Privacy Policy for WarrantyEase

1. Introduction

Welcome to the WarrantyEase application ("Service"), provided by Cyklop Needham. We are committed to protecting and respecting your privacy. This Privacy Policy explains what personal data we collect when you use this Service, how we use it, who we share it with, and what legal rights you have.

2. What Personal Data We Collect

When you submit a warranty claim through our Service, we collect the following types of information ("Personal Data"):

• Identity and Contact Data: Includes your full name, company name, email address, and telephone number.
• Technical Data: Includes technical details about the printer cartridges you are claiming, such as model numbers, best before dates, usage status (new/used), installation dates, print counts, and weights.
• Transaction Data: Includes details about the issues you are experiencing with the products and any additional information you provide in the claim.
• Media Data: Includes photographs you upload as evidence for your claim, such as images of cartridge labels, printheads, electrical contacts, packaging, physical damage, and print samples.

3. How We Use Your Personal Data

We will only use your Personal Data when the law allows us to. Most commonly, we will use your Personal Data in the following circumstances:

• To process and manage your warranty claim, which is necessary for the **performance of a contract** with you.
• To communicate with you regarding your claim status, ask for follow-up information, and provide you with updates.
• Where it is necessary for our **legitimate interests** (or those of a third party) and your interests and fundamental rights do not override those interests, such as for analyzing claim data in aggregate to improve our products and services.
• To transfer your claim information to our customer relationship management (CRM) system for official record-keeping and processing by our support teams.

4. Disclosures of Your Personal Data

To effectively manage your warranty claim, we may have to share your Personal Data with the third-party service provider listed below:

• HubSpot, Inc.: We use HubSpot as our CRM to create and manage support tickets. The data you provide (including your Identity and Contact Data, Technical Data, and links to your Media Data) is transferred to HubSpot to create a ticket for our internal support team to process.

We require all third parties to respect the security of your Personal Data and to treat it in accordance with the law. We do not allow our third-party service providers to use your Personal Data for their own purposes and only permit them to process your Personal Data for specified purposes and in accordance with our instructions.

5. Data Security

We have put in place appropriate security measures to prevent your Personal Data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. All data is encrypted in transit using secure protocols (HTTPS) and encrypted at rest on our service provider's servers (Google Firebase). In addition, we limit access to your Personal Data to those employees and third parties who have a business need to know.

6. Data Retention

We will only retain your Personal Data for as long as is reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.

7. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your Personal Data. These include the right to:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request the transfer of your personal data.
• Right to withdraw consent.

To exercise any of these rights, please contact us using the information below.

8. Contact Us

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

Cyklop-Needham UK

CONTROLLER

Cyklop Needham is the controller and responsible for your personal data collectively referred to as Cyklop Needham, “we”, “us” or “our” in this privacy notice.

Needham Cyklop is made up of different legal entities. This privacy notice is issued on behalf of the Cyklop Needham so when we mention Cyklop Needham, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in Cyklop Needham responsible for processing your data. We will let you know which entity will be the controller for your data when you purchase a product or service with us Cyklop Needham is the controller and responsible for this website.

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

CONTACT DETAILS

Our full details are:

• Full name of legal entity: Cyklop Needham Limited
• Title: Data Protection Manager
• Email address: enquiries@needham-ink.com
• Postal address: Cyklop Needham, Waymills Industrial Estate, Whitchurch SY13 1TT
• Telephone number: 01948 662629

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.