Last updated: 2026-10-25
This Privacy Policy explains how GearLab Group collects, uses, stores and protects your personal information when you use our website, contact us, request a quote, place an order, or deal with any of our trading brands.
For the purpose of this policy, “GearLab Group”, “we”, “us” and “our” refers to GearLab Group and its associated trading brands, including GearLab Trophies, GearLab Printing, GearLab Teamwear and GearLab Fitness.
1. Who we are
GearLab Group is a trading name of Gear Lab Group Ltd, registered in England & Wales with company number 17527228.
GearLab Group is the main website for our trading brands and services, including GearLab Trophies, GearLab Printing, GearLab Teamwear and GearLab Fitness. Our services may include trophies, awards, engraving, printing, personalised clothing, workwear, sportswear, teamwear, signage, vinyl, embroidery, DTF printing, fitness-related products and related services.
Our contact details are:
Gear Lab Group Ltd
66 Paul Street
London
EC2A 4NA
United Kingdom
Telephone: 07348 946667
Email: office@gearlabgroup.com
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us using the details above.
2. What personal information we collect
We may collect and use the following types of personal information:
- Your name
- Business, club, school or organisation name
- Billing and delivery address
- Email address
- Telephone number
- Order details
- Quote enquiry details
- Payment information, where applicable
- Artwork, logos, personalisation details or design files supplied by you
- Clothing sizes, team details, award details or other order-specific information supplied by you
- Messages, emails, form submissions or other communications you send to us
- Website usage information, such as pages visited, enquiry forms used and general analytics data
- Technical information such as your IP address, browser type, device type and cookie preferences
We do not intentionally collect sensitive personal information unless it is necessary for a specific order or enquiry and you choose to provide it to us.
3. How we collect your personal information
We may collect personal information when you:
- Visit our website
- Fill in a contact form or quote request form
- Create an account, where this option is available
- Place an order through online checkout
- Contact us by phone, email, social media, messaging app or in person
- Send artwork, logos or personalisation details
- Subscribe to updates or marketing communications
- Interact with us through one of our trading brands
- Make a payment or request an invoice, quote or receipt
4. How we use your personal information
We use your personal information to:
- Respond to enquiries
- Provide quotes
- Process and manage orders
- Create, personalise and supply products
- Arrange delivery or collection
- Process online checkout payments through our payment provider
- Send invoices, receipts and payment reminders
- Communicate with you about your order or enquiry
- Manage customer service issues, returns, complaints or disputes
- Keep business and accounting records
- Improve our website, services and customer experience
- Send marketing communications where you have consented or where we have a legitimate business interest and you have not opted out
- Comply with legal, tax and accounting obligations
5. Our lawful basis for using your information
Under UK data protection law, we must have a lawful basis for using your personal information. Depending on the situation, we may rely on one or more of the following lawful bases:
Contract
We use your personal information where it is necessary to provide a quote, process an order, supply goods or services, take payment, arrange delivery, or deal with customer service matters.
Legal obligation
We may need to keep certain records to comply with tax, accounting, consumer law or other legal requirements.
Legitimate interests
We may use your information where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include responding to enquiries, improving our services, keeping basic customer records, preventing fraud, managing our website, and sending relevant business-to-business communications.
Consent
We may rely on your consent for certain types of marketing, cookies or optional communications. You can withdraw your consent at any time.
6. Marketing communications
We may contact you with updates, offers or information about our products and services where you have agreed to receive marketing, or where the law allows us to contact existing customers about similar products or services.
You can opt out of marketing communications at any time by contacting us at office@gearlabgroup.com or by using any unsubscribe option provided in the communication.
We will not sell your personal information to third parties for marketing purposes.
7. Sharing your information
We may share your personal information with trusted third parties where necessary to run our business and provide our services. This may include:
- Payment processors
- Delivery and courier companies
- Suppliers and manufacturers
- Engraving, embroidery, printing or fulfilment partners
- Website hosting providers
- Email and IT service providers
- Accounting and bookkeeping providers
- Professional advisers
- HMRC, regulators or legal authorities where required
We only share the information necessary for the relevant purpose and expect third parties to handle your information securely and lawfully.
8. Artwork, logos and personalisation details
If you provide us with artwork, logos, club badges, names, initials, job titles, numbers or other personalisation details, we will use these to create your requested products or services.
You are responsible for ensuring that you have the right to provide and use any artwork, logos, trademarks, copyrighted designs or personalisation details supplied to us.
9. Payments
Our website may allow customers to pay directly through online checkout. Online payments may be processed by a third-party payment provider.
We do not store full card details on our own systems unless clearly stated otherwise. Payment providers may process your information in accordance with their own privacy policies.
10. How long we keep your information
We only keep personal information for as long as necessary for the purposes set out in this policy.
As a general guide:
- Enquiry information may be kept for up to 24 months after the last contact, unless it becomes an order or ongoing customer relationship.
- Order and customer records may be kept for up to 7 years for accounting, tax and legal reasons.
- Artwork and design files may be kept for future repeat orders unless you ask us to delete them and we no longer need them for legal or business reasons.
- Marketing records may be kept until you unsubscribe or ask us to remove you.
We may keep information for longer if required to resolve disputes, enforce agreements, meet legal obligations or protect our business interests.
11. How we protect your information
We take reasonable steps to protect your personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction. This may include password protection, access controls, secure systems, trusted service providers and limiting access to those who need the information for business purposes.
No website, email system or online service can be guaranteed to be completely secure, but we take the protection of your information seriously.
12. Cookies and website analytics
Our website may use cookies and similar technologies to improve functionality, remember preferences, analyse website traffic, support online checkout and support marketing activity.
Where required, we will ask for your consent before placing non-essential cookies on your device.
You can usually control cookies through your browser settings. Blocking cookies may affect how our website works, including basket and checkout functions.
Please see our Cookie Policy for more information.
13. Your data protection rights
Under UK data protection law, you have rights over your personal information. These may include the right to:
- Request access to the personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete your information in certain circumstances
- Ask us to restrict how we use your information
- Object to certain uses of your information
- Ask for your information to be transferred to another provider in certain circumstances
- Withdraw consent where we rely on consent
- Complain to the Information Commissioner’s Office
To exercise your rights, please contact us at office@gearlabgroup.com.
We may need to verify your identity before responding to a request.
14. Complaints
If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.
ICO website: www.ico.org.uk
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be published on our website with the updated date shown at the top of the policy.