Privacy & Cookie Policy

DNC Systems is the controller of the personal information described in this policy.

Our offices are at 20-22 Wenlock Road, London N1 7GU and Office 114, Bizspace Perivale, 4-6 Wadsworth Rd, Perivale, Greenford UB6 7JJ. For any question about this policy or your information, email info@dncsystems.co.uk or call 0333 772 1715.

We collect the information you choose to give us through our website forms:

• Contact and enquiry form: your name, company, email address, phone number, the services or products you are interested in and your message.
• Print cost review: your name, company, email address and phone number, details of your current print costs and contract, and any contract document you choose to upload.
• Customer support form: your company, contact name, site address, phone number, email address and details of the equipment and the request, such as a serial number, meter reading or fault description.

We also hold the information you give us when you call, email or message us (including by WhatsApp), and, if you agree to analytics cookies, information about how you use this website (see “Cookies and analytics” below).

Our services are provided to businesses. Please don’t include sensitive personal information (such as health details) in a form or an uploaded document.

• To respond to your enquiry or prepare a print cost review, and to follow up about it. Our lawful basis is our legitimate interest in responding to businesses that contact us, or taking steps at your request before entering into a contract.
• To provide service and support to existing customers, such as engineer visits, fault reports and toner orders. Our lawful basis is performing our contract with your organisation.
• To protect our forms from spam and abuse, using the checks described below. Our lawful basis is our legitimate interest in keeping the website secure.
• To understand how the website is used and improve it, using Google Analytics. Our lawful basis is your consent, which you can withdraw at any time.
• To meet legal, accounting and regulatory obligations where they apply.

We do not sell your information, and we do not use it for automated decision-making. If we would like to send you marketing emails, we will do so only as the law allows, and every message will include a simple way to opt out.

We use a small number of trusted service providers who process information on our behalf:

• Resend: delivers the emails generated when you submit a form to our sales and service teams.
• Cloudflare Turnstile: checks that a form is being submitted by a person rather than an automated program. It processes technical information about your browser and device for this purpose only.
• Google Analytics: measures website usage, only if you accept analytics cookies.
• Our website hosting and email providers, which store and transmit the information as part of running our systems.

Where it is needed to provide a quote, finance or a service you have asked for, we may share relevant details with our manufacturer, leasing and finance partners. We may also disclose information where the law requires it.

Some of these providers are based in, or use systems in, the United States. Where personal information is transferred outside the UK, we rely on the safeguards UK law provides, such as the UK–US data bridge or the International Data Transfer Addendum to standard contractual clauses.

• Enquiries and print cost reviews that do not lead to an agreement: up to 2 years from our last contact, so we can refer back to previous conversations.
• Customer and support records: for the length of the agreement with your organisation and up to 6 years after it ends, to meet our contractual and legal obligations.
• Google Analytics data: 14 months, after which it is deleted automatically.

You can ask us to delete your information sooner (see “Your rights” below).

Cookies are small files stored on your device. We only use Google Analytics cookies if you click “Accept” on the cookie banner. If you click “Reject”, or make no choice, no analytics cookies are set. Google may still receive a basic, cookieless signal that a page was viewed, which cannot be used to identify you or follow you across visits. We do not use advertising cookies.

You can change your choice at any time using Cookie settings (also in the footer of every page), or by clearing cookies in your browser settings.

The website is served over an encrypted (HTTPS) connection, form submissions are sent directly to our team by email, and access to customer information is limited to the staff who need it to do their jobs.

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your information, or to restrict how we use it;
• object to our use of your information where we rely on legitimate interests;
• ask for information you gave us to be transferred to another organisation, where this applies;
• withdraw your consent at any time where we rely on it, such as for analytics cookies.

To make a request, email info@dncsystems.co.uk. We will respond within one month. There is normally no charge.

If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

We may update this policy from time to time. The date at the top of this page shows when it last changed. You can always reach us through our contact page.