We are committed to protecting your personal data. This policy explains what data we collect, why we collect it, and your rights under UK GDPR and the Data Protection Act 2018.
1. Who we are
The data controller is Invadex Chiltern Limited T/A Ratcliff & Roper Print Group, Company No. 06869026, registered at The Grove, Station Road, Barnsley, S71 4EU. Contact: admin@ratcliffandroperprinters.com.
2. What data we collect
We may collect the following categories of personal data:
- Identity data: name, job title, company name
- Contact data: email address, telephone number, postal address
- Transaction data: details of orders placed, invoices, and payments
- Account data: portal login credentials (passwords are stored encrypted and never readable by staff)
- Technical data: IP address, browser type, pages visited (via cookies — see our Cookie Policy)
- Communications data: records of correspondence and enquiries
We do not collect special category data (health, ethnicity, etc.) and do not knowingly collect data from individuals under 18.
3. How we collect data
We collect data when you:
- Complete our account application form
- Log in to the customer portal
- Place an order or request a quote
- Contact us by phone, email or web form
- Visit our website (technical/cookie data)
4. Why we process your data — lawful basis
- Contract performance: to process orders, manage your account, issue invoices and arrange delivery
- Legitimate interests: to manage our customer relationships, prevent fraud, and improve our services
- Legal obligation: to comply with tax, accounting and other legal requirements
- Consent: for marketing communications where you have opted in
5. How we use your data
- Processing and fulfilling your print orders
- Managing your customer account and portal access
- Sending invoices, statements and payment reminders
- Responding to enquiries and providing customer support
- Sending service-related communications (e.g. order status updates)
- Complying with legal and regulatory obligations
- With your consent: sending marketing communications about our products and offers
6. Who we share data with
We do not sell your personal data. We may share it with:
- Xero (accounting software) — for invoicing and financial records
- Delivery partners — name and address for dispatch
- Payment processors — securely for processing payments
- IT service providers — including our hosting provider (Render) under data processing agreements
- HMRC and other authorities — where required by law
All third-party processors are required to process your data only on our instructions and in accordance with applicable law.
7. International transfers
Some of our service providers may process data outside the UK/EEA. Where this occurs, we ensure appropriate safeguards are in place (Standard Contractual Clauses or adequacy decisions).
8. Data retention
We retain customer data for 7 years from the end of the business relationship, in line with HMRC requirements for financial records. Portal login data is deleted within 30 days of account closure on request. Enquiry data is retained for 2 years.
9. Your rights
Under UK GDPR you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — request correction of inaccurate data
- Erasure — request deletion of your data (subject to legal retention requirements)
- Restriction — request that we limit processing of your data
- Portability — receive your data in a structured, machine-readable format
- Object — object to processing based on legitimate interests or for direct marketing
- Withdraw consent — at any time where processing is based on consent
To exercise any right, email admin@ratcliffandroperprinters.com. We will respond within 30 days. You also have the right to complain to the ICO at ico.org.uk.
10. Security
We implement appropriate technical and organisational measures to protect your data including encrypted password storage, HTTPS throughout, and access controls. No internet transmission is completely secure; you share data at your own risk.
11. Changes to this policy
We may update this policy from time to time. The current version is always available at this URL. Material changes will be notified to account holders by email.
12. Contact us
For any privacy-related query: admin@ratcliffandroperprinters.com · The Grove, Station Road, Barnsley, S71 4EU · 01332 830 552.