Privacy Policy

Who we are

HelloExpo is the trading name under which this business currently operates from the UK. It is not yet a separately registered/incorporated company — this page will be updated with formal registration details if that changes. For data protection purposes, HelloExpo is the "controller" of the personal data described below; you can reach us using the contact details at the bottom of this page.

What we collect

When you place an order: your name, email, shipping and billing address, and payment details (handled directly by Shopify — we never see or store your full card details), plus the company name and optional PO/reference number you enter on the cart page. If you upload a logo or design for a customisable product, we store that file. If you message us via the contact page, we receive whatever you include in that message.

We don't require an account, and we don't store a password for you — checkout is guest-only.

What we use it for

Fulfilling and shipping your order, generating a purchase order for the relevant supplier (which includes only what's needed to fulfil your specific items — item, quantity, shipping address, and your uploaded design if applicable, never your full contact details or payment information), and contacting you about your order if something needs your attention.

Our legal basis for this is contract— we need this data to fulfil the order you've placed with us. Where we retain records after your order is complete for accounting purposes, our basis is a legal obligation(UK tax record-keeping rules — see "How long we keep it" below).

Who we share it with

Shopify processes your order and payment as our checkout and commerce platform. Vercel hosts this site and stores any logo/design files you upload. Resend sends the purchase-order emails that go to suppliers on our behalf. Suppliersfulfilling your order receive only what's needed to ship it — never your email, phone number, or payment details. We don't sell your personal data to anyone, for any reason.

Cookies and analytics

We don't currently run any analytics or tracking tool on this site beyond what Shopify's own checkout requires to function. If that changes, this page will be updated to reflect it before it happens, not after.

How long we keep it

We keep order records for at least 6 yearsafter the end of the relevant tax year, in line with standard UK record-keeping requirements for business accounts — this is the real minimum we work to, not an estimate. Order data lives in Shopify; we don't keep a separate copy in our own database. Uploaded logo/design files are kept indefinitely, tied to your order, so they remain available if you need to reference them again.

Your rights

You can ask us what data we hold about you, ask us to correct it, ask us to delete it, ask us to restrict how we use it, or object to us using it, by contacting us. Where technically feasible, you can also ask us for a copy of your data in a portable format. Some data (like completed order records) may need to be retained for tax and accounting reasons even after a deletion request.

If you're unhappy with how we've handled your data, you also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO)— though we'd appreciate the chance to sort it out directly first.

Where your data is processed

Shopify, Vercel, and Resend are all global infrastructure providers, primarily US-based, and may process data outside the UK. Where that happens, each relies on Standard Contractual Clauses(or an equivalent UK-approved transfer mechanism) as part of its own compliance programme — we don't operate our own separate transfer safeguards on top of theirs, since we don't host this data ourselves.

Changes to this policy

We may update this policy as the business develops. Meaningful changes will be reflected here with an updated date once this policy is finalised.

Contact

Questions about this policy, or to exercise your data rights: contact us.