Privacy Policy

What we collect and why

The forms on this website do not send anything to us over the internet. When you press send, the details you have typed are placed into a new message in your own email program, and you send that message yourself. Nothing is stored on this website, and no third party receives the contents on the way. What we end up holding is an ordinary email from your own email address.

The enquiry form on our contact page asks for your name, telephone number, email address, what your enquiry is about, and your message. We use this to reply to you, to answer your question and, where relevant, to prepare a quote. Our lawful basis is legitimate interests, specifically responding to somebody who has asked us to get in touch, and where you are asking us to quote it is also the steps necessary before entering a contract.

The customer support form asks for your full name, company name, email address, telephone number, and your message, and gives you the option of adding your machine's serial number and meter reading. We use this to identify your equipment and arrange service. Our lawful basis is the contract between us where you are an existing customer, and legitimate interests where you are not yet.

If you email or telephone us directly, we hold whatever you choose to tell us, for the same purposes and on the same basis.

From time to time we contact businesses that have not approached us first, to introduce what we do. Where we do that we use business contact details rather than personal ones, and when we call we will tell you where we got them. Our lawful basis is legitimate interests, specifically letting organisations that are likely to need managed print know that we provide it. You can ask us to stop at any point, and we will stop. We keep a record of anyone who has asked us not to contact them, so that we do not do it again by mistake.

You do not have to give us any of this information. There is no statutory or contractual requirement to use the forms, and you are free to telephone us instead. We cannot answer an enquiry we have no way of replying to.

Our website host keeps standard technical records of requests made to the site, including IP addresses, for security and to keep the site available. Our lawful basis is legitimate interests, specifically protecting the site against abuse.

We do not ask for, and the forms on this site cannot collect, any health, ethnicity, religious, sexuality, criminal history, trade union or biometric information. Please do not send us any of these in a message.

Cookies and similar technologies

This website sets no cookies of its own. It runs no analytics, no advertising or remarketing tags, and no tag manager, so there is nothing here that tracks you between visits or across other websites. That is why you are not asked to make a cookie choice when you arrive.

The fonts this site uses are served from our own website rather than from a font provider, so loading a page does not tell anyone else that you visited.

Our hosting provider may set a small number of strictly necessary cookies to keep the site secure and available. These do not identify you, and they are not used for tracking or advertising. There is more detail in our Cookie Policy.

Who we share information with

We are supported by Begin Group Ltd (ICO registration ZC181845), a UK digital agency that builds and maintains this website on our behalf as a data processor. Begin Group Ltd only processes personal data on our instructions.

Because the forms on this site send nothing to a server, enquiry details do not pass through Begin Group Ltd or any customer relationship system. They arrive as email, directly to us.

Our website is hosted on Cloudflare, which serves the pages, filters malicious traffic and holds the technical request records described above.

Our email runs on Microsoft 365, and incoming email passes through a specialist email security and filtering service before it reaches our inboxes. Both handle the content of any message you send us.

Beyond that, we share information only where we have to: with our professional advisers, with our accountants for the records we are legally required to keep, and with anyone we are required to disclose to by law.

We do not sell personal information, and we do not share it for anyone else's marketing.

Information that leaves the United Kingdom

Some of the providers above are based outside the United Kingdom, mainly in the United States. Where personal data is transferred out of the UK, that transfer is protected by an International Data Transfer Agreement, or by the UK Addendum to the Standard Contractual Clauses, or by the UK Extension to the EU to US Data Privacy Framework. You can ask us for details of the safeguards that apply.

How long we keep information

We keep personal information for as long as we need it for the purpose we collected it, and then we delete it. In practice that means:

• An enquiry that does not lead to any work: 12 months.
• An enquiry that becomes a customer: merged into your customer record and kept on the timescale below.
• Customer records and correspondence: 6 years after our last transaction with you, which is the period in which a claim could still be brought.
• Accounting and tax records: 6 years from the end of the accounting period, which we are required to keep by law.
• A record that someone has asked us not to contact them: kept indefinitely, because it is the only way to honour the request.
• Website security and request records: up to 30 days.

How we protect information

Access to enquiry and customer records is limited to the people at Certa MPS who need it to do their job. This website is served only over an encrypted connection. The accounts on the systems we use are protected by strong passwords and, where the system supports it, two factor authentication.

If something does go wrong and a breach is likely to put people at risk, we will report it to the Information Commissioner's Office within seventy-two hours of becoming aware of it, and we will tell the people affected where the risk to them is high.

Your rights

You have the right to ask us for a copy of the information we hold about you, to have it corrected if it is wrong, to have it deleted in some circumstances, to ask us to restrict how we use it, to object to us using it, and to receive it in a portable format. Where we ever rely on your consent, you can withdraw that consent at any time, and withdrawing it does not affect anything we did before you withdrew it. You can object to direct marketing at any time and we will stop.

Some of these rights have limits. We cannot delete accounting records we are legally required to keep, and we can keep what we need to defend a legal claim. Where we cannot do what you have asked, we will explain why rather than simply refuse.

To exercise any of these rights, email [email protected]. It is free, and we will respond within one calendar month. If your request is complicated we may need up to two further months, and if so we will tell you within the first month.

We have not appointed a Data Protection Officer, because we are not required to have one. Privacy questions are handled at the email address above.

Automated decision making

We do not make decisions about you using automated processing alone, and we do not carry out profiling that produces legal or similarly significant effects.

Complaints

If you are unhappy with how we have handled your information, please tell us first at [email protected]. We will acknowledge your complaint within thirty days and tell you what we are doing about it.

You also have the right to complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113. Complaining to us first does not remove your right to complain to them.

Changes to this policy

We review this policy at least once a year, and whenever we change what we do with personal information. The date at the top shows when it was last changed.

27 August 2026: first full policy, replacing the placeholder page.