Privacy Policy

Copycat document solutions are committed to safeguarding the privacy of our website visitors and customers. This privacy policy explains the data we collect and how we will treat your personal information.

GDPR Regulations

In the EU’s General Data Protection Regulation (GDPR), personal data is defined as any information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.

Data We Collect and Hold

The following privacy policy will outline how Copycat document solutions will collect and use your data. As a customer (or potential customer) of ours and the recipient of our ongoing support services, you or your company may provide us with the information we need to provide the necessary support for your systems. This may be received via telephone, email and using the contact form on our website. Usage of personal data is required in order for us to continue providing this service support, as well as supplying toner and collecting meter readings for your machine, or machines. None of this information is passed on to any other third party, and the database is stored securely and kept for a maximum time of 10 years.

We collect and hold data relating to our customers, which might include contact information (postal address, email, telephone), billing history such as invoices and statements, IP addresses (internal and external), credentials for logon to internal and external systems, license keys for software, encryption keys, equipment configuration backups and photographs of hardware. Anonymous IP address and pages visited information is also collected from visitors to the website.

Why do we need to collect and store personal data?

The purpose of holding the data is to allow us to fulfil our commitments to provide the agreed support services to you or your company. We will only hold the minimum data required to perform those services. Billing information is used and held in order to perform billing and account management. We will not share the data with any third party without your express consent or request. We do not sell or pass on your data for the purposes of marketing. The data is held in a secure manner within the EEA using encryption and password protection.

We will ensure that the information collected will only be used for its intended purpose and does not constitute an invasion of your privacy. Copycat document solutions may wish to contact you for marketing purposes; 

however, we would contact you for additional consent for that purpose, if not already given. Data is also collected from your machine to allow us to provide ongoing support and usage reports. As part of our service contract, we have a commitment to maintaining these machines, and cannot provide that service without collecting, storing, analysing and reporting on that data. Data collected from the website is used purely for statistical purposes to help analyse traffic flows. This data is not shared with others and is not personally identifiable. We will continue to hold the data while there is an on-going business relationship. In the event that a support contract is terminated and the relationship ended, we will delete all information except where legally obliged to retain it for a set number of years, such as accounting information.

Will we share your personal data?

We may need to pass your details onto third parties who are either contracted to, or part of the Copycat document solutions group of companies. Any third parties who we do pass your details onto are obliged to store your details securely and only process them if responding to you on our behalf. When the time comes that they no longer require your personal data, they will dispose of this accordingly and in line with our company policy. If we wish to pass your personal data to a third party, we will only do so with your explicit consent, unless we are legally obliged to do so otherwise.

How will we use the personal data we collect about you?

Processing data constitutes as collecting, storing and using. We will process this data in accordance with the GDPR. We will do our utmost to keep your information accurate and up to date and not keep it longer than is necessary. Copycat document solutions may issue occasional reminders to all customers to keep their contact details up to date and will update them accordingly. Please be advised that there is information that we are required to keep in accordance with the law, such as information needed for tax and audit purposes. Personal data may be held for longer than these periods; however, this will depend on the individual needs of the company.

Under what circumstances will we contact you?

We will only ever contact you when necessary, or when you have requested, or expressly allowed us to do so. We do not mean at any point to be intrusive or ask for unnecessary information. We will do our best to ensure that the information we hold is as secure as possible to minimise the risk of unauthorised access or disclosure.

What are my rights?

You may request the deletion of your data at any time (this may exclude data which we are legally obliged to hold). Please bear in mind that if you request this while we are still providing services to you or your company, then this may render us unable to provide those services. You may also request to view and update the information we hold about you. Requests for deletion, view or editing of information should be emailed to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. This is known as a Data Subject Access Request (DSAR) and you must request this in writing, providing the necessary identification before any information is released.

If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.

Contact Details of the GDPR Owner

If you wish to submit a DSAR, or have any questions regarding this privacy statement, you must do so in writing using the details on our contact page. When requesting this information, we will require forms of ID to process this data and act accordingly. Copycat document solutions will accept the following forms of ID when information on your personal data is requested: passport, photo driving licence, utility bill (from the last three months) or a notarised ID document.

Links to Other Websites

Our website contains links to our partners, as well as other external sites. You should note, that if you click through to any of these external sites, we do not have control over that site (unless it is a website which forms part of the Copycat document solutions group of companies). We cannot be responsible for the protection of any information that you provide to these other websites as they are not governed by this privacy statement. You should always exercise caution and look at the privacy statement of whichever website it is that you are visiting.

Policy Changes

Copycat document solutions reserve the right to change this privacy policy and will post any revisions on this website. Your continued use of this website will be subject to the then-current privacy policy.