(Last reviewed: 19 May 2025)
At Inc Dot Design & Print, your privacy matters. We’re a people-first team, and we take the responsibility of handling your personal data seriously. Whether we’re creating a business card, a book, a banner, or brochure, you can trust that we’ll always handle your information with care, transparency, and integrity.
This Privacy Policy explains how we collect, use, protect, and store your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant data protection laws. It applies to our website, www.inc-dot.com, and all the services we offer, both online and offline.
1. Who We Are
We are Inc Dot Design & Print Ltd, a design and print company based in York. With over 40 years’ experience and ISO 9001 and ISO 14001 certifications, we deliver creative, high-quality print solutions. We are committed to protecting the personal data of every client, contact, and visitor.
Data Protection Lead
If you have any privacy-related queries, you can reach us at:
smile@inc-dot.com
01904 430101
Inc Dot Design & Print, Inc Dot House
Seafire Close
York
YO30 4UU
2. Our Commitment to Data Privacy
We comply with:
• The UK General Data Protection Regulation (UK GDPR)
• The Data Protection Act 2018
• Any other applicable data protection legislation
We don’t sell, trade, or misuse your data. We only process personal information in ways that are lawful, necessary, and respectful.
3. What Personal Data We Collect
We may collect and store the following types of personal data:
• Full name, company name, job title
• Contact details (email address, phone number, postal address)
• Account login details (where applicable)
• Order history and artwork files
• Communications you send us (e.g. emails or phone enquiries)
• Non-personal technical data (e.g. browser type, device info, IP address)
If you use our website or services while under 16 years of age, please ensure a parent or guardian has given permission.
4. Why We Collect Your Data
We only collect and use personal data for the following reasons:
• To fulfil orders and deliver our services
• To respond to enquiries and provide customer support
• To send you project updates or essential service notices
• To share relevant offers or updates (only with your consent)
• To improve our services and communication
• To meet our legal or regulatory obligations
5. Legal Basis for Processing
We only process personal data when we have a lawful basis to do so:
• Contract – to fulfil a service or order
• Consent – e.g., to send newsletters or marketing
• Legitimate interests – e.g., to improve our services
• Legal obligation – e.g., for financial record-keeping
You can withdraw consent at any time by contacting us.
6. Data Security Measures
We use strong technical and organisational measures to protect your data:
• Secure servers and SSL encryption for data transfers
• Password protection and limited access to systems
• Regular data backups
• Employee access restricted by business need
• Internal security policies and training
We also protect sensitive client data, including from sectors such as education, law and government, in line with best practice standards.
7. Cookies & Website Analytics
Our website uses cookies to enhance your experience and ensure smooth functionality. Cookies help us:
• Recognise returning users
• Load pages faster
• Identify and fix errors
You can manage cookie settings via your browser. Disabling cookies may affect website performance.
8. Data Sharing and Third Parties
We don’t share your personal data with third parties unless:
• You’ve given explicit permission
• It’s essential to fulfilling your request (e.g., a courier)
• We’re required to by law
Any sub-processors we use (e.g., payment processors, IT services) are UK or EU-based and bound by data protection agreements.
We currently do not transfer personal data outside the UK or EU. If this changes, we’ll ensure appropriate safeguards (such as Standard Contractual Clauses or IDTAs) are in place and will notify you.
9. How Long We Keep Your Data
We retain personal data only for as long as necessary:
• To fulfil your order or project
• To meet legal/accounting obligations
• For after-sales support
After this, we securely delete or anonymise your data in line with our data retention policy.
10. Your Data Rights
You have the right to:
• Access your personal data
• Correct inaccurate or outdated information
• Request deletion of your data
• Restrict or object to processing
• Receive a copy of your data (data portability)
• Withdraw consent at any time
To exercise these rights, please email smile@inc-dot.com.
We’ll respond as quickly as we can, and always within one month.
11. Newsletters & Marketing
We love keeping clients in the loop, but only if you want us to.
You can opt in to receive occasional updates, offers, and ideas from Team Purple.
If you ever change your mind, you can unsubscribe via the link in our emails or by contacting us directly.
12. Changes to This Privacy Policy
We may occasionally update this policy to reflect improvements, legal changes, or better clarity.
13. Questions or Concerns?
Got a question, concern or suggestion about your data or privacy?
We’re here to help. Reach out to us any time at:
smile@inc-dot.com
01904 430101