Privacy Policy

1. Introduction

1st Call 4 Service Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website, contact us, or engage our services.

We are the data controller responsible for your personal data. We are registered in England and Wales with our registered office at:

This policy applies to all personal data we process, whether collected online through our website or offline through phone calls, emails, or in-person interactions.

2. Information We Collect

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

2.1 Information You Provide

• Contact details: Name, email address, phone number, business name, and postal address
• Service information: Details about your printer equipment, fault descriptions, and service history
• Account information: Login credentials if you create an account with us
• Payment information: Bank details, billing address, and transaction records
• Communications: Records of correspondence, including emails, phone calls, and form submissions

2.2 Information Collected Automatically

• Technical data: IP address, browser type and version, operating system, and device information
• Usage data: Pages visited, time spent on pages, navigation paths, and referral sources
• Cookie data: Information collected through cookies and similar technologies (see Section 9)

2.3 Information from Third Parties

• Business partners: Information from HP or other manufacturers relating to your equipment warranty or service history
• Credit reference agencies: For business credit checks where applicable

3. How We Use Your Information

We use your personal data for the following purposes:

• Providing services: To carry out repairs, maintenance, and other services you have requested
• Managing your account: To process orders, manage subscriptions, and handle payments
• Communication: To respond to enquiries, provide quotes, and keep you informed about appointments
• Service improvements: To analyse how our services are used and identify areas for improvement
• Marketing: To send you information about our services, offers, and news (only with your consent)
• Legal compliance: To comply with legal obligations, resolve disputes, and enforce our agreements
• Business administration: For internal record keeping, accounting, and auditing purposes

4. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:

• Contract: Processing necessary to perform a contract with you or take steps at your request before entering a contract (e.g., providing repair services, managing your subscription)
• Legitimate interests: Processing necessary for our legitimate business interests, provided these do not override your rights (e.g., improving our services, preventing fraud)
• Consent: Where you have given clear consent for us to process your data for a specific purpose (e.g., marketing communications)
• Legal obligation: Processing necessary to comply with our legal obligations (e.g., tax records, health and safety)

5. Sharing Your Information

We do not sell your personal data to third parties. We may share your data with:

• Service providers: Companies that help us deliver our services, such as payment processors, IT support, and accounting services. These providers are bound by confidentiality agreements.
• Parts suppliers: Manufacturers and distributors when ordering parts for your equipment
• Professional advisers: Lawyers, accountants, and insurers where necessary
• Law enforcement: Government bodies and law enforcement agencies when required by law
• Business transfers: In the event of a merger, acquisition, or sale of our business, your data may be transferred to the new owner

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Customer records: Retained for 7 years after your last transaction for legal and accounting purposes
• Service history: Retained for the lifetime of your equipment plus 3 years to assist with future repairs and warranty claims
• Marketing preferences: Retained until you withdraw consent or unsubscribe
• Website analytics: Retained for up to 26 months
• Enquiries (no service): Retained for 2 years from last contact

7. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: You can request a copy of the personal data we hold about you
• Right to rectification: You can ask us to correct any inaccurate or incomplete data
• Right to erasure: You can ask us to delete your data in certain circumstances (also known as the "right to be forgotten")
• Right to restrict processing: You can ask us to limit how we use your data
• Right to data portability: You can request your data in a structured, commonly used format
• Right to object: You can object to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making: You have rights regarding automated decisions that significantly affect you

To exercise any of these rights, please contact us using the details in Section 12. We will respond to your request within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data correctly. Visit ico.org.uk for more information.

8. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it, including:

• Encryption of data in transit using SSL/TLS
• Secure storage of data on protected servers
• Access controls limiting who can view personal data
• Regular security assessments and updates
• Staff training on data protection

While we strive to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but will notify you and the relevant authorities if a data breach occurs that is likely to affect your rights.

9. Cookies

Our website uses cookies and similar technologies to improve your experience and analyse how the site is used.

Types of Cookies We Use

• Essential cookies: Required for the website to function properly (e.g., session management, shopping basket)
• Analytics cookies: Help us understand how visitors use our website (e.g., Google Analytics)
• Functional cookies: Remember your preferences and settings
• Marketing cookies: Used to deliver relevant advertisements (only with your consent)

Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete existing cookies. However, blocking essential cookies may affect the functionality of our website.

10. International Data Transfers

Your personal data is primarily stored and processed within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK government, or transfers to countries with adequate data protection laws.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to read the privacy policies of any third-party websites you visit.

12. Contact Us

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

We aim to respond to all privacy-related enquiries within 30 days.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised "last updated" date. We encourage you to review this policy periodically. For significant changes, we may notify you directly by email.