Privacy Policy

Last updated: 1 April 2026

1. Introduction

Mastercopy Limited ("we", "us", "our") is committed to protecting the privacy of individuals who visit our website, use our services or otherwise interact with us. This Privacy Policy explains how we collect, use, store and share your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our registered address is Randol House, Martinet Road, Thornaby, Stockton-on-Tees, TS17 0BA. We are the data controller for the personal data described in this policy.

2. Data We Collect

We may collect and process the following categories of personal data:

• Identity data: name, job title, company name.
• Contact data: email address, telephone number, postal address.
• Technical data: IP address, browser type and version, time zone, operating system, device information.
• Usage data: pages visited, links clicked, time spent on our website.
• Communications data: content of emails, contact form submissions, support requests and telephone calls.
• Transaction data: details of products and services you have purchased from us, invoices and payment information.

3. How We Collect Your Data

We collect personal data through:

• Direct interactions: when you contact us via our website, email, telephone or in person.
• Automated technologies: cookies and similar tracking technologies when you visit our website (see our Cookie Policy).
• Third parties: business referrals, publicly available sources, and technology partners.

4. How We Use Your Data

We process your personal data for the following purposes and lawful bases:

• Performance of a contract: to provide our managed print, IT and document management services.
• Legitimate interests: to manage our business, improve our services, send relevant communications and ensure network security.
• Consent: to send marketing communications where you have opted in.
• Legal obligation: to comply with applicable laws, regulations and contractual requirements.

5. Data Sharing

We may share your personal data with:

• Our technology partners and subcontractors who assist in delivering our services (e.g. HP, Konica Minolta, PaperCut).
• Professional advisers including lawyers, auditors and insurers.
• Regulatory authorities where required by law.

We do not sell your personal data to third parties. Where we share data with third-party processors, we ensure appropriate contractual safeguards are in place.

6. International Transfers

Where we transfer personal data outside the United Kingdom, we ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the Information Commissioner's Office (ICO) or transfers to countries with an adequacy decision.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Typical retention periods are:

• Customer records: 7 years after the end of the business relationship.
• Marketing consent records: until consent is withdrawn.
• Website analytics: 26 months.

8. Your Rights

Under UK GDPR, you have the following rights:

• Access: request a copy of the personal data we hold about you.
• Rectification: request correction of inaccurate or incomplete data.
• Erasure: request deletion of your data in certain circumstances.
• Restriction: request that we limit our processing of your data.
• Portability: request your data in a structured, machine-readable format.
• Objection: object to processing based on legitimate interests or direct marketing.
• Withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at sales@mastercopy.co.uk or call 01642 750404.

9. Information Security

Mastercopy is ISO 27001 and ISO 9001 certified. We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. These measures include encryption, access controls, regular security assessments and staff training.

10. Cookies

Our website uses cookies and similar technologies. For full details, please see our Cookie Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page with the date of last revision shown above.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

• Email: sales@mastercopy.co.uk
• Phone: 01642 750404
• Post: Mastercopy Limited, Randol House, Martinet Road, Thornaby, Stockton-on-Tees, TS17 0BA

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.