Privacy
Last updated: 4 November 2026
This notice explains what personal information Final Register collects, why we use it, who we share it with, how long we keep it and what your rights are. It covers school organisers, parents and carers, the children whose names we print, school staff who deal with invoices, and anyone who contacts us or uses this website.
The short version
- We use your information only to set up, make, deliver and support your school's order, and to reply to you.
- Children's names are used only to print the order. Class lists are stored scrambled, so only people with the school's code can read them, and we delete names three months after delivery.
- We never sell personal information. We don't use advertising or analytics cookies.
- You can ask to see, correct or delete your information at any time.
Who we are
Final Register is a trading name of Rutland Merchandise Ltd, company number 09496176. Our registered office is shown at the foot of this page. We decide how your information is used, which makes us the "controller" under data protection law. The one difference is the class list a school gives us: we use it on the school's behalf, only to make its order, so for the class list we act as the school's "processor". Schools can ask us for our data processing agreement.
For anything about your information, email hello@finalregister.co.uk and put "Privacy" in the subject line.
What we collect
If you organise an order
- Your name, role, email address and, if you give it, your phone number.
- Your sign-in details. If you sign in with Google or Facebook, they share your name and email address with us.
- The school's name, type, year group, rough number of leavers and address, and the delivery contact and address.
- Your set-up choices, the class list, your school's logo, your answers on logo proofs and any messages you send us.
- When the school pays: who the invoice is made out to, the invoice email and address, any purchase order number, each child's size, nickname and initials, and any staff or spare garments and who they're for.
If you order as a parent or carer
- Your name, email address and, if you give it at checkout, your phone number.
- Your billing address, and your delivery address if your order is posted home.
- The child's name you chose, the garment, colour and size, any nickname or initials, and your tick agreeing to the name being printed.
- A record of your order and payment. Card payments are handled by our payment provider. We never see your full card details.
When the school pays and parents choose sizes on a page with nothing to pay, we collect the child's name, size, nickname and initials.
About children
We collect the child's name from the class list, and the size, nickname and initials if these are chosen. We don't ask for a child's date of birth, photo or any other details.
If you contact us or use the assistant
- Contact form: your name, email, school, year group, rough number of leavers and your message.
- Emails you send us and our replies.
- Questions you ask our website assistant, saved with names, email addresses, phone numbers, postcodes and school codes hidden.
When you visit the website
Our website host handles technical information, such as your IP address and browser type, so it can show you the pages and keep the site secure. We don't use analytics.
Why we use it, and our lawful basis
Data protection law says we must have a lawful basis for each use. Ours are:
| What we use it for | Lawful basis |
|---|---|
| Taking, making and delivering parents' orders, taking payment and putting problems right | Contract: we need it to do what you've asked us to |
| Setting up and running a school's order with the organiser, including invoices when the school pays | Contract with the school, and our legitimate interest in working with the person the school asked to organise it |
| Printing every child on the class list, whether or not they order | Legitimate interests: the school's and ours in making a keepsake for the whole year group, which is what the school asks for. The organiser confirms the school has permission to print every name, and each parent confirms when they order |
| Checking names against the class list, and showing the organiser who has ordered | Legitimate interests: avoiding mistakes, and helping the school remind families before the closing date |
| Replying to enquiries and messages | Legitimate interests, and taking steps you ask for before an order |
| Running the website assistant and improving its answers | Legitimate interests |
| Keeping accounts and tax records | Legal obligation |
| Keeping the site and payments secure and preventing fraud | Legitimate interests |
| Emailing organisers about ordering again the next year | Legitimate interests. We only send these to school email addresses. You can say no at any time, and every email tells you how |
| Dealing with legal claims | Legitimate interests |
Where we rely on legitimate interests, we've checked that our use is fair and expected, and you can object (see Your rights).
What your school's organiser sees
Your school's organiser can see which children on the class list have an order, so they can remind families before the closing date. They can't see what you ordered, your address or your payment details.
Children's names
- Class lists are stored scrambled, so only people with the school's code can read them.
- The people who see the names are the organiser, parents with the school's code (so they can pick their child's name, which will be on the back of every garment anyway), our team, and our printing partner, who sees the approved design with the names as they'll be printed. Our printing partner never sees who ordered what, or any home address.
- If you don't want your child's name printed, tell the organiser or email us before the closing date and we'll take it off.
- We delete children's names from our records and files three months after delivery (after the last delivery, when there are late orders). The one exception is each parent's own order in our online shop, which shows the name they ordered: orders are kept for our accounts for as long as the law requires (usually six years). Order totals are kept for our accounts too.
- This website is for adults. We don't knowingly collect information directly from children, and our assistant asks people not to type in names.
- Young people who are old enough to understand their rights (usually from about 12) can contact us about their own information. Otherwise a parent or carer can do it for them.
Who we share it with
We never sell personal information. We share it only with the organisations that help us run Final Register, and only what each one needs:
- Wix hosts the website, organiser accounts and sign-in, stores set-ups and orders, runs the checkout and card payments, sends order emails and issues school invoices.
- Google provides our email (Google Workspace). If you sign in with Google or Facebook, they also handle your sign-in.
- AI services. Questions to our website assistant go to an AI provider (Anthropic, which makes Claude) through a connecting service (Cloudflare). We also use AI software to help us run orders, for example to prepare print files, packing lists and draft emails, which our team checks. These providers work on our instructions and can't use your information for their own purposes.
- Our printing partner, who helps decorate the garments and sends class orders to schools. They see the approved design (including the names as printed) and the school's delivery address and contact. They don't see parents' details or home addresses.
- Couriers and postal services: the name and address for orders posted home, and the school's address and contact for class orders.
- Professional advisers, such as our accountants, insurers and lawyers, when needed.
- Authorities, such as HMRC or the police, if the law requires it.
Our garment suppliers get quantities, colours and sizes only, never personal information. If we ever sold the business, the buyer would take over this information and this notice.
Information stored outside the UK
Some of these providers store or access information outside the UK. When they do, it stays protected by safeguards that UK law approves:
- Wix: information goes first to Wix in Israel, which the UK recognises as giving adequate protection. Wix's own suppliers elsewhere are covered by approved standard contract terms.
- Google: the UK–US data bridge, with approved standard contract terms as a fallback.
- Anthropic: stores information in the United States under the EU standard contract terms with the UK Addendum.
- Cloudflare: the UK–US data bridge, or the standard contract terms with the UK Addendum.
Each of these providers works under a data processing agreement with us. Email us if you'd like more detail.
How long we keep it
| Information | How long |
|---|---|
| Children's names on class lists, designs, print files, size choices and the organiser's page | Three months after delivery (after the last delivery, when there are late orders), then deleted |
| Parents' orders, including the child's name and delivery address, and school invoices | Six years after the end of the financial year they belong to, as the law requires for accounts |
| Organiser accounts and contact details | While the account is open, and up to three years after the school's last order, so we can help if you order again. Ask us and we'll delete them sooner |
| Enquiries and emails | Up to two years after we last heard from you |
| Questions to the website assistant | 90 days, with names and contact details hidden |
| Your chat with the assistant, in your browser | Until you close the tab |
How we keep it safe
Class lists and school pages are scrambled with the school's access code. Organiser details and orders can only be opened by our team. The job lists our printing partner works from have no names on them. No system is perfectly secure, so please keep your access code and sign-in details private.
Your rights
You have the right to:
- see the information we hold about you, and get a copy;
- have it corrected if it's wrong;
- have it deleted;
- ask us to limit how we use it;
- object to us using it, including printing a child's name and receiving emails about ordering again;
- get information you gave us in a format you can take elsewhere;
- withdraw your consent, where we rely on it.
It's free. We'll reply within one month, and we may need to check who you are first. Some rights are limited by law. For example, we must keep accounting records. If you ask us to delete a name after an order has been made, we'll delete it from our records, but we can't change garments that have already been printed. We don't make any decisions about you by automated means alone that have a legal or similarly significant effect on you.
Complaints
If you're unhappy with how we've used your information, please tell us first and we'll try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
Cookies and storage
We don't use advertising, tracking or analytics cookies. The only things we store in your browser are strictly necessary for things you ask the site to do, such as signing in, keeping your basket or chatting to the assistant. The law (the Privacy and Electronic Communications Regulations) allows this without asking for consent, which is why there's no cookie banner.
| Name and type | What it does | How long it lasts |
|---|---|---|
| fr.member, fr.login (browser storage) | Keeps you signed in to your organiser account while you work on your set-up, and keeps sign-in secure. Your set-up itself is saved to your account, not your browser | fr.login: only while you sign in. fr.member: until you sign out |
| fr-try (this tab only) | Brings the names, design and colour you tried on our Home or Designs page into a new set-up, if you choose to | Used once, and never kept longer than 2 hours or after the tab closes |
| fr.visitor (browser storage) | A visitor key from our shop system, so your basket and checkout work | Until it expires or you clear your browser storage |
| fr.order.[school] (browser storage) | Your basket on your school's ordering page, so it isn't lost if you leave the page. It can include the child's name you chose | Until you check out, or you clear your browser storage |
| fr.code.[school] (this tab only) | Remembers your school's access code while you order | Until you close the tab |
| fr-assistant-chat (this tab only) | Keeps your conversation with the assistant as you move between pages | Until you close the tab |
| Wix site script (browser storage: wixSiteScript, __wix.memberDetails, fedops.logger.sessionId) | A visitor key and sign-in details Wix uses so sign-in and the shop work, and a session number Wix uses to spot errors. We've switched off Wix's analytics, advertising and other optional cookies | Until it expires (about 4 hours) or you clear your browser storage |
| Wix's essential cookies, on its sign-in and checkout pages (for example XSRF-TOKEN, svSession, wixSession, server-session-bind, client-session-bind) | Security, preventing fraud, keeping you signed in and taking payment. These pages are run by Wix, which sets these cookies | Most last until you close your browser; svSession and wixSession up to 12 months. See Wix's list |
Other content we load. Our fonts come from Google Fonts, our video from Wix's media servers, and, if you upload a PDF logo, a PDF viewer from cdnjs. To send these files, those services receive your device's IP address. We don't use them to track you.
You can clear or block browser storage in your browser's settings. If you do, signing in, the basket and the assistant may not work. If we ever want to use cookies that aren't strictly necessary, we'll ask you first.
Changes to this notice
We'll update this page if anything changes, and show the date at the top.
Contact us
Email hello@finalregister.co.uk with "Privacy" in the subject line.