At Rent a Print we take your privacy seriously. This policy explains what personal data we collect, why we collect it, how we use it, and the rights you have in relation to it. It applies to all users of our website and customers of our managed print services across Europe.
1. Who We Are
Rent a Print ("we", "us", "our") is a managed print service provider operating across Europe. We act as the data controller for personal data collected through this website and through our service relationships.
For any privacy-related enquiry, contact our Data Protection contact at: privacy@rentaprint.eu.
2. Data We Collect
We collect personal data in the following ways:
2.1 Data you provide directly
- Contact & quote requests: name, company name, email address, phone number, message content, and equipment interests submitted via our quote form.
- Service agreements: billing address, company registration number, VAT number, authorised signatory details.
- Support interactions: name, contact details, and descriptions of technical issues submitted to our support team.
2.2 Data collected automatically
- Usage data: IP address, browser type, operating system, pages visited, time spent on pages, and referring URLs.
- Cookie data: session identifiers, preference cookies, and analytics identifiers. See our Cookie Policy for details.
- Device monitoring data: for contracted customers, our remote monitoring software collects printer status data (toner levels, page counts, error codes). This data is associated with your device and site account and does not constitute data about individuals unless linked to a named user account.
2.3 Data from third parties
- We may receive contact information from referral partners or lead generation platforms where you have consented to sharing with companies like ours.
3. How We Use Your Data
| Purpose | Data used |
|---|---|
| Responding to quote requests and sales enquiries | Name, email, phone, message, equipment interest |
| Delivering and managing our print rental services | Contact details, billing information, device data |
| Providing technical support and dispatching engineers | Contact details, site address, device error data |
| Sending service-related communications (invoices, SLA reports) | Name, email, billing details |
| Marketing and promotional communications (with consent) | Name, email |
| Website analytics and performance improvement | Usage data, cookie identifiers |
| Legal and regulatory compliance | All categories as required |
We will never sell your personal data to third parties.
4. Legal Basis for Processing
Under the General Data Protection Regulation (GDPR), we rely on the following legal bases:
- Contract performance – processing necessary to deliver services you have contracted with us.
- Legitimate interests – responding to enquiries, preventing fraud, improving our services, and direct marketing to existing customers.
- Consent – marketing emails to prospects and non-essential cookies. You may withdraw consent at any time.
- Legal obligation – retaining financial records and complying with applicable law.
6. Data Retention
- Quote enquiries (no contract): 12 months from last contact.
- Customer data (active contract): duration of the contract plus 7 years for financial records (EU accounting requirements).
- Support records: 3 years from case closure.
- Marketing consent records: until consent is withdrawn plus 1 year for audit purposes.
- Website analytics: 26 months (aggregated after 14 months).
7. International Transfers
We are based in Europe and primarily process data within the European Economic Area (EEA). Where we use service providers outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission, or transfers to countries with an adequacy decision.
8. Your Rights
Under GDPR, you have the following rights regarding your personal data:
- Access: request a copy of personal data we hold about you.
- Rectification: ask us to correct inaccurate or incomplete data.
- Erasure: request deletion of your data where there is no legitimate reason to retain it.
- Restriction: ask us to pause processing your data in certain circumstances.
- Portability: receive your data in a structured, machine-readable format.
- Objection: object to processing based on legitimate interests or for direct marketing.
- Withdraw consent: where processing is based on consent, withdraw it at any time without affecting prior processing.
To exercise any right, email privacy@rentaprint.eu. We will respond within 30 days. You also have the right to lodge a complaint with your national data protection authority.
10. Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, and destruction. These include encrypted data transmission (TLS), access controls, regular security reviews, and staff training.
No method of transmission over the internet is completely secure. If you believe your data has been compromised, please contact us immediately at privacy@rentaprint.eu.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Where changes are material, we will notify you by email (if we hold your address) or by a prominent notice on our website. The "last updated" date at the top of this page will always reflect the current version.
12. Contact Us
For any privacy-related questions, requests, or complaints:
Rent a PrintData Protection Contact
Email: privacy@rentaprint.eu