Original Copy Centre may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy was last updated 01/11/23.
Who is collecting the data?
Original Copy Centre, 12 Station Road, West Drayton, UB7 7BY
What data is being collected?
We only collect the basic details needed to print and fulfil your order. This includes:
Name and contact information (address details), your emails, order details and quote requests, and your files for printing.
We don’t collect or store any unnecessary data.
Our website also uses ‘cookies’ that record anonymised website browsing data (see note further on).
What is the legal basis for processing the data?
Contractual – processing is necessary for the performance of a contract (printing order) or to take steps to enter into a contract.
Will the data be shared with any third parties?
We work with a few online companies to help provide website functionality, payment processing, file storage, and a review service. We have linked to each of their privacy policies below:
- We work with Trustpilot who provide an automatic reviewing service for us. If you place an order with us, they will send an email on our behalf to ask for feedback on your order. You can opt out of all future communications if you receive an email.
- We use Google Analytics cookies on our website, to monitor our Google advertising and how the website is used.
- We use Google Workspace for our email service, and so your emails are held on their servers.
- Our site is hosted by Flex4 on a WordPress based platform.
- We may use Dropbox and WeTransfer file storage systems to hold your printing proof files, particularly if they are very large.
- When you pay us, the payment is processed by Paypal, Stripe, or Square. We don’t have any access to your card details.
- For card payments made with Square, your payments are associated with an identity that can be used to see your payment history with us.
If you request a credit account with us, we reserve the right to perform a credit check on you. This will be communicated to you in our application form.
While we print and finish most jobs in-house, sometimes an order or part of it might be subcontracted out if we can offer you a better price or faster service (Eg: a large run of laminations). We wouldn’t do this for any confidential work. If you object to this, please let us know, though this may mean that we can’t proceed with your order on the price and terms quoted.
We do not share your data with any other third parties unless required to do so by law.
How do we protect your data?
We have a secure physical site, and our computers and machines are only accessible by our staff.
We have a sealed front counter, and members of the general public are not allowed to see our computers, use our network or be near our machines.
All our machines are set to print ‘face down’ by default so nobody but the operator can see what is printing.
All our computers are protected with passwords.
We are registered with ICO, and we are PCI DSS compliant (these refer to bodies that set standards for data and cardholder protection).
We shred confidential waste prints.
How will the information be used?
We only use your information to process your order and for internal record keeping.
We may keep your order details and files as a reference for future orders, so that we can provide a consistent service.
We don’t conduct email or telephone marketing or market research.
We don’t sell on any customer data.
If you are a regular customer, we might send you a Christmas card.
How long will the data be stored for?
We may keep your printing files for reference and quality control for your future orders, though this is not guaranteed, and cannot be relied upon.
Files that we download and upload are regularly deleted (on a daily, weekly, and monthly basis), though files that you email us may be held on our email system for longer.
We delete emails instantly upon request, and for shop front customers (for one-time orders / confidential information) we have a policy to delete your email as soon as it’s printed.
We keep invoicing details for a minimum of 6 years, as required by law.
We shred any paper based billing / delivery details as soon as your order is dispatched.
We archive emails as soon as your order is dispatched.
If we create a file for you, we aim to store it indefinitely, though this cannot be relied on and you should always look after your own copy.
What rights does the data subject have?
You have the right to ask us to delete all email records, order details, and printing files.
We cannot delete your invoice details as we are required to keep these for our business accounts.
We use ‘cookies’ on the website to monitor how people use the website. This helps us to understand how people use the website so we can improve it. A cookie is a piece of information that is stored on your device through your web browser, which records how you have used a website. This means that it will help the website ‘remember you’, so that you stay logged in, for example.
We use Google Analytics, to collect internet log information and details of user behaviours. We do this to work out things like the most popular parts of the website. This information is only recorded in a way that does not identify anyone. We do not make any attempt to find out who is visiting our website.
Links to other websites
How can the data subject raise a complaint?
You can email us on firstname.lastname@example.org, or write to us at Original Copy Centre, 12 Station Road, West Drayton, UB7 7BY
Copyright Original Copy Centre, 2023