Privacy Policy

SweepSquad is a trading name of Simply Beautiful Print Limited ("we", "us"). This policy explains what personal data we handle and why.

Last updated: 10 June 2026. Version: v1.1.

1. Who is responsible for your data

1.1 For your account and billing data, and for the consent and self-certification records we keep, we are the data controller.

1.2 For participant data that an Organiser enters into the service (for example, the names of colleagues taking part in a sweepstake), the Organiser is the controller and we act as a data processor on their behalf, processing it only to provide the service and on their instructions. A separate data processing agreement governs this where required. If you are a Participant and want to know how your data is used, contact the Organiser who added you.

2. What we collect

2.1 Account data: name, work email, organisation, password (stored hashed), and role.

2.2 Billing data: subscription plan and payment status. Card details are handled directly by our payment provider, Stripe; we do not store full card numbers.

2.3 Sweepstake data you create: sweepstake names, settings, participant entries and allocations, results, and any contribution amounts you choose to record. We do not process any actual entry payments — those are handled by you, outside the service.

2.4 Consent and certification records: the version and exact text of the terms and disclaimers you were shown, your confirmations, and a timestamp and identifier, kept as evidence of agreement.

2.5 Technical data: IP address, device and browser information, and usage logs, collected to run and secure the service.

3. Why we use it and our lawful bases

• To provide the service and perform our contract with you — performance of a contract.
• To take payment and manage subscriptions — contract and legal obligation (tax/accounting).
• To keep records of consent and self-certification, and to operate the service securely and prevent misuse — legitimate interests (running a lawful, secure product and being able to evidence agreement).
• To meet legal and regulatory obligations — legal obligation.
• For optional marketing emails — consent, which you can withdraw at any time.

Where we rely on legitimate interests, we have considered your rights and will provide details of our assessment on request.

4. Who we share it with

4.1 Service providers who help us run the product, under contracts that require them to protect your data:

• Netlify — website hosting.
• Lovable Cloud / Supabase — application database and backend infrastructure where your account and sweepstake data are stored.
• Stripe — payment processing for subscriptions.
• Google Workspace — email.
• Google Analytics — website analytics (only where you have consented to analytics cookies).

4.2 Authorities or advisers where we are legally required to disclose, or to establish or defend legal claims.

4.3 We do not sell your personal data.

5. International transfers

Some of our providers (for example Google and Stripe) may process data outside the UK, including in the United States. Where they do, we rely on an adequacy decision or appropriate safeguards such as the UK International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses. Details are available on request.

6. How long we keep it

• Account and sweepstake data: while your account is active and for 12 months after closure.
• Billing records: as long as required by law (6 years).
• Consent and self-certification records: for 6 years after the related activity, because they may be needed as evidence.
• Technical logs: 12 months.

7. Your rights

Under UK data protection law you can ask to access, correct, delete or port your data, object to or restrict certain processing, and withdraw consent. To exercise these rights contact hello@sweepsquad.co.uk. If you are a Participant, some requests may need to go via the Organiser as controller.

You can complain to the Information Commissioner's Office (ICO) at ico.org.uk, though we'd appreciate the chance to put things right first.

8. Cookies

We use essential cookies to run the service and, with your consent, analytics cookies (Google Analytics) to improve it. You can manage non-essential cookies through our cookie banner. See our Cookie Policy for detail.

9. Children

The service is for users aged 18 and over and is not intended for children. We do not knowingly collect data from under-18s.

10. Changes and contact

We may update this policy and will note the date above. Questions: hello@sweepsquad.co.uk, Simply Beautiful Print Limited, 126 Wish Hill, Willingdon, Eastbourne, East Sussex BN20 9HL. Data protection contact: Michael Tyrrell.