Privacy Statement.

1. Who we are

This privacy statement is issued by Quantum Print Solutions Ltd, trading as Quantum / QMSG (“Quantum”, “we”, “us”, “our”), a company registered in England and Wales under company number 08882259 (VAT registration number GB198481062).

Registered and head office: 16 Millbrook Business Park, Sybron Way, Crowborough, East Sussex, TN6 3JZ.

We also operate from offices in London (Fenchurch Street, EC3R 7AD), Kent (Dartford, DA11 8HL) and Aberdeen (Caroline Place, AB25 2TH).

Quantum is the data controller for the personal data described in this statement. If you have any questions about this statement or how we handle your personal data, please see the “How to contact us” section below.

2. Scope of this statement

This statement explains how we collect, use, share and protect personal data when you:

• visit or interact with our website, qmsg.tech;

• contact us by phone, email or through a form on our website;

• engage with us as a customer, supplier or business contact across any of our service lines (Managed Print, Managed IT, Unified Communications, Document Automation, Managed EV Energy and Solar Energy as a Service);

• subscribe to our newsletter or marketing communications; or

• otherwise deal with us as an individual, whether directly or on behalf of an organisation.

This statement does not cover the practices of third-party websites or services we may link to, and it does not form part of any contract for the supply of goods or services.

3. Personal data we collect

We collect and process the following categories of personal data, depending on how you interact with us:

• Contact details – name, job title, organisation, postal address, email address and telephone number.

• Enquiry and communication data – the content of messages you send us (for example through our website contact form), and records of calls, emails and meetings.

• Customer and supplier account data – billing and delivery addresses, order and service history, and contract details, where you or your organisation engage us for services.

• Financial data – invoicing details and payment records processed through our accounting systems (we do not store full card payment details ourselves).

• Marketing preferences – your newsletter subscription status and communication preferences.

• Technical and usage data – IP address, browser and device information, and pages visited on our website, collected via cookies and similar technologies (see Section 7).

We do not knowingly collect special category data (such as health, racial or ethnic origin, or religious belief) and ask that you do not include such information in any enquiry you send us.

4. How we collect your data

• Directly from you – when you complete a form on our website, email or call us, sign up to our newsletter, or engage us as a customer or supplier.

• From your organisation – where a colleague provides your details to us in the course of a business relationship.

• Automatically – through cookies and analytics tools when you browse qmsg.tech.

• From publicly available sources – such as company websites or business directories, when researching potential business contacts.

5. How we use your data and our legal basis

We rely on the following lawful bases under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018:

• Legitimate interests – to respond to enquiries, maintain our customer and supplier relationships, develop new business, and improve our services and website. We consider these interests are not overridden by your rights and freedoms.

• Performance of a contract – to deliver services you or your organisation have purchased, and to manage billing and support.

• Consent – for non-essential cookies and for email marketing where consent is the applicable basis; you may withdraw consent at any time.

• Legal obligation – to meet our accounting, tax and other legal and regulatory requirements.

We use your data to: respond to and manage enquiries; provide, deliver and invoice for our services; manage our relationship with customers and suppliers; send marketing communications where you have opted in (or, for existing customers, in relation to similar products and services, in accordance with the Privacy and Electronic Communications Regulations); operate and improve our website; and meet our legal, tax and accounting obligations.

6. Who we share your data with

We do not sell your personal data. We share personal data with the following categories of recipients, only where necessary:

• Service providers and processors who support our operations under contract, including:

  • Mailchimp – for sending newsletters and email marketing campaigns;

  • Google Analytics – for website usage analytics;

  • Xero – for accounting, invoicing and payroll processing;

  • our IT hosting, email and telephony providers, who process data on our behalf to keep our systems running.

• Professional advisers – including accountants, auditors and legal advisers, where necessary.

• Regulators and authorities – such as HMRC or the Information Commissioner’s Office, where we are required to by law.

• A buyer or successor – in the event of a sale, merger or restructuring of our business, subject to the same protections described in this statement.

Where we use suppliers based outside the UK or European Economic Area (for example, US-based providers such as Mailchimp and Google Analytics), we ensure appropriate safeguards are in place, such as the UK International Data Transfer Addendum or the recipient’s participation in an approved data protection framework.

7. Cookies and website analytics

Our website, qmsg.tech, uses cookies and similar technologies to make the site work properly and to help us understand how visitors use it, using tools including Google Analytics. Cookies are small text files stored on your device.

We use the following types of cookies:

• Essential cookies – required for the website to function and cannot be switched off.

• Analytics cookies – help us understand how visitors use our website (for example, via Google Analytics), so we can improve it. These are only set with your consent.

You can manage or withdraw your cookie preferences at any time using the cookie banner on our website, or through your browser settings. Blocking some types of cookies may affect your experience of the site.

8. How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this statement. As a general guide:

• Enquiry and marketing data is kept for as long as you remain subscribed or engaged with us, and is reviewed periodically; you can ask us to delete it at any time.

• Customer and supplier contract and billing records are retained for at least 6 years after the end of the relationship, to meet our accounting and tax obligations.

• Website analytics data is retained in line with the relevant provider’s standard retention settings.

Where we no longer need personal data, we securely delete or anonymise it.

9. Your rights

Under UK data protection law, you have the right to:

• be informed about how we use your personal data;

• access the personal data we hold about you;

• have inaccurate personal data corrected;

• have your personal data erased in certain circumstances;

• restrict or object to our processing of your personal data;

• receive your personal data in a portable format, where technically feasible; and

• withdraw consent at any time, where we rely on consent (for example, for marketing emails or analytics cookies).

To exercise any of these rights, please contact us using the details below. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk, or by calling 0303 123 1113, though we would welcome the chance to address your concerns directly first.

10. Marketing communications

Where you have opted in to receive our newsletter or marketing emails, you can unsubscribe at any time using the link included in every email, or by contacting us directly. We will not send you marketing communications if you have asked us not to, and we keep a suppression record to make sure that preference is respected.

11. Keeping your data secure

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration, including access controls, secure systems, and agreements with our third-party service providers requiring them to protect data to an equivalent standard.

12. Children’s data

Our website and services are intended for business use and are not directed at children. We do not knowingly collect personal data from children.

13. Changes to this statement

We may update this privacy statement from time to time, for example to reflect changes in our practices or in the law. The “Effective date” at the top of this statement shows when it was last updated. We encourage you to review it periodically.

14. How to contact us

If you have any questions about this privacy statement or how we handle your personal data, or if you would like to exercise any of your rights, please contact us:

• Email: hello@qmsg.tech

• Phone: 0203 633 2000 (Monday to Friday, 8:00am to 5:00pm)

• Post: Quantum Print Solutions Ltd, 16 Millbrook Business Park, Sybron Way, Crowborough, East Sussex, TN6 3JZ