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Data Protection Policy

DATA PROTECTION POLICY

Effective Date: February 9, 2026
Last Updated: February 9, 2026

1. INTRODUCTION

This Data Protection Policy ("Policy") describes how Signsinsymbols ("Company," "we," "us," or "our") collects, uses, stores, protects, and shares personal information obtained through our website www.signsinsymbols.com and in connection with our custom apparel and print services.

As a veteran-owned and operated business, we take data privacy seriously and are committed to protecting the privacy and security of your personal information as part of the trust our customers place in us. This Policy applies to all customers, website visitors, and business partners who interact with our services.

2. DATA CONTROLLER

Signsinsymbols
O'Fallon, Illinois, United States
Website: www.signsinsymbols.com

For any questions or concerns regarding this Policy or our data protection practices, please contact us using the information provided in Section 15.

3. INFORMATION WE COLLECT

3.1 Personal Information

We collect the following categories of personal information:

Account and Contact Information:

  • Full name

  • Email address

  • Phone number

  • Billing address

  • Shipping address

  • Company name (for business customers)

Payment and Billing Information:

  • Payment details needed to complete your transaction (processed securely through third-party payment processors)

  • Billing information

  • Transaction history

Order Information:

  • Product specifications

  • Custom design requirements

  • Order history

  • Shipping preferences (including local and national shipping/delivery details)

  • Communication preferences

Custom Artwork and Design Files:

  • Uploaded images, graphics, and artwork

  • Design specifications and customization requests

  • File metadata

Technical Information:

  • IP address

  • Browser type and version

  • Device information

  • Operating system

  • Cookies and similar tracking technologies

  • Website usage data and analytics

Business Customer Information:

  • Tax identification numbers

  • Business licenses

  • Wholesale account details

  • Purchase order information

3.2 Information Collected Automatically

When you visit our website, we automatically collect certain technical information through cookies, log files, and similar technologies, including browsing behavior, pages viewed, time spent on pages, and referral sources.

3.3 Information from Third Parties

We may receive information about you from third-party service providers, payment processors, shipping carriers, and marketing partners, subject to applicable data protection laws.

4. LEGAL BASIS FOR PROCESSING

We process your personal information based on the following legal grounds:

Contract Performance: Processing necessary to fulfill our contractual obligations to you, including order processing, product delivery, and customer service.

Consent: Where you have provided explicit consent for specific processing activities, such as marketing communications or optional data collection.

Legitimate Interests: Processing necessary for our legitimate business interests, including fraud prevention, network security, business analytics, and improving our services, provided such interests are not overridden by your privacy rights.

Legal Obligations: Processing required to comply with applicable laws, regulations, court orders, or governmental requests.

5. HOW WE USE YOUR INFORMATION

We use your personal information for the following purposes:

5.1 Order Fulfillment and Service Delivery

  • Processing and fulfilling orders

  • Creating custom heat transfers and printed apparel according to specifications

  • Arranging shipping and delivery (including same-day local delivery and national shipping)

  • Managing product labeling services

  • Providing product warranties and handling warranty claims

  • Processing refunds and exchanges

5.2 Customer Communication and Support

  • Responding to inquiries and customer service requests

  • Sending order confirmations, shipping notifications, and delivery updates

  • Providing technical support

  • Notifying customers of account changes or Policy updates

5.3 Business Operations

  • Managing wholesale and B2B customer accounts

  • Processing recurring orders and weekly drop-off services

  • Maintaining accurate accounting and financial records

  • Administering tiered bulk discounts and promotional pricing

5.4 Marketing and Promotional Activities

  • Sending promotional emails about new products, seasonal designs, and special offers (with consent where required)

  • Personalizing marketing content based on customer preferences

  • Conducting customer satisfaction surveys

5.5 Website Improvement and Analytics

  • Analyzing website traffic and user behavior

  • Improving website functionality and user experience

  • Testing new features and services

  • Conducting market research

5.6 Security and Fraud Prevention

  • Detecting and preventing fraudulent transactions

  • Protecting against security threats and unauthorized access

  • Verifying customer identity

  • Enforcing our Terms and Conditions

5.7 Legal Compliance

  • Complying with applicable laws and regulations

  • Responding to legal requests from law enforcement or governmental authorities

  • Establishing, exercising, or defending legal claims

6. DATA SHARING AND DISCLOSURE

We do not sell your personal information to third parties. We only share your personal information with third parties when it is necessary to provide our services, run our operations, comply with law, or protect our rights. We may share your information with the following categories of recipients:

6.1 Service Providers

We engage trusted third-party service providers who perform services on our behalf, including:

  • Secure payment processors and financial institutions

  • Shipping and logistics companies (including carriers used for local and national delivery)

  • Website hosting and cloud storage providers

  • Email marketing platforms

  • Customer relationship management (CRM) systems

  • Analytics and advertising services

  • IT security and support providers

These service providers are contractually obligated to protect your information and use it only for the specified purposes.

6.2 Business Transfers

In the event of a merger, acquisition, reorganization, asset sale, or bankruptcy, your personal information may be transferred to the acquiring entity or successor, subject to the same privacy protections.

6.3 Legal Requirements

We may disclose your information when required by law or in response to:

  • Court orders, subpoenas, or legal processes

  • Requests from law enforcement or government agencies

  • Protection of our legal rights and property

  • Prevention of fraud or illegal activities

  • Protection of the safety and security of individuals

6.4 Aggregated and De-Identified Data

We may share aggregated, anonymized, or de-identified information that cannot reasonably be used to identify you for business analytics, industry research, or marketing purposes.

7. DATA STORAGE AND SECURITY

We implement comprehensive technical, administrative, and physical security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. We store personal information in secure systems and limit access to those who need it to perform their job duties.

7.1 Encryption and Technical Safeguards

  • Secure Socket Layer (SSL) encryption for data transmission

  • Encryption of sensitive information where appropriate

  • Regular security assessments and vulnerability testing

  • Firewalls and intrusion detection systems

  • Secure backup and disaster recovery procedures

  • Access controls and authentication mechanisms

7.2 Secure Payments and Payment Gateways

All payment card information is processed through secure, PCI-DSS compliant payment processors/payment gateways. We do not store complete credit card numbers on our servers.

7.3 Administrative Safeguards

  • Employee training on data protection and privacy practices

  • Confidentiality agreements with employees and contractors

  • Regular privacy and security audits

  • Incident response and breach notification procedures

  • Data minimization and purpose limitation principles

7.3 Physical Safeguards

  • Restricted access to facilities where personal information is stored

  • Secure disposal of physical documents containing personal information

  • Environmental controls and monitoring

7.4 Payment Security

All payment card information is processed through secure, PCI-DSS compliant payment processors/payment gateways. We do not store complete credit card numbers on our servers.

7.5 Artwork and Design File Security

Customer-uploaded artwork and design files are stored securely with restricted access and are retained only as long as necessary for order fulfillment and warranty purposes.

While we implement robust security measures, no method of transmission or storage is completely secure. We cannot guarantee absolute security but commit to promptly addressing any security incidents in accordance with applicable laws.

8. DATA RETENTION

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law.

8.1 Retention Periods

  • Account Information: Retained while your account is active and for up to seven (7) years after account closure for legal and accounting purposes

  • Order Information: Retained for up to seven (7) years to support warranty claims, returns, and financial record-keeping

  • Custom Artwork Files: Retained for six (6) months after order completion to support warranty claims, then securely deleted unless you request continued storage

  • Payment Transaction Records: Retained for up to seven (7) years for tax, accounting, and fraud prevention purposes

  • Marketing Communications: Retained until you unsubscribe or withdraw consent

  • Website Analytics: Retained for up to twenty-four (24) months

8.2 Deletion Procedures

Upon expiration of the retention period or upon your request (subject to legal obligations), we will securely delete or anonymize your personal information using industry-standard data destruction methods.

9. YOUR PRIVACY RIGHTS

Depending on your jurisdiction, you may have the following rights regarding your personal information:

9.1 Access and Portability

You have the right to request access to the personal information we hold about you and, in certain circumstances, receive a copy in a structured, commonly used, and machine-readable format.

9.2 Correction and Update

You have the right to request correction of inaccurate or incomplete personal information. You may update your account information directly through your customer account or by contacting us.

9.3 Deletion (Right to Be Forgotten)

You have the right to request deletion of your personal information, subject to certain exceptions including legal obligations, fraud prevention, warranty support, and completion of pending transactions.

9.4 Restriction of Processing

You have the right to request restriction or limitation of how we process your personal information in certain circumstances.

9.5 Objection to Processing

You have the right to object to processing of your personal information based on legitimate interests or for direct marketing purposes.

9.6 Withdrawal of Consent

Where processing is based on your consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing prior to withdrawal.

9.7 Opt-Out of Marketing

You may opt out of receiving promotional emails by clicking the "unsubscribe" link in any marketing email or by contacting us directly. Please note that you will continue to receive transactional emails related to your orders and account.

9.8 Do Not Track

Our website does not currently respond to "Do Not Track" signals. You may disable cookies through your browser settings, though this may affect website functionality.

9.9 California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of sale (though we do not sell personal information). California residents may exercise these rights by contacting us using the information in Section 15.

9.10 Exercising Your Rights

To exercise any of these rights, please contact us using the information provided in Section 15. We will respond to your request within thirty (30) days or as required by applicable law. We may require verification of your identity before processing your request to protect your privacy and security.

10. COOKIES AND TRACKING TECHNOLOGIES

10.1 Types of Cookies We Use

Our website uses cookies and similar tracking technologies to enhance user experience and analyze website performance:

Essential Cookies: Required for website functionality, including shopping cart, checkout, and account access.

Performance Cookies: Collect information about how visitors use our website, including pages visited and error messages, to improve website performance.

Functionality Cookies: Remember your preferences and settings to provide personalized features.

Marketing and Analytics Cookies: Track your browsing behavior to deliver relevant advertising and measure campaign effectiveness (with consent where required).

10.2 Third-Party Cookies

We may use third-party cookies from service providers such as Google Analytics, advertising networks, and social media platforms. These third parties have their own privacy policies governing their use of cookies.

10.3 Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling cookies may affect website functionality and your user experience.

11. CHILDREN'S PRIVACY

Our website and services are not directed to children under the age of thirteen (13). We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete such information promptly.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

12. INTERNATIONAL DATA TRANSFERS

Our business operations are based in the United States. If you access our website or services from outside the United States, your personal information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction.

By using our services, you consent to the transfer of your information to the United States. We implement appropriate safeguards to protect your information in accordance with this Policy and applicable laws.

13. THIRD-PARTY LINKS

Our website may contain links to third-party websites, services, or applications not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

14. CHANGES TO THIS POLICY

We reserve the right to modify or update this Policy at any time to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will:

  • Update the "Last Updated" date at the top of this Policy

  • Notify you via email (for registered customers) or through a prominent notice on our website

  • Obtain your consent where required by applicable law

Your continued use of our services after changes become effective constitutes acceptance of the updated Policy. We encourage you to review this Policy periodically to stay informed about how we protect your information.

15. CONTACT INFORMATION

If you have any questions, concerns, or requests regarding this Data Protection Policy or our privacy practices, please contact us:

Signsinsymbols
Email: Sales@signsinsymbols.com
Website: www.signsinsymbols.com
Mailing Address: 1111 S. Lincoln Ave. Suite #377, O'Fallon, IL. 62269
Phone: 314-502-9632

We will respond to your inquiry within a reasonable timeframe, typically within thirty (30) days of receipt.

For complaints or concerns that remain unresolved, you may have the right to lodge a complaint with your local data protection authority or supervisory body.

16. ACKNOWLEDGMENT AND CONSENT

By using our website and services, you acknowledge that you have read, understood, and agree to be bound by this Data Protection Policy. If you do not agree with this Policy, please discontinue use of our website and services immediately.

For processing activities requiring explicit consent, we will obtain your consent separately through clear affirmative action, such as checking an opt-in box or clicking a consent button.

This Policy is effective as of the date stated above and governs our treatment of your personal information.

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