Privacy Policy

Introduction

Elmdale Maintenance Ltd (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our photocopier rental services, or communicate with us.

Please read this Privacy Policy carefully. By accessing or using our website and services, you acknowledge that you have read, understood, and agree to be bound by all the terms outlined in this Privacy Policy.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the “Last Updated” date of this Privacy Policy. Any changes or modifications will be effective immediately upon posting the updated Privacy Policy on our website. You are encouraged to periodically review this Privacy Policy to stay informed of updates.

Last Updated: April 21, 2025

Information We Collect

Personal Data

We may collect personal information that you voluntarily provide to us when you:

• Register on our website
• Place an order for our photocopier rental services
• Subscribe to our newsletter
• Request a quote
• Complete contact or inquiry forms
• Participate in surveys or promotions

The personal information we may collect includes:

• Name
• Business name
• Email address
• Phone number
• Postal address
• Billing information and payment details
• Photocopier preferences and requirements

Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on those pages
• Referring website addresses
• Device information

This information is used to analyze trends, administer the site, track user movements around the site, and gather demographic information.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our website and hold certain information. Cookies are files with small amounts of data that may include an anonymous unique identifier.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.

Types of cookies we use:

• Essential cookies: Necessary for the operation of our website
• Analytical/performance cookies: Allow us to recognize and count the number of visitors
• Functionality cookies: Enable us to personalize content for you
• Targeting cookies: Record your visit to our website, the pages you have visited, and the links you have followed

How We Use Your Information

We may use the information we collect about you for various purposes, including:

• Providing, operating, and maintaining our website and services
• Processing and fulfilling photocopier rental orders
• Sending administrative information, such as rental confirmations and service notifications
• Responding to inquiries and offering customer support
• Sending marketing and promotional communications
• Conducting research and analysis to improve our services
• Personalizing your experience and delivering content relevant to your interests
• Protecting against, identifying, and preventing fraud and other illegal activity
• Complying with legal obligations

Legal Basis for Processing

We process your personal data based on one or more of the following legal grounds:

• Performance of a contract when we provide you with products or services
• Your consent
• Legitimate interests, which include improving our services and marketing our products
• Compliance with a legal obligation

Data Retention

We will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

Disclosure of Your Information

We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

Business Transfers

If we or our subsidiaries are involved in a merger, acquisition, or asset sale, your personal data may be transferred.

Third-Party Service Providers

We may share your information with third parties that perform services for us or on our behalf, including:

• Payment processing
• Delivery and transportation services
• Marketing and advertising
• Customer service
• Data analysis

Legal Requirements

We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.

Your Data Protection Rights

Depending on your location, you may have certain rights regarding your personal data:

UK and EU Residents (GDPR Rights)

• Right to access – You have the right to request copies of your personal data
• Right to rectification – You have the right to request that we correct inaccurate information
• Right to erasure – You have the right to request that we delete your personal data
• Right to restrict processing – You have the right to request that we restrict the processing of your data
• Right to object to processing – You have the right to object to our processing of your personal data
• Right to data portability – You have the right to request that we transfer data to another controller
• Right to withdraw consent – You can withdraw consent where we rely on consent to process your personal data

To exercise any of these rights, please contact us using the details provided in the “Contact Us” section below.

Third-Party Websites

Our website may contain links to third-party websites and applications. We are not responsible for the privacy practices or the content of these third-party sites. Any information you provide on or to a third-party website or application is provided directly to the owner of that website and is subject to that party’s privacy policy. We encourage you to read the privacy policies of any third-party websites you visit.

Security of Your Information

We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

Children’s Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us.

Cookie Policy

Our Cookie Policy forms part of this Privacy Policy. For more detailed information about the cookies we use and the purposes for which we use them, please read our Cookie Policy.

Marketing Communications

You can opt out of receiving marketing communications from us at any time by:

• Following the opt-out links on any marketing message sent to you
• Contacting us using the details provided below

Please note that we may still need to send you service-related communications even if you have opted out of marketing communications.

International Data Transfers

Your information may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ.

If you are located outside the United Kingdom and choose to provide information to us, please note that we transfer the data to the UK and process it there.

Contact Us

If you have questions or comments about this Privacy Policy or our data practices, please contact us at:

Elmdale Maintenance Ltd
4 & 5 Bacchus House
Calleva Park
Aldermaston
Berkshire
RG7 8EN
United Kingdom

Email: [email protected]
Phone: 01189821444

Complaints

If you have a complaint about our use of your information, we would prefer you to contact us directly in the first instance so that we can address your complaint. However, you can also contact the Information Commissioner’s Office via their website at www.ico.org.uk or by writing to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF