Privacy Policy for Cyklop Service Portal

1. Introduction

Welcome to the Cyklop Service Portal ("Service"), provided by Cyklop Needham. This portal serves as a unified hub for Warranty Claims, Technical Sample Requests, and Firmware/Software Management. We are committed to protecting your privacy and ensuring transparency in how we handle data across all service modules.

2. What Data We Collect

Depending on which module you use, we collect the following types of information:

• Identity and Contact Data: Name, company, email, and phone number for all service requests.
• Warranty Technical Data: Printer models, cartridge/part serial numbers, usage metrics (print counts, weights), and error logs.
• Sample Request Data: Material substrate specifications, marking requirements, and technical goal descriptions.
• Service Identification: Machine IDs (16-character codes) and Serial Numbers required to provide verified firmware/software packages.
• Media Data: Evidence photos for claims (labels, printheads, damage) and result photos/micro-captures for sample requests.

3. How We Use Your Data

• Warranty Management: To process and validate claims for parts and consumables.
• Technical Lab Services: To analyze substrates and provide marking "recipes" for sample requests.
• Maintenance Support: To generate and deliver unique firmware binaries tied to specific hardware via Machine IDs.
• CRM Integration: All official tickets are synced to HubSpot for record-keeping and support communication.
• Marketing & Showcase: With explicit consent (Samples module), we may use unmarked material results for technical presentations or showcases.

4. Data Security & Storage

Your data is stored securely using Google Firebase (Cloud Firestore & Storage). Access is restricted based on user roles:

• Administrators: Full access to manage claims, samples, and users.
• Suppliers: Restricted access to review only the product categories they manufacture.
• Technical Managers: Access to firmware requests and binaries only (PII data redacted).

5. Disclosures

We share data with HubSpot, Inc. (our CRM) to facilitate support. For warranty claims, relevant technical data (excluding customer PII where possible) may be shared with our Product Suppliers for technical validation.

6. Your Rights

You have the right to request access to, correction of, or erasure of your personal data. To exercise these rights, or if you have questions about our handling of Machine IDs or Sample materials, please contact us.

7. Contact Details

• Entity: Cyklop Needham Limited
• Email: enquiries@needham-ink.com
• Address: Waymills Industrial Estate, Whitchurch SY13 1TT, UK
• Phone: 01948 662629