Privacy Policy

Last updated: 7th October 2026

1. Who we are

Primary Teaching Services Limited (“PTS”,“we”, “us”) operates primaryteaching.co.uk and ptspersonalised.co.uk. We are the controller of the personal information described in this notice, except where we process information solely on another organisation’s documented instructions under a separate arrangement.

Our address is Summit House, Kellet Lane, Preston, PR5 6AN. For privacy questions, requests or complaints, email info@ptspersonalised.co.uk or write to us at this address, marked for the attention of Lewis Pye, our privacy contact.

This notice covers website visitors, customers, marketing subscribers, people contacting us, supplier and business contacts, and visitors to our premises. Employment information is covered by a separate employee privacy notice.

2. Information we collect and where it comes from

Depending on your interaction with us, we collect names, contact details, billing and delivery addresses; order, account, invoice and transaction information; marketing preferences; messages and customer-service correspondence; personalisation wording, photographs and artwork; and website/device information such as IP addresses, browser details, cookie identifiers and website activity. We also record telephone calls and operate CCTV at our premises.

We receive information directly when you order, create an account, subscribe, upload content or contact us. We also receive information through Amazon orders, payment and delivery providers, and permitted website technologies. Another customer or an organisation may supply your details, for example a gift delivery address, a business contact or a pupil’s details for personalised products. We do not purchase marketing contact lists.

Please provide only information needed for your order and ensure you are entitled to provide other people’s details or photographs. We do not require sensitive personal information for ordinary purchases. If you supply it, we will assess the additional protections and legal conditions needed before using it.

3. Why we use information and our lawful bases

Details Lawful basis
Taking and fulfilling orders, arranging delivery, payments, returns and refunds Contract where you are the contracting individual. Legitimate interests in fulfilling orders and communicating with relevant contacts where the buyer is an organisation or someone else provides your details.
Purpose Responding to enquiries and administering customer and supplier relationships Contract for steps requested before, or necessary to perform, a contract with you; otherwise legitimate interests in providing customer service and managing business relationships.
Keeping invoices, accounts and records required by law Legal obligation, including applicable accounting and tax requirements.
Keeping appropriate order and correspondence records; handling disputes and protecting against misuse Legitimate interests in supporting customers, establishing or defending claims and protecting our business and customers; legal obligation where a specific requirement applies.
Retaining personalisation files for repeat orders Legitimate interests in making expected repeat orders easier, subject to appropriate retention limits and your rights.
Sending marketing you have subscribed to Consent. We record and respect the channels and brand preferences you select.
Website analytics and advertising technologies Consent for advertising tracking and other technologies requiring it. Any exempt technology must meet the applicable PECR conditions; necessary associated personal-data use is assessed under legitimate interests.
Telephone call recording Legitimate interests in resolving customer-service queries and disputes.
CCTV at our premises Legitimate interests in protecting people and property and preventing or investigating security incidents.
Responding to privacy requests and complaints Legal obligation.
Sharing purchaser and contact information with Google and Meta for audience matching, personalised advertising and related measurement Consent, covering sharing and the related advertising use. Email, SMS or WhatsApp subscription alone does not provide this permission.

Where we rely on legitimate interests, we consider whether the use is necessary and whether your interests, rights or freedoms outweigh ours. You can ask us about the relevant assessment.

You must provide the information reasonably needed to process and deliver an order. Without it, we may be unable to fulfil the order or respond to your request. Marketing subscriptions are optional.

4. Personalisation uploads and personal information

We use uploaded photographs, names, wording and artwork to prepare and produce your order. Working and retained reorder files are stored in our approved business systems, including secure document storage. Access is limited to people who need the files for their work. Providing content for an order does not give us permission to use it in advertising or social media; any such use requires a separate appropriate permission.

Personalisation files are kept for up to two years after the relevant order or a genuine repeat order using the file. Regular school or business reorder artwork may be kept for up to five years from its last use where the need is documented and reviewed annually. You can ask us to delete retained reorder files earlier; we may need to retain limited information for legal requirements or an existing dispute.

Information about children can appear in personalised products even when an adult places the order. We apply particular care to this information and do not use it to build marketing audiences. Where we act as a processor for a school, the school’s instructions and our processing agreement govern that processing.

5. Marketing

We use a marketing communications provider to manage subscriptions and send personalised marketing. We rely on consent to send subscribed email, SMS and WhatsApp marketing, collecting separate permissions for each channel and respecting the brand preferences covered by your subscription.

We use purchase history, marketing interactions such as email opens and link clicks, and browsing information collected with the required permissions to measure performance, group customers by interests and personalise messages and offers. For proportionate segmentation using purchase history, we rely on our legitimate interests in making marketing relevant. Where tracking requires consent, we obtain it separately.

Advertising audience matching is optional and is separate from subscribing to email, SMS or WhatsApp marketing. Placing an order does not itself give permission for this use. You can give or refuse advertising permission using the Marketing choice in our website’s cookie preferences. Analytics or website personalisation permission alone does not authorise advertising audience matching. Where a separate customer-list synchronisation is used, we require  recorded consent covering that use.

With your consent, we use our website’s connections to Google and Meta (Facebook and Instagram) to share browsing and purchase information and relevant customer contact details, such as your email address and telephone number, for advertising audience matching. Sharing may take place automatically through cookies, pixels, server-to-server connections and customer audience synchronisation. Google and Meta use this information to match you with their users, create advertising audiences, personalise adverts and measure campaign performance. We rely on consent for this sharing and related advertising profiling. These providers also process information under their own privacy notices.

You can withdraw advertising consent through our website’s cookie preferences or by emailing info@ptspersonalised.co.uk. We will stop further consent-based sharing and take appropriate steps with the relevant providers to remove you from audiences we maintain and communicate your withdrawal. Changing cookie
preferences on one browser may not identify all previously synchronised customer records; contact us if you also want us to remove your contact details
from customer-matching audiences. Withdrawal does not affect the lawfulness of earlier consent-based processing.

You can withdraw marketing consent using the link or instructions in our messages, or by emailing info@ptspersonalised.co.uk. This does not affect necessary order or service communications or the lawfulness of earlier consent-based processing.

You have an absolute right to object to the use of your personal information for direct marketing, including related profiling, segmentation and advertising audiences. We retain a minimal suppression record where necessary to ensure your opt-out continues to be respected.

6. Cookies, analytics and online advertising

Our websites use cookies, pixels and similar technologies provided by our e-commerce, analytics and advertising providers. These technologies collect device identifiers and information about browsing and interactions for analytics, advertising measurement or remarketing. With advertising consent, our connections to Google and Meta may also send purchase events and relevant customer details directly between servers, as explained in section 5. Advertising providers may combine this information with information they already hold under their own privacy notices.

We use cookie preference controls on our websites. We obtain consent before using technologies that require it. You can change your choices through the website’s cookie settings. Certain strictly necessary technologies support functions such as checkout and security. We use any additional statutory exception only where its conditions are met.

You can view the cookie banner for ptspersonalised.co.uk here: Cookie preferences. On primaryteaching.co.uk, use that website’s cookie preference controls. Cookie lifetimes and other technology-specific retention periods may differ from the retention periods for analytics reports. You can contact info@ptspersonalised.co.uk for further information about these technologies and providers.

7. Who receives information

We share personal information where necessary with organisations that help us operate our business, including:

Website hosting, e-commerce and online marketplace providers.

Payment processing providers.

Order fulfilment and delivery companies.

Business software, communications, telephone and secure document storage providers.

Marketing communications, analytics and advertising providers.

IT support providers, accountants and professional advisers.

Regulators, law enforcement and other authorities where disclosure is legally required or otherwise lawful.

We limit the information shared to what is appropriate for the purpose. Some providers process information on our instructions; others act as independent controllers for their own activities, which are covered by their privacy notices.

We do not sell personal information. For further information about relevant recipients, contact info@ptspersonalised.co.uk.

8. International processing

Some of our technology and service providers process personal information outside the UK. Where this involves a restricted international transfer, we use applicable UK adequacy arrangements or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or UK Addendum, supported by the required assessment.

For information about the safeguards relevant to your personal information, including how to obtain a copy, contact info@ptspersonalised.co.uk.

9. How long we keep information

We keep information only as long as needed for its purpose. Different parts of the same order may have different  periods.

Information Retention period
Invoices and necessary accounting records Six years from the end of the financial year to which the records relate, or longer where a specific requirement applies.
Other order and substantive customer-service records Normally six years after the order is completed or the enquiry is closed, where needed for customer service or legal claims. Incidental information is removed earlier where it is no longer needed.
Personalisation files As described in section 4. These files are not automatically retained for the same period as financial records.
Enquiries not resulting in an order Normally 12 months after the enquiry closes.
Marketing contact profiles While subscribed and relevant. We review profiles annually and normally remove or minimise them after 24 months without meaningful engagement. We retain minimal opt-out records for as long as needed to respect your preferences.
Call recordings Normally 60 days; relevant extracts may be retained longer for a specific complaint, incident or claim.
CCTV Normally 30 days; relevant footage may be retained longer for a specific incident or investigation.
Website analytics and advertising identifiers Up to 14 months from collection in our analytics and reporting systems, after which information is deleted or anonymised. Cookie lifetimes may differ. Google and Meta apply their own retention arrangements to information they process under their privacy notices; our 14-month reporting period does not set their retention periods.
Customer information used for advertising audience matching Only while covered by valid consent and needed for the advertising purpose, subject to regular review. On withdrawal or objection, we stop further consent-based sharing and take appropriate steps to remove the customer from audiences we maintain. Minimal consent and suppression records may be kept to demonstrate and respect the choice.

We may retain relevant information longer where necessary for a legal requirement, dispute or investigation. Access is restricted and the need is reviewed. Deletion also considers working copies, versions and provider recovery arrangements; information awaiting expiry from a protected recovery copy must not be reused for ordinary business purposes.

10. Security

We use appropriate organisational and technical measures to protect information and restrict access to authorised people and providers. No method of storage or transmission can be guaranteed completely secure. We assess incidents and make required notifications under data protection law.

11. Automated decisions

Our checkout uses payment providers that perform automated security and fraud checks. These checks assess transaction information for signs of fraud and may automatically block a payment considered suspicious. This may prevent you from completing your purchase.

If you believe your payment has been blocked incorrectly, contact info@ptspersonalised.co.uk. You can explain your circumstances and ask us to review the information available to us. Where appropriate, we will help you raise the issue with the relevant payment provider. We cannot guarantee that we can override a provider’s security decision.

12. Your rights

Depending on the processing and applicable conditions, you may request access to your personal information, correction, erasure, restriction, or portability of qualifying information. You may object to processing based on legitimate interests and may withdraw consent at any time. Erasure and other rights are not absolute; we may need to retain information to comply with the law or deal with legal claims.

Email info@ptspersonalised.co.uk or write to us using the address above. Requests are normally free and answered without undue delay and within one month. Where the law permits, we may extend the period by up to two further months and explain why within the initial period. We may reasonably need to verify identity. For access requests, we undertake reasonable and proportionate searches and may seek necessary clarification, pausing the response period where legally permitted.

13. Complaints

Please contact info@ptspersonalised.co.uk if you are concerned about how we use your information. We will acknowledge a data protection complaint within 30 days, take appropriate steps to investigate and communicate the outcome without undue delay. You also have the right to complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/. Contacting us does not remove that right.

14. Changes to this notice

We review this notice when our processing or legal obligations change. The current version and effective date will be displayed on our websites. We will provide further information where a material change requires it.