1. Who we are
This policy explains how The Print Room collects, uses and protects your personal information when you use our website or get in touch with us. We are committed to handling your data fairly, securely and in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).
The Print Room is the data controller for the personal information collected through this website.
If you have any questions about this policy or how we use your information, please contact us.
2. Information we collect
We only collect the information we need to respond to you and provide our print services.
Information you give us through our forms
Our contact and quote request forms are built with Formidable Forms. When you submit a form, we collect the details you enter, which may include:
- Your name
- Your email address
- Your telephone number
- Your company or organisation name
- Your address or delivery/installation location
- Details of your enquiry or project, such as product type, sizes, quantities and deadlines
- Any artwork, logos, images or other files you choose to upload
- Any other information you choose to include in your message
When a form is submitted, the entry is stored securely in our website database and a copy is sent to us by email so we can respond. Formidable Forms may also record technical details with each entry, such as your IP address, browser type and the page the form was submitted from, to help us prevent spam and misuse.
Information you give us in other ways
If you email, phone or visit us, we will keep a record of the information you provide so we can deal with your enquiry or order.
Information collected automatically
When you visit our website, we and our service providers may collect technical information such as your IP address, device and browser type, pages visited and the time and date of your visit. Some of this is collected using cookies, which only run once you have given consent where consent is required. See section 4 for more details.
We do not knowingly collect information from children, and we do not ask for any special category data (such as health or religious information) through our website. Please do not include this type of information in form submissions.
3. How we use your information
Under UK GDPR we must have a lawful basis for using your personal information. The table below sets out what we use your information for and the basis we rely on.
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and preparing quotes | Taking steps at your request before entering a contract, or our legitimate interests in responding to business enquiries |
| Producing, delivering and installing your order, including using artwork you supply | Performance of a contract |
| Invoicing, accounting and keeping business records | Legal obligation |
| Protecting our website and forms from spam, fraud and misuse | Legitimate interests |
| Running website analytics and other non-essential cookies | Consent (given through our cookie banner) |
| Sending marketing emails, where you have opted in | Consent, which you can withdraw at any time |
Where we rely on legitimate interests, we have considered your rights and only use your information in ways you would reasonably expect.
We do not sell your personal information, and we do not use it for automated decision-making or profiling that has legal or similarly significant effects on you.
4. Cookies
Cookies are small text files placed on your device when you visit a website. We use the CookieYes consent tool to manage cookies on our site.
How consent works
When you first visit our website, a cookie banner asks you to accept, reject or customise the cookies we use. Strictly necessary cookies are always active because the website cannot work properly without them. All other cookies stay switched off unless you choose to allow them.
CookieYes stores a small cookie (cookieyes-consent) on your device to remember your choices, so you are not asked again on every visit. A record of your consent choice may also be kept to show that we have met our legal obligations.
Changing your cookie preferences
You can change or withdraw your consent at any time by clicking the cookie settings icon or link on our website. You can also block or delete cookies through your browser settings, although some parts of the site may not work properly if you do.
5. Who we share your information with
We only share your personal information where it is necessary, and never sell it to anyone. We may share it with:
- Our website host and developer — who host and maintain the website and its database, where form entries are stored.
- Email providers — used to deliver form notifications and correspond with you.
- CookieYes — which provides our cookie consent banner and may store records of consent choices.
- Analytics providers — such as Google Analytics, only if you have consented to analytics cookies.
- Suppliers and installers — who help us produce, deliver or install your order, receiving only the details they need.
- Professional advisers — such as our accountants, insurers or legal advisers.
- Authorities — where we are required to by law, or to protect our rights.
All service providers acting on our behalf may only use your information on our instructions and must keep it secure.
International transfers
Some of our service providers may store or process data outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum approved by the ICO.
6. How long we keep your information
We keep personal information only for as long as we need it. When information is no longer needed, we securely delete or anonymise it.
7. Keeping your information secure
We use appropriate technical and organisational measures to protect your personal information. These include an encrypted (HTTPS) connection on our website, restricted access to form entries and our website administration area, strong passwords, regular software updates and spam protection on our forms.
No method of sending data over the internet is completely secure, but we take reasonable steps to protect your information once we receive it.
8. Your rights
Under data protection law you have the right to:
- Access — ask for a copy of the personal information we hold about you
- Rectification — ask us to correct information that is inaccurate or incomplete
- Erasure — ask us to delete your information in certain circumstances
- Restriction — ask us to limit how we use your information
- Objection — object to us using your information based on legitimate interests or for direct marketing
- Data portability — ask us to transfer information you gave us to another organisation
- Withdraw consent — where we rely on consent, you can withdraw it at any time, for example through our cookie settings or the unsubscribe link in our emails
To exercise any of these rights, contact us. There is usually no charge, and we will respond within one month. We may need to confirm your identity before we act on your request.
9. Complaints
If you are unhappy with how we have handled your information, please contact us so we can try to put things right.
10. Links to other websites
Our website may link to other websites, such as social media pages. We are not responsible for their privacy practices, so please read their privacy policies.
11. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown below.
Last updated: [date of publication]
12. Contact us
The Business Centre, 11 Standalane, Stewarton, Kilmarnock KA3 5BG