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Introduction

PrintNode is committed to protecting your personal data and complying with our data protection obligations. This privacy policy is part of this, and it sets out how we use and protect your personal data. It covers our use of personal data where we act as a controller. It applies to:

• Customers and potential customers (and, where applicable, their staff).
• Suppliers and potential suppliers (and, where applicable, their staff).
• Job applicants.
• Users of our website https://www.printnode.com.
• Users of the PrintNode Client software.

In circumstances where we act as a processor (e.g. where we provide our services to you or your organisation), we have different obligations to you or your business that are not addressed here. Please contact us or your organisation if you would like more information.

Our website and our products and services are not intended for children (individuals under the age of 18) and we do not knowingly collect data relating to children.

Controller

PrintNode Limited (collectively referred to as "PrintNode", "we", "us" or "our" in this privacy policy) is the controller and responsible for your personal data. If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 8), please contact us using the information set out in the contact details section (paragraph 9).

1. The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes name and email address.
• Contact Data includes billing address, email addresses and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us (or where you purchase them on behalf of your organisation).
• CV Data includes any information you include in your CV and associated documentation, which may be provided to us directly by you or by a third-party agency.
• Technical Data includes IP address, user name, browser type and version, time zone setting and location, operating system and platform, device name and other technical information from the devices you use with our services.
• Usage Data includes information about how you interact with and use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific feature of our website or services in order to analyse general trends in how users are interacting with our website or services to help improve the website and our service offering.

We do not knowingly or actively seek to collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).

2. How your personal data is collected

We use different methods to collect data from and about you including:

• Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • create an account on our website to use our services;
  • purchase and use our services (on any device);
  • subscribe to our publications;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; or
  • give us feedback or contact us.
• Automated technologies or interactions. As you interact with our services, we will automatically collect Technical Data about your equipment and usage patterns. We collect this personal data by using cookies, server logs and other similar technologies.
• Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below:
• Technical Data is collected from analytics providers such as Google based outside the UK.
• Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services such as PayPal based in the UK and Stripe, based in the US.
• Banks that we work with, such as Svenska Handelsbanken AB (publ), who provide us with information enabling us to check whether you or your organisation has made a payment to us.

3. How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

• Performance of a contract with you: where we need to perform the contract we are about to enter into or have entered into with you (as an individual).
• Legitimate interests: we may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to provide services to your organisation, prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
• Legal obligation: we may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sharing your personal data with third parties that assist us with our marketing. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below a description of all the ways we plan to use the various categories of your personal data and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To register you as a new customer (in the case of individuals)	Identity Contact	Performance of a contract with you
To register your organisation as a new customer (in the case of employees of organisations)	Identity Contact	Necessary for our legitimate interests (to provide our services to the organisation you work for)
To process and deliver our services including activities such as (where you are an individual): Manage payments, fees and charges Collect money owed to us	Identity Contact Financial Transaction	Performance of a contract with you
To process and deliver our services including activities such as (where you are an employee): Manage payments, fees and charges Collect money owed to us	Identity Contact Financial Transaction	Necessary for our legitimate interests (to provide our services to the organisation you work for)
To manage our relationship with you or your organisation	Identity Contact Marketing and Communications	Necessary for our legitimate interests (to keep our records updated, perform our services well and to study how customers use our services)
To administer and protect our business and our services (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	Identity Contact Technical	Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
To receive your or your organisation’s goods or services	Identity Contact CV Financial Transaction	Necessary for our legitimate interests (to receive goods or services from suppliers)
To consider you or your organisation’s offer to supply goods or services to us	Identity Contact CV	Necessary for our legitimate interests (to identify potential suppliers to receive goods or services from)
To consider your application for a job	Identity Contact CV	Necessary for our legitimate interests (to consider job applicants)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	Technical Usage	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business, products and services and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you or your organisation	Identity Contact Technical Usage Marketing and Communications	Necessary for our legitimate interests (to develop our services and grow our business)

Direct marketing

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing.

We may also analyse your Identity, Contact, Technical and Usage Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Opting out of marketing

You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for our products, technical information, registration, reminders, updates to our Terms and Conditions and to check that your contact details are correct.

4. Disclosures of your personal data

We may share your personal data where necessary with the parties set out below for the purposes set out in the table above.

• Professional advisers including lawyers, bankers, accountants and insurers.
• HM Revenue & Customs, regulators and other authorities based in the United Kingdom.
• We also use certain service providers like Google who provide us with communication, scheduling and file storage services. We use Mailjet for sending transactional and service related emails. We use Front for collaborating and managing email communications.
• Third parties that assist us with our marketing activities. Please note that you won’t be contacted by these third parties in respect of their own marketing activities.
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

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. International transfers

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as UK law.

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:

• We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data, namely the US (in certain circumstances) and member states of the EEA.
• We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK. To obtain a copy of these contractual safeguards, please contact us at the contact details set out below (paragraph 9).

6. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

7. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax and other legal purposes.

In some circumstances you can ask us to delete your data: see paragraph 8 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

8. Your legal rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

• Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. If you ask us to delete your personal data and you are our customer, we may be unable to provide our services to you.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
• You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see ‘opt out of marketing’ in paragraph 3 for details of how to object to receiving direct marketing communications).
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
• if you want us to establish the data's accuracy;
• where our use of the data is unlawful but you do not want us to erase it;
• where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
• you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us at our contact details listed in paragraph 9 below.

No fee usually required

You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

9. Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us at support@printnode.com.

10. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), the UK regulator for data protection issues (https://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.

11. Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 2025-01-22. Historic versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

12. Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.