Privacy policy.

1. Who is responsible for your information?

HAD-COPY LIMITED, company number 13793967, is the controller for the personal information described in this notice. The registered office is France Industrial Complex, Vivars Way, Canal Road, Selby, North Yorkshire, YO8 8BE.

Privacy questions can be sent to [email protected] or raised by calling 0333 320 8684.

2. Information we may collect

The information depends on how you interact with us. We aim to collect only what is relevant to the enquiry, supply, service or relationship.

• Identity and business contact details, such as name, role, organisation, email address, telephone number and site address.
• Enquiry, quotation, order, contract, account and payment-administration information.
• Device, meter, consumable, service, fault, site-access and technical-support information.
• Print-audit information you choose to submit, such as current device models, approximate page volumes, costs, requirements and operational priorities.
• Messages, call notes, preferences and other information you choose to provide.
• Website information such as submitted forms, security logs and analytics data where you have consented.

3. How we receive information

We may receive information directly from you, from a colleague or organisation acting for you, through website forms, during sales and service conversations, from supported equipment, or from suppliers and service partners involved in an agreed solution.

Please avoid including sensitive personal information in a general enquiry unless it is genuinely necessary. If you provide information about another person, make sure you are authorised to do so.

4. Why we use personal information

We use personal information only where there is a lawful basis. Depending on the situation, that may be to take steps at your request or perform a contract, comply with a legal obligation, pursue legitimate business interests, or act on consent.

• Respond to enquiries and prepare, discuss and manage proposals.
• Deliver, install, support, monitor and maintain agreed products and services.
• Manage customer accounts, invoices, suppliers and business records.
• Protect systems, prevent misuse and investigate technical or security problems.
• Improve customer service, website content and business operations.
• Send relevant marketing where permitted, with a clear way to opt out.

5. Who we may share information with

We do not sell personal information. We may share relevant information with HAD-GROUP teams and trusted providers where this is necessary for the stated purpose and subject to appropriate controls.

• Manufacturers, distributors, software providers, service partners and finance providers involved in a requested solution.
• Website hosting, email, customer-management, support, security, backup and professional-service providers.
• Courts, regulators, law-enforcement bodies or advisers where disclosure is required or reasonably necessary.
• A buyer, seller or adviser involved in a genuine business reorganisation, subject to confidentiality and legal requirements.

6. International processing

Some technology providers may process information outside the United Kingdom. Where this occurs, we expect an appropriate legal transfer mechanism and safeguards to be used. The relevant provider’s privacy information may give further detail about its locations and arrangements.

7. How long we keep information

We keep information only for as long as needed for the purpose collected, the customer relationship, service history, warranty, dispute handling and legal, tax or accounting obligations. The period varies by record type and contract.

When information is no longer required, we aim to delete, anonymise or securely dispose of it in line with operational and legal requirements.

8. How we protect information

We use organisational and technical measures intended to protect personal information against unauthorised access, alteration, loss or misuse. No internet or storage system can be guaranteed completely secure, so we also maintain processes for reporting and responding to suspected incidents.

9. Your data-protection rights

Depending on the circumstances, you may have rights to be informed, access your information, correct inaccurate information, request deletion or restriction, object to processing, receive certain information in a portable form, and withdraw consent without affecting earlier lawful use.

Some rights are subject to legal conditions and exemptions. We may need to verify your identity before acting on a request. Contact [email protected] to begin.

10. Concerns and complaints

Please contact us first if you have a concern so we can investigate. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.

11. Cookies and website choices

Our Cookie Policy explains the cookies and similar technologies used by this website. Non-essential analytics are not loaded unless you choose to accept them, and the Cookie settings control in the footer lets you change that choice.

12. Changes to this notice

We review this notice when our processing, providers or legal requirements change. Material changes will be reflected on this page and the date above will be updated.