Privacy Policy & Your Data

The entity responsible for determining how and why your personal data is processed is:

If you have any questions about this Privacy Policy, our handling of personal data, or how we process your information, you may contact us using the details above.

We collect the following categories of personal data, depending on how you interact with our Website and Services.

a) Information You Provide Directly

• Identifiers: Name, email address, telephone number, company or business name, and postal or service address where provided.
• Financial Information: Payment information where required to process a transaction. Payment card details may be processed directly by our payment service provider rather than being stored by us, depending on the payment method.
• Service Information: Service requests, appointment information, printer details such as brand and model, technical information relevant to the requested service, and communications with us.
• Account Information: Account login credentials and related information if you create an account or use an account-based feature.

b) Information Collected Automatically

• Internet / Network Activity: IP address, browser type and version, operating system, device information, and technical identifiers.
• Usage Data: Pages visited, approximate time spent on pages, links clicked, referring URLs, and interactions with our Website.
• Approximate Location Data: Approximate geographical location may be derived from technical information such as an IP address, where applicable.
• Cookie and Similar Technology Data: Information collected through cookies, pixels, tags, and similar technologies, subject to the applicable consent requirements described in Section 6.

c) Information from Third Parties

• Information received from advertising partners, including Google, Microsoft, Meta, or other advertising platforms, concerning interactions with our advertisements, where permitted by law and applicable consent choices.
• Analytics information from third-party analytics providers where such processing is enabled in accordance with applicable consent requirements.
• Information from service providers that assist us with appointments, communications, payments, hosting, customer relationship management, or other business functions.

Under the UK GDPR and applicable UK data protection law, we must have a lawful basis for processing personal data. The lawful basis we rely on depends on the purpose and circumstances of the processing.

Where we rely on legitimate interests, we will consider the nature of the processing, whether it is necessary for the relevant purpose, and whether our interests are overridden by your rights and freedoms.

We use personal data for the purposes described below, where permitted by applicable law and supported by an appropriate lawful basis:

• Provide, operate, maintain, and improve our onsite printer solutions and related services.
• Process transactions and provide related information, including confirmations, invoices, receipts, and service records.
• Schedule and fulfil onsite service visits, installations, maintenance appointments, and other requested services.
• Respond to customer enquiries, service requests, questions, complaints, and communications.
• Send administrative information, including service updates, appointment communications, security notices, and other messages necessary to provide our Services.
• Send promotional and marketing communications where permitted by applicable law and, where required, where you have provided valid consent.
• Improve and personalise our Website, products, services, and customer experience.
• Conduct analytics and measurement to understand how our Website is used, subject to applicable cookie and consent requirements.
• Deliver relevant advertising and measure advertising campaign performance where this is permitted and any required consent has been obtained.
• Detect, prevent, and address fraud, security, technical, and operational issues.
• Comply with applicable legal and regulatory obligations and establish, exercise, or defend legal claims.

We may share personal data with the following categories of third parties for the purposes described below. Where required, appropriate contracts, safeguards, consent mechanisms, and other legal requirements will apply.

a) Advertising & Marketing Partners

b) Analytics Providers

c) Service Providers

• Payment processors, CRM platforms, email service providers, IT hosting providers, appointment systems, analytics providers, security providers, and other vendors that assist us in operating the Website and delivering our Services.

d) Other Sharing

• Business Transfers: Where reasonably necessary in connection with a merger, acquisition, restructuring, financing, or sale of all or part of our business or assets.
• Legal Requirements: Where disclosure is required by law, regulation, court order, or other valid legal process.
• Protection of Rights: Where necessary to protect the rights, property, security, or safety of Eastern Business Systems LTD, our customers, employees, contractors, or the public.
• With Your Consent: Where you have specifically consented to a particular disclosure or use.

We do not sell your personal information for monetary compensation. Where applicable law treats certain forms of targeted advertising, profiling, or sharing with advertising partners as a regulated sale or sharing of personal data, we will provide the rights and controls required by that law.

We use cookies and similar technologies to operate our Website, remember certain preferences, understand Website usage, measure advertising activity, and, where permitted, provide relevant advertising.

Under applicable UK privacy and electronic communications rules, we will obtain consent before placing or accessing non-essential cookies or similar technologies on your device, unless a relevant legal exemption applies.

• Strictly Necessary Cookies: Required for essential Website functions, security, session management, or another service specifically requested by you. These do not require consent where the applicable legal exemption applies.
• Analytics Cookies: Help us understand how visitors interact with our Website. These will be used only in accordance with our consent requirements.
• Functional Cookies: May remember preferences or settings that improve Website functionality and experience.
• Advertising / Targeting Cookies: May be used for advertising measurement, conversion tracking, audience creation, or relevant advertising where the required consent has been obtained.

You can manage your cookie preferences through our cookie consent mechanism or by visiting our Cookie Policy . You can change or withdraw your non-essential cookie choices where our consent mechanism provides this functionality.

We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including where necessary to satisfy contractual, legal, accounting, tax, regulatory, reporting, warranty, dispute-resolution, or record- keeping requirements.

The following retention periods describe our intended retention approach. Actual retention may vary where different periods are required or justified by law, contractual obligations, regulatory requirements, legitimate business needs, or the circumstances of a particular record.

• Service Records: Retained for as long as reasonably necessary while you are an active customer and, where appropriate, for up to 3 years after the last service interaction to support warranty obligations, dispute handling, and record-keeping.
• Marketing & Communication Data: Retained for as long as necessary for the relevant marketing or communication purpose, subject to applicable consent, objection, and suppression requirements.
• Website Usage / Analytics Data: Retention periods vary according to the relevant analytics service, configuration, consent choice, and our business requirements. Where appropriate, data may be aggregated or anonymised.
• Cookie Data: Retention varies by cookie and technology. Please see our Cookie Policy for further information.
• Financial Transaction Records: Retained for the period required by applicable accounting, tax, legal, and regulatory obligations. Where a specific statutory retention period applies, we will retain the relevant records for that period.

When personal data is no longer required, we will take reasonable steps to securely delete, destroy, or anonymise it, subject to any legal or legitimate requirement to retain it.

Some of our service providers, technology providers, advertising partners, analytics providers, or other third-party suppliers may process personal data outside the United Kingdom.

Where personal data is transferred outside the UK, we will take steps to ensure that the transfer is permitted under applicable UK data protection law and that appropriate safeguards are in place where required.

Depending on the circumstances, safeguards may include a UK adequacy decision, the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or another transfer mechanism recognised under applicable UK data protection law.

Where appropriate, we may also carry out transfer risk assessments or implement supplementary safeguards to help ensure that personal data receives an appropriate level of protection.