Last updated: 11 October 2026
This policy explains how X Digital Media Ltd ("we", "us") collects and uses personal information when you visit xdigitalmedia.com, buy from us or contact us. We are the data controller for this information under UK GDPR and the Data Protection Act 2018.
Who we are
X Digital Media Ltd, 2nd Floor, The Courtyard, Loch St, Runcorn WA7 1JA. Email sales@xdigitalmedia.com, phone 01928 571 768.
What we collect
- Order and account details: name, school or company name, job title, billing and delivery address, email, phone number, purchase order numbers and what you buy.
- Payment details: card payments are handled by our payment providers. We do not see or store your full card number.
- Messages: what you send us by email, phone, contact form or live chat.
- ID card details: if we print staff ID cards for your organisation, the names, photos and job titles you send us for printing.
- Website use: your device, browser, IP address and the pages you visit, collected through cookies and server logs.
How we use it, and our lawful basis
- To take, deliver and invoice your orders, and to provide support (to perform our contract with you).
- To keep accounting and tax records (legal obligation).
- To print ID cards your organisation has ordered (contract with your organisation; we act on its instructions for this data).
- To prevent fraud and keep the website secure, and to improve the website (legitimate interests).
- To send you news and offers by email. Schools and businesses may receive these as business contacts (legitimate interests); you can unsubscribe at any time using the link in every email.
Who we share it with
- Shopify, which runs our online shop, and our payment providers.
- Our suppliers and couriers, when they deliver your order.
- Our accounting, email and live chat software providers.
- InVentry, when you buy an InVentry system from us, so it can be set up and supported.
- Our accountants and professional advisers, and authorities where the law requires it.
We do not sell your personal information. Some of these providers may process data outside the UK; where they do, they use safeguards approved under UK data protection law.
Cookies
We use cookies to run the shop (your basket and checkout) and to understand how the site is used. You can choose which non-essential cookies to accept in the cookie banner, and you can clear cookies in your browser at any time.
How long we keep it
We keep order and invoice records for six years after the end of the financial year they relate to, to meet HMRC rules. We keep marketing contacts until you unsubscribe. ID card data is kept only as long as needed to print and reprint your cards, or as your organisation instructs.
Your rights
You can ask us for a copy of your information, ask us to correct or delete it, object to or restrict how we use it, and ask to move it to another provider. To do any of this, email sales@xdigitalmedia.com. If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk.
Changes
We may update this policy from time to time. The date at the top shows when it last changed.