Privacy Policy
Last Updated: June 2026
The Pencil Case is committed to protecting your privacy and ensuring that your personal information is handled securely and responsibly.
This Privacy Policy explains how we collect, use, store and protect your information when you visit our website, create an account, place an order, contact us, or use any of our services.
By using our website, you agree to the collection and use of information in accordance with this Privacy Policy.
1. Who We Are
The Pencil Case operates the website:
For the purposes of UK data protection legislation, The Pencil Case is the Data Controller responsible for your personal information.
Contact Information
The Pencil Case
9 High Street
Cowbridge
Vale of Glamorgan
CF71 7AD
Email: info@thepencilcase.co.uk
Telephone: 01446 774084
2. Information We Collect
We may collect the following information when you use our website or services.
Personal Information
This may include:
- Name
- Billing address
- Delivery address
- Email address
- Telephone number
- Company name
- School name
- Payment information
- Order history
Account Information
If you create an account with us, we may collect:
- Login credentials
- Saved addresses
- Wishlist information
- Order history
Embroidery & Personalisation Information
Where applicable we may collect:
- Names for embroidery
- Initials
- Business logos
- School information
- Artwork uploaded through forms
- Workwear branding requirements
Technical Information
When you browse our website we may automatically collect:
- IP address
- Device type
- Browser type
- Operating system
- Pages visited
- Website interactions
- Referral sources
Marketing Information
Where you have given consent, we may collect:
- Email marketing preferences
- Newsletter subscriptions
- Marketing engagement data
- Product interests
3. How We Use Your Information
We use your information to:
- Process and fulfil orders
- Deliver products and services
- Provide customer support
- Process returns and refunds
- Manage customer accounts
- Respond to enquiries
- Personalise your shopping experience
- Improve our website and services
- Prevent fraud and misuse
- Comply with legal obligations
- Send marketing communications where permission has been provided
4. Legal Basis for Processing
Under UK GDPR, we process your information under one or more of the following lawful bases:
Contract
To fulfil orders and provide products or services requested by you.
Legal Obligation
To comply with tax, accounting and legal requirements.
Legitimate Interests
To improve our services, protect our business and provide customer support.
Consent
For email marketing and other communications where consent is required.
You may withdraw consent at any time.
5. Payment Information
We do not store or have direct access to your full payment card details.
Payments are securely processed by trusted third-party payment providers including:
- Shopify Payments
- PayPal
- Apple Pay
- Google Pay
- Klarna (where available)
These providers process payment information according to their own privacy policies and security standards.
6. Email Marketing
If you subscribe to our mailing list, we may send:
- Newsletters
- Product updates
- Promotions
- Offers
- Company news
You can unsubscribe at any time by:
- Clicking the unsubscribe link within emails
- Contacting us directly
We will never sell your email address to third parties.
7. Cookies
Our website uses cookies and similar technologies to improve your browsing experience.
Cookies help us:
- Remember your preferences
- Maintain shopping basket contents
- Improve website functionality
- Measure website performance
- Deliver relevant advertising
You may control cookies through your browser settings.
Disabling cookies may affect website functionality.
8. Analytics & Advertising
We use analytics and advertising services to help improve our website and marketing activities.
These may include:
- Google Analytics
- Google Ads
- Meta (Facebook & Instagram)
- Shopify Analytics
These services may collect information about how you interact with our website.
This information is generally anonymised and used to improve customer experience and marketing effectiveness.
9. Sharing Your Information
We only share personal information where necessary to operate our business.
This may include:
Delivery Providers
To fulfil and deliver orders.
Examples may include:
- Royal Mail
- Evri
- DPD
- Parcelforce
- Other courier partners
Technology Providers
Including:
- Shopify
- Payment processors
- Email marketing providers
- Website service providers
Professional Advisors
Including:
- Accountants
- Legal advisors
- Regulatory authorities where required
We do not sell personal information to third parties.
10. Data Security
We take appropriate technical and organisational measures to protect your information.
These measures include:
- Secure website encryption (SSL)
- Secure payment processing
- Restricted access to customer data
- Password-protected systems
- Regular security monitoring
While we take reasonable precautions, no internet transmission can be guaranteed as completely secure.
11. Data Retention
We retain personal information only for as long as necessary.
Retention periods may vary depending on:
- Legal requirements
- Tax obligations
- Warranty obligations
- Customer service requirements
Where information is no longer required, it will be securely deleted or anonymised.
12. Your Rights
Under UK GDPR, you may have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion of information
- Restrict processing
- Object to processing
- Request data portability
- Withdraw consent
To exercise any of these rights, please contact us using the details provided below.
13. Children's Privacy
We understand many purchases relate to school uniform.
However, our website is intended for use by parents, guardians and adults making purchases on behalf of children.
We do not knowingly collect personal information directly from children.
14. Third-Party Websites
Our website may contain links to external websites.
We are not responsible for:
- Third-party content
- Third-party privacy practices
- Third-party security measures
Users should review the privacy policies of any external websites visited.
15. International Data Transfers
Some of our service providers may process data outside the United Kingdom.
Where this occurs, appropriate safeguards will be in place to protect your information in accordance with applicable data protection laws.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Any changes will be posted on this page.
Continued use of our website following changes indicates acceptance of the updated policy.
17. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:
The Pencil Case
9 High Street
Cowbridge
Vale of Glamorgan
CF71 7AD
Email: info@thepencilcase.co.uk
Telephone: 01446 774084
18. Complaints
If you are unhappy with how your personal information has been handled, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Information Commissioner's Office (ICO)
Website: https://ico.org.uk
We would appreciate the opportunity to resolve any concerns before you contact the ICO and encourage you to contact us first.