PRIVACY POLICY

Last updated: 10 September 2026

1. Who we are

Soul Bespoke Ltd (“Soul Bespoke”, “we”, “us” or “our”) is the controller responsible for the personal information described in this privacy policy.

Soul Bespoke Ltd
Company number: NI651811
Unit 3, Craigmore Mill Industrial Estate
Craigmore Road
Newry
BT35 6JR
United Kingdom

Email: hello@soulbespoke.com

This policy explains how we collect, use, disclose and protect personal information when you visit our website, request a quotation, apply for a trade account, place an order, communicate with us or otherwise deal with our business.

2. Personal information we collect

Depending on how you interact with us, we may collect:

Your name, job title and contact details, including your business address, delivery address, email address and telephone number.
Information about your employer or business, including its name, trading address, business type and website.
Information submitted through quotation requests, contact forms and trade-account applications.
Drawings, designs, photographs, measurements, specifications, project files and other materials supplied for quotations or orders. These materials may sometimes contain names or other personal information.
Correspondence and records of communications by email, telephone, post, WhatsApp, social media or other channels.
Quotation, order, collection and delivery information.
Bank-transfer information, such as the payer’s name, account reference, payment amount and transaction date. We do not currently accept payments through the website and do not collect payment-card details.
Marketing preferences and records of whether you have opened or interacted with our marketing emails.
Technical and usage information, including your IP address, device and browser information, referring website, pages viewed and interactions with our website.
Cookie identifiers and information collected through Google Analytics, Meta Pixel and similar technologies where you have consented to their use.
Information obtained from publicly available business sources where we perform a basic check that an applicant is a genuine trade customer.

We do not currently provide website customer accounts or enable customers to purchase directly through the website.

3. How we collect information:

We collect personal information:

Directly from you when you contact us, request a quotation, submit a trade-account application, provide project materials, place an order or communicate with us.
From the company or organisation you represent.
Through our website and permitted cookies and tracking technologies.
From publicly available business websites, directories and registers when checking trade status.
From service providers involved in communications, marketing, delivery, analytics and business administration.

4. How and why we use personal information

Enquiries and quotations:

We use contact details, project information, drawings and correspondence to respond to enquiries, prepare quotations and discuss proposed work.

Where you are contracting with us personally, this processing may be necessary to take steps at your request before entering into a contract. Where you represent a company or other organisation, we rely on our legitimate interests in responding to enquiries and doing business with that organisation.

Trade accounts:

We use business and contact information to establish and administer trade accounts and to carry out a basic check that an applicant is a genuine trade customer.

We do not use trade-account applications to conduct credit checks, obtain trade references or offer credit facilities.

We rely on our legitimate interests in limiting trade services to eligible business customers and administering our customer relationships.

Orders, manufacturing and customer service:

We use personal information, project files and correspondence to process orders, manufacture products, provide services, communicate about work, resolve problems and provide after-sales support.

We rely on performance of a contract where you contract with us personally. When dealing with representatives of companies or other organisations, we rely on our legitimate interests in performing the relevant contract and managing the customer relationship.

Collections and deliveries:

We use and disclose relevant contact, delivery and order information to arrange collection, courier delivery or pallet delivery.

This may include sharing your name, business name, delivery address, telephone number and information needed to identify or deliver an order with couriers, pallet networks and other logistics providers.

We rely on performance of a contract or our legitimate interests in fulfilling orders placed by business customers.

Payments, accounting and legal records:

We use transaction, bank-transfer, invoice and account information to record payments, maintain our accounts, meet tax and financial-reporting obligations, prevent fraud, recover amounts owed and establish or defend legal claims.

We rely on our legal obligations and our legitimate interests in maintaining appropriate financial records and protecting our business.

Marketing:

We use Mailchimp to send news, product information and other marketing communications.

Where required, we rely on your consent. In limited business-to-business circumstances, we may rely on our legitimate interests where electronic marketing is permitted by law and our interests are not overridden by your rights.

You can unsubscribe at any time by using the unsubscribe link in a marketing email or by contacting hello@soulbespoke.com.

Unsubscribing from marketing will not prevent us from sending necessary communications about quotations, orders or your trade account.

Website analytics and advertising:

With your consent, we use Google Analytics to understand how visitors use our website and Meta Pixel to measure advertising performance and help us reach potentially relevant audiences.

These services may collect identifiers, IP addresses, device information and details of website interactions. Non-essential analytics and advertising technologies should not be activated until you have given consent through our cookie controls.

More information about the cookies and similar technologies used on our website, including their providers, purposes and duration, is available in our Cookie Policy and cookie settings.

AI and automation tools:

We use artificial-intelligence and automation services, including services provided by OpenAI, Google Gemini and other approved technology providers, to assist with business administration, correspondence, quotations, interpreting or reviewing drawings and project information, order administration and related tasks.

Information submitted to these services may include drawings, email addresses, correspondence and order information. We only use these services where there is a business need and take steps to limit the personal information submitted to what is reasonably necessary.

We rely on our legitimate interests in operating efficiently, supporting staff and improving our services. We consider the nature of the information and the potential effect on individuals before using these tools.

AI-generated material is reviewed by a person before it is relied upon. We do not use AI to make solely automated decisions about individuals that produce legal or similarly significant effects.

Legal and regulatory purposes:

We may use or disclose information to comply with legal obligations, respond to lawful requests, protect our rights and property, investigate suspected fraud or misuse, and establish, exercise or defend legal claims.

5. Who we share information with:

Where necessary, we may share personal information with:

Wix, which hosts and supports our website.
Our accounting-software and business-system providers.
Banks and financial-service providers involved in bank transfers.
Couriers, pallet networks and other collection or delivery providers.
Mailchimp for email-marketing services.
Google in connection with Google Analytics, Gemini and other Google services we use.
Meta in connection with Meta Pixel and related advertising services.
OpenAI and other approved AI or automation providers.
IT, website, communications, data-storage and security providers.
Accountants, insurers, solicitors and other professional advisers.
Regulators, tax authorities, law-enforcement bodies, courts and other public authorities where disclosure is required or permitted by law.
A purchaser, investor or adviser in connection with a proposed sale, restructuring or transfer of our business or assets.

These recipients may act as our processors or, in some circumstances, as independent controllers responsible for their own use of personal information.

We do not sell personal information.

6. International transfers:

Some of our service providers, including providers of website hosting, analytics, marketing, social media, AI and automation services, may process personal information outside the United Kingdom or European Economic Area.

Where required, we use providers and arrangements that offer an appropriate legal mechanism for the transfer, such as an adequacy regulation or decision, approved contractual protections, the UK International Data Transfer Agreement, the UK Addendum to the European Commission’s Standard Contractual Clauses, or another lawful safeguard.

You may contact us for further information about the safeguards relevant to your personal information.

7. How long we retain information:

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

Our usual retention periods are:

General enquiries and quotations that do not proceed: normally up to two years after the last contact.
Customer, trade-account, order, delivery, transaction, invoice and accounting records: normally up to six years after the relevant transaction, the end of the financial period or the end of the customer relationship, as appropriate.
Project drawings and specifications: for as long as reasonably required to prepare or fulfil the work and deal with repeat orders, complaints, warranty matters or legal claims.
Marketing information: until you unsubscribe, object or we determine that the information is no longer current or required.
Marketing suppression records: a minimal record may be retained after an opt-out so that we can respect the request.
Cookie and analytics information: for the periods stated in our Cookie Policy or cookie settings.
Information processed through AI and automation tools: personal information contained in AI inputs and outputs is retained according to the underlying business record. For example, information relating to an unsuccessful quotation is normally retained for up to two years, while information forming part of a customer, order, project or accounting record may be retained for up to six years. Copies retained by an AI provider are subject to the provider’s configured retention period and our contractual arrangements and will not be retained longer than reasonably necessary.

We may retain information for longer where required by law or where necessary to establish, exercise or defend a legal claim.

8. Cookies

Our website uses cookies and similar technologies. Strictly necessary technologies may operate without consent where they are required to provide the website or a service you request.

We ask for consent before using non-essential analytics, advertising or similar technologies. You can accept, reject or change your choices through our cookie controls.

Please see our Cookie Policy for details of the technologies used, their providers, purposes and duration.

9. Security

We use appropriate organisational and technical measures designed to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.

Access is limited to staff and service providers who need the information for legitimate business purposes. No internet transmission or storage system can be guaranteed to be completely secure.

10. Your data-protection rights

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

Request access to your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to erase information in certain circumstances.
Ask us to restrict how information is used.
Object to processing based on legitimate interests or to direct marketing.
Request the transfer of certain information in a portable format.
Withdraw consent at any time where processing is based on consent.
Ask not to be subject to qualifying solely automated decisions.

These rights are not absolute, and an exemption may apply. Withdrawing consent does not affect processing already carried out and does not prevent us from continuing processing based on another lawful basis.

To exercise a right, contact hello@soulbespoke.com. We may request information necessary to confirm your identity.

11. Complaints

Please contact us first if you have a concern so that we have an opportunity to address it.

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

Information Commissioner’s Office:

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom
Website: www.ico.org.uk

If you are in the European Economic Area, you may also complain to the data-protection authority in the country where you live or work.

In the Republic of Ireland, this is the Data Protection Commission:

Website: www.dataprotection.ie

12. Children

Our website and trade services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children through the website.

13. Changes to this policy

We may update this privacy policy when our services, technology providers or legal obligations change. The current version will be published on this page with its updated date.

Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals before the new use begins.

14. Contact us

Questions, requests and complaints concerning this policy or our use of personal information should be sent to: