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Privacy Policy
Find out how KeyStoneHats uses your contact details, artwork and order information when you request a headwear quote, and how to exercise your privacy rights.
Last updated 11 November 2026
If you request a quote, send a logo for sampling or arrange a UK delivery, this notice explains who handles your details and how to contact them.
Who handles your information?
KeyStoneHats CO., Ltd is the controller for trade enquiries made through keystonehats.uk. Our factory team works at No. 6, 4th Street, Puxin 1st Road, Puxin Village, Shipai Town, Dongguan, China. For privacy questions or requests, email info@keystonehats.com.
What happens when you send a brief?
Our contact form asks for an email address and a message. You can also give your name and upload a file, such as a logo or a cap specification. Include only the details needed to cost your project.
Submitting the form sends the information through our website to the factory. If you email us or open WhatsApp instead, you choose what to include in your message.
If you contact us through WhatsApp, we receive the messages and files you send and the contact details the service makes visible to us. If a colleague names you as a delivery or accounts contact, we use the details they supply to coordinate that part of the order.
Why we use business contact details
When you represent a company, we rely on our legitimate interests in answering its enquiry, costing the work, recording sample approvals and coordinating production and delivery. For example, we use the delivery postcode to price freight and the buyer’s email to resolve questions about a logo.
If you contract with us personally as a sole trader, we use the information needed to prepare a quote at your request and perform your contract. We also use order records to meet applicable accounting and tax obligations. Our interest in protecting the enquiry service from abuse allows us to use technical information such as IP addresses for security.
Who receives details and where?
Our sales and production teams in Dongguan, China, handle UK enquiries. An email or WhatsApp message addressed to us reaches that team. Hosting, email and messaging providers help us receive and manage correspondence.
For a sample or bulk order, we may give a courier or freight agent the delivery contact, address and shipment details. Payment providers receive the details needed for your chosen payment method. Please email us if you would like details of the providers, locations or applicable transfer safeguards for your order.
Google provides reCAPTCHA to help protect the site against automated abuse. The website also loads Google Analytics through Google Tag Manager to measure visits. These services can process technical information such as device or browser details and interactions. See our Cookie Policy for the identifiers used and how to control them.
How long do we keep records?
For an enquiry that does not become an order, we keep the correspondence while the quote, revisions or follow-up remain active. For orders, we consider outstanding deliveries, agreed repeat runs, the time a claim can be brought and applicable accounting record requirements. These determine how long we need the brief, approved sample record and invoices.
If you want us to remove an unused artwork file or close an old enquiry, email the company name and quote reference so we can find it and explain what we can delete.
Your rights and how to complain
Email info@keystonehats.com to request access to your personal information, correct it, or ask for deletion or restricted use. You can object to processing based on legitimate interests. Where the legal conditions apply, you can also request a portable copy of data you supplied.
You can raise a concern with us using the same address or complain to the UK Information Commissioner’s Office. For information about cookies and the WhatsApp link, see our Cookie Policy.