Privacy policy

PRIVACY POLICY Last updated: September 2026 Image Pro Systems respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, why we collect it, how we use it, who we may share it with and the rights you have under UK data protection law. Image Pro Systems 121 Parker Drive Leicester LE4 0JP Email: hello@imageprosystems.co.uk Telephone: 0116 235 0333 INFORMATION WE COLLECT We may collect personal information when you contact us, request information, enquire about machinery or services, book a demonstration, request samples or quotations, subscribe to communications, use our website or otherwise do business with us. This may include: Your name and job title Company or organisation name Email address and telephone number Business address and delivery or installation address Details of your enquiry, project, application or production requirements Machine, substrate, workflow or technical information you provide to us Correspondence and communications with our team Website usage information such as IP address, browser type, device information, pages visited and referral source Where you are an existing or prospective business customer, supplier or partner, we may also hold information relating to our commercial relationship with you. HOW WE USE YOUR INFORMATION We use personal information where it is necessary to operate our business and provide our products and services. This may include: Responding to enquiries and requests for information Preparing quotations and machine configurations Arranging demonstrations, print tests, installation, training and technical support Managing customer, supplier and business relationships Providing machinery, consumables, parts and related services Communicating about orders, projects and support requirements Improving our website, products and services Maintaining the security and operation of our website and systems Sending relevant business or marketing communications where permitted Meeting our legal, regulatory, accounting and record-keeping obligations OUR LAWFUL BASIS FOR USING YOUR INFORMATION Under UK data protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we may rely on: Contract, where processing is necessary to provide products or services you have requested or to take steps before entering into a contract. Legitimate interests, where processing is reasonably necessary for operating and developing our business, responding to commercial enquiries, supporting customers and maintaining business relationships, provided those interests do not override your rights. Consent, where you have specifically agreed to a particular use of your information, such as certain marketing communications or non-essential website cookies. Legal obligation, where we need to process information to comply with applicable law. MARKETING COMMUNICATIONS We may contact business customers and relevant business contacts about Image Pro Systems products, services, events or other information that we believe may be relevant to their professional interests where permitted by law. You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us at hello@imageprosystems.co.uk. Stopping marketing communications will not prevent us from contacting you about an existing enquiry, order, contract, service issue or other necessary business matter. SHARING YOUR INFORMATION We do not sell your personal information. We may share information where reasonably necessary with organisations that help us operate our business or fulfil your requirements. These may include: Website and IT service providers Email, CRM and communication providers Analytics and website-support providers Manufacturers and equipment suppliers where required for your enquiry or machine configuration Installation, engineering, logistics or service partners where applicable Professional advisers such as accountants, insurers or legal advisers Government bodies, regulators or law-enforcement authorities where required by law Where another organisation processes personal information on our behalf, we require appropriate safeguards to protect that information. INTERNATIONAL DATA TRANSFERS Some of the technology and service providers we use may process or store information outside the United Kingdom. Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer is permitted under UK data protection law and that suitable safeguards are in place. HOW LONG WE KEEP YOUR INFORMATION We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. The period will vary depending on the type of information and our relationship with you. For example, information relating to quotations, purchases, installations, warranties, technical support and financial transactions may need to be retained for longer periods for operational, legal, tax or record-keeping purposes. Information that is no longer required will be deleted, anonymised or securely disposed of where appropriate. COOKIES & WEBSITE TECHNOLOGIES Our website may use cookies and similar technologies to operate correctly, understand how visitors use the site, improve performance and support website functionality. Some cookies are essential for the website to work. Other cookies, such as analytics or similar non-essential technologies, will only be used where permitted and, where required, with your consent. You can control cookies through the options provided on our website and through your browser settings. Disabling some cookies may affect the way certain parts of the website function. DATA SECURITY We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access to personal information is limited to people and service providers who reasonably need it for their work. YOUR DATA PROTECTION RIGHTS Depending on the circumstances, UK data protection law may give you the right to: Ask for a copy of the personal information we hold about you Ask us to correct inaccurate or incomplete information Ask us to delete your personal information in certain circumstances Ask us to restrict how your information is used Object to certain uses of your personal information Ask for certain information to be transferred to you or another organisation Withdraw consent where we rely on consent Not every right applies in every situation. To exercise your rights, contact us at hello@imageprosystems.co.uk. The ICO recommends that privacy notices clearly explain these rights and how people can exercise them. COMPLAINTS If you have concerns about how we use your personal information, please contact us first so that we can try to resolve the issue. You also have the right to raise a complaint with the Information Commissioner’s Office, the UK regulator for data protection. Information Commissioner’s Office www.ico.org.uk THIRD-PARTY LINKS Our website may contain links to websites operated by other organisations. We are not responsible for the privacy practices, security or content of third-party websites. We recommend reviewing the privacy information provided by any external website you visit. CHANGES TO THIS PRIVACY POLICY We may update this Privacy Policy from time to time to reflect changes to our business, website, services or legal requirements. The latest version will always be published on this page with the date of the most recent update. CONTACT US If you have any questions about this Privacy Policy, how we use your personal information or your data protection rights, contact: Image Pro Systems 121 Parker Drive Leicester LE4 0JP Email: hello@imageprosystems.co.uk Telephone: 0116 235 0333 One thing I’d verify before publishing: whether the data controller should legally be written as “Image Pro Systems” or the registered company that Image Pro Systems trades under. The ICO expects the actual organisation responsible for the processing to be identified, not just the public-facing brand. Otherwise, this is the version I’d put on the site.