unsubscribe link or by contacting us.

23. Complaints

Please contact us first if you have concerns about how we use your personal information.

Privacy email: sales@expo-display-stands.com

You also have the right to complain to the UK Information Commissioner’s Office.

ICO complaint information: LINK TO THE ICO COMPLAINT PAGE

ICO reference number: CSN9770684

If you live outside the UK, you may also be entitled to complain to the data-protection or privacy regulator in your country.

24. Links to Other Websites

Our website may contain links to external websites, social-media services or third-party tools.

We do not control the privacy practices of those organisations. You should review their privacy information before providing personal information.

25. Changes to This Policy

We may update this Privacy Policy to reflect changes to:

• our business;

• products and services;

• Shopify settings;

• manufacturers;

• technology providers;

• advertising activities;

• legal requirements; or

• data-protection guidance.

The updated version will be published on our website with a revised “last updated” date.

Where a change materially affects how we use existing personal information, we will provide additional notice where required.

26. Contact Us

Questions about this Privacy Policy or our use of personal information should be sent to:

Expo Display Stands
Expo Display Stands Ltd
52 Venn Grove, Plymouth, PL3 5PH
sales@expo-display-stands.com