We specialise in handling secure, confidential legal work for all types of family, criminal, employment, litigation and immigration cases, and we cross-shred all waste copies. We can sign NDAs if required. We have a secure site with restricted access to our machines, and we never outsource legal or confidential work.

This privacy policy sets out how we use and protect any information that you give us.

Original Copy Centre is committed to ensuring that your privacy and data are protected. Any information that you give us will be handled according to this privacy policy.

Original Copy Centre may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy was last updated 24/01/24.

Who is collecting the data?
Original Copy Centre, 12 Station Road, West Drayton, UB7 7BY

What data is being collected?
We only collect the basic details needed to print and fulfil your order. This includes:
Name and contact information (address details), your emails, order details and quote requests, and your files for printing.
We don’t collect or store any unnecessary data.
Our website also uses ‘cookies’ that record anonymised website browsing data (see note further on).

What is the legal basis for processing the data?
Contractual – processing is necessary for the performance of a contract (printing order) or to take steps to enter into a contract.

Will the data be shared with any third parties?
We work with a few online companies to help provide website functionality, payment processing, file storage, and a review service. We have linked to each of their privacy policies below:

• We work with Trustpilot who provide an automatic reviewing service for us. If you place an order with us, they may send an email on our behalf to ask for feedback on your order. You can opt out of all future communications if you receive an email.
• We use Google Analytics cookies on our website, to monitor our Google advertising and how the website is used.
• We use Google Workspace for our email service, and so your emails are held on their servers.
• Our site is hosted by Flex4 on a WordPress based platform.
• We may use Dropbox and WeTransfer file storage systems to hold your printing proof files, particularly if they are very large.
• When you pay us, the payment is processed by Paypal, Stripe, or Square. We don’t have any access to your card details. 
• We use a few different couriers to handle our deliveries: DPD, Royal Mail, Fedex, and CitySprint. Although your data isn’t viewable by them, they do handle your order while in transit between us and the delivery address. 

If you request a credit account with us, we reserve the right to perform a credit check on you. This will be communicated to you in our application form.

While we print and finish most jobs in-house, sometimes an order or part of it might be subcontracted out if we can offer you a better price or faster service (Eg: a large run of laminations). We wouldn’t do this for any confidential work. If you object to this, please let us know, though this may mean that we can’t proceed with your order on the price and terms quoted.

We do not share your data with any other third parties unless required to do so by law.

How do we protect your data?
We are registered with The Information Commissioner’s Office ICO, and we are PCI DSS compliant (these refer to bodies that set standards for data and cardholder protection). 
We have a secure physical site, and our computers and machines are only accessible by our staff.
Our team consists of permanent members of staff only, and everyone is trained on data protection.
Our standard procedure for confidential work is that one staff member looks after the job, from beginning to end. 
We have a sealed front counter, and members of the general public are not allowed to see our computers, use our network or be near our machines. 
All our machines are set to print ‘face down’ by default so nobody but the operator can see what is printing.
All our computers are protected with passwords.
We shred confidential waste prints.

How will the information be used?
We only use your information to process your order and for internal record keeping.
We may keep your order details and files as a reference for future orders, so that we can provide a consistent service. 
We don’t conduct email or telephone marketing or market research with your details.
We don’t sell on any customer data.
If you are a regular customer, we might send you a Christmas card.

How long will the data be stored for?
Files that we download and upload are regularly deleted (on a daily, weekly, and monthly basis), though files that you email us may be held on our email system for longer. 
For repeat orders (eg: leaflets) we may keep your printing files for reference and quality control, though this is not guaranteed, and cannot be relied upon. 
We delete emails instantly upon request, and for shop front customers (for one-time orders / confidential information) we have a policy to delete your email as soon as it’s printed. 
We keep invoicing details for a minimum of 6 years, as required by law. 
We shred any paper based billing / delivery details as soon as your order is dispatched.
We archive emails as soon as your order is dispatched.
If we create a design for you, we aim to store it indefinitely, though this cannot be relied on and you should always look after your own PDF proof.

What rights does the data subject have?
You have the right to ask us to delete all email records, order details, and printing files.
We cannot delete your invoice details as we are required to keep these for our business accounts.

Cookies
We use ‘cookies’ on the website to monitor how people use the website. This helps us to understand how people use the website so we can improve it. A cookie is a piece of information that is stored on your device through your web browser, which records how you have used a website. This means that it will help the website ‘remember you’, so that you stay logged in, for example. 

We use Google Analytics, to collect internet log information and details of user behaviours. We do this to work out things like the most popular parts of the website. This information is only recorded in a way that does not identify anyone. We do not make any attempt to find out who is visiting our website.

If you do not want our site to use cookies, you can set your browser to reject them (see the Help section of your browser for more details). However, this might break the functionality of the site, as you have to be logged into an account in order to make an online purchase. It’s not a problem though, as you can always email us your order directly, and you don’t have to buy anything through our website in order to use us. 

Links to other websites
Our website may contain links to external sites, though please note that we don’t control them and so they are not governed by this privacy policy. 

How can the data subject raise a complaint?
You can email us on sales@copycentre.com, or write to us at Original Copy Centre, 12 Station Road, West Drayton, UB7 7BY

Copyright Original Copy Centre, 2024