Privacy Policy

We advise that all visitors to our website read this Policy to ensure they are happy with our privacy practices. We may update this policy from time to time, so please check this page regularly.

If you have any questions regarding our Policy or our privacy practices, please contact us by email at [email protected], by mail to Unit 1, Seychelles Farm, Upton Pyne, Exeter, Devon, EX5 5HY, or by phone on 01392 851550 ext 4.

Who we are

ImprintDigital.com is a short-run digital book and journal printer based in the UK. ImprintDigital.com is a trading name of Imprint Academic Ltd (company number 08013853), whose registered address is Imprint Academic, Unit 1, Seychelles Farm, Upton Pyne, Exeter, Devon, EX5 5HY.

For the purposes of UK data protection law, Imprint Academic Ltd is the data controller of personal information collected through this website and our services.

Definitions

• “We”, “us”, or “our” means ImprintDigital.com / Imprint Academic Ltd.
• “You” means our customers and website visitors.
• “Goods” or “Products” means anything we produce for you, e.g. printed books.

How we collect information from you

In general, you can browse our website without giving any personal data. However, when you use certain parts of our website we will obtain some of your personal information. We will collect your information when you:

• Request a quote
• Place an order
• Create an account
• Subscribe to our newsletter
• Fill out our contact form
• Use our live chat or customer support services
• Upload files using Hightail or other means
• Pay for your goods or products

We may also collect information from your interactions with our website, communications, and services.

What type of information we collect

The personal information we may collect from you includes:

• Your name, and billing and delivery addresses
• Phone number and email address
• Your profession and the organisation or company you work for
• Bank or payment details (processed securely via our payment provider)
• Details from your enquiries or orders, including order history
• The content of live chats or support communications
• Any files or information you upload to us

How your information is used

We use the personal information we collect from you to:

• Contact you about your quote or order, and to obtain or provide additional information
• Identify you when you contact us
• Carry out the order and delivery of your product
• Answer your enquiries and provide customer support
• Contact you about products relevant to your profession and previously ordered products (with your consent where required)
• Keep you up to date with what is happening at ImprintDigital.com (with your consent where required) — this may include information about offers, deals, recent business news, competitions, and fundraising activities
• Check that our records are correct
• Contact you about files you have uploaded
• Seek your views and comments on the services we provide
• Take payment for goods
• Improve and develop our services — including by analysing customer interactions, order patterns, and support communications to enhance the quality, efficiency, and personalisation of our service. This may involve analytical tools and technologies, including AI-based systems (see Chat service & support below).

Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for processing your personal data. We rely on the following:

• Contract — to fulfil your order, deliver goods, take payment, and provide support. This is our lawful basis for processing order, delivery, and payment information.
• Legitimate interests — to provide continuous customer service, improve our services, respond to enquiries, maintain security, and keep our records accurate. Where we rely on legitimate interests, we have balanced these against your rights and freedoms and consider our processing reasonable and proportionate.
• Legal obligation — to comply with legal and regulatory requirements (for example, keeping tax records for HMRC).
• Consent — for marketing communications and any optional newsletter sign-up. You can withdraw consent at any time.

Chat service & customer support

Our website features a live chat service handled by our AI-powered assistant, Ava, working alongside our support team. Ava is powered by AI technology provided by Anthropic, a US-based AI company.

To help us provide a consistent experience if you come back to us later, we keep a short summary of what we’ve discussed — such as the type of project you’re working on, your preferences, and any ongoing requirements. This helps us give you the same quality of service a human account manager would by remembering previous conversations.

Chat content is transmitted to Anthropic for processing but is not used by Anthropic to train their AI models (per our contract with them). We retain chat transcripts and customer memory notes for as long as needed to provide ongoing service (see How long we keep it).

You can request to view, correct, or delete your chat data and customer memory notes at any time by contacting us.

How long we hold your information

We keep personal information only for as long as necessary for the purposes set out in this policy. In practice, this means:

• Order and invoicing records — retained for at least 7 years in line with HMRC accounting requirements
• Email correspondence relating to orders — typically retained alongside the relevant order record
• Chat transcripts and customer memory notes — retained for as long as we have an active business relationship with you, or for as long as legitimately necessary to provide ongoing service and support
• Marketing contacts — retained until you unsubscribe or withdraw consent
• Website analytics data — retained in accordance with the retention settings of the relevant third-party provider

We regularly review our retention practices. You can request the deletion of your personal data at any time by contacting us (see Your rights).

Who has access to your information

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes without your appropriate consent.

We may share your personal information with companies and individuals (including service providers, data processors, and technology partners) to perform tasks, provide you with our service, or support our operations. These include:

• Anthropic — AI processing for our chat service
• Brevo — transactional email delivery (order confirmations, quotes, notifications)
• MailChimp — newsletter delivery (for those who subscribe)
• Sage — accounting and invoicing
• Krystal — website hosting
• Payment processors, couriers, and postal carriers for deliveries

These third parties only have access to the personal data needed to perform their functions. We have contracts or arrangements in place to keep your information secure and to limit how it may be used.

We may share your personal information with a third party if we have been asked to provide information for legal or regulatory purposes, or as part of legal proceedings. We may also transfer your personal information as part of a sale of some or all of the business and assets, or as part of a restructure or reorganisation.

How your information is protected

Once we receive your information, we do our utmost to ensure that appropriate security measures are in place to protect your personal data across all our systems, including when shared with service providers for processing or analysis.

We maintain physical, electronic, and procedural safeguards in connection with the collection, storage, and disclosure of personal information. The security procedures we have in place may mean we request proof of identity before disclosing any personal information to you.

ImprintDigital.com is a secure website. You can identify this by the small padlock icon to the left of the web address in your browser’s address bar. For your own safety, please protect your password and computer from unauthorised access, and sign out when using a shared computer.

Mailing & newsletters

As part of our newsletter subscription process we collect a very small amount of personal information (name and email address).

We don’t rent or sell email lists to other organisations or businesses.

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics on email opens and clicks using industry-standard technologies to help us monitor and improve our content. For more information, please see MailChimp’s Privacy Notice.

Transactional emails (such as order confirmations, quotes, and notifications) are sent via Brevo. These are necessary to provide the service you’ve requested and are sent under our contract lawful basis.

You have the right to unsubscribe from marketing emails at any time by clicking the unsubscribe link at the bottom of any of our emails, or by emailing us at [email protected].

The internet

Communications over the internet such as emails and webmails (messages sent through a website) are not secure unless they have been encrypted. Please note that because of the nature of the internet, communications sent via these online methods may pass through a number of countries before reaching us. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.

Cookies & analytics

Our website uses a small number of cookies that are necessary for the site to function correctly — for example, to maintain your chat session while you browse. These essential cookies do not require consent.

When we launch our live website, we may also use analytics and advertising tools (such as Google Analytics and Google Ads) to understand visitor behaviour, measure the performance of our marketing, and improve the site. These non-essential cookies will only be set with your consent, and you’ll be presented with a cookie banner on your first visit where you can accept or decline them. Analytics information is processed in a way that does not identify individuals.

This section will be updated when those tools are activated.

Links to other websites

Our website may contain links to other websites, including our blog. This Privacy Policy only applies to our own website — when you click through to other sites we encourage you to read their privacy policies. We cannot be held responsible for other sites’ privacy policies and practices even if you reach them via a link from our website.

Your rights

Under UK data protection law, you have the following rights in relation to your personal data:

• Access — you can request a copy of the personal information we hold about you
• Rectification — you can ask us to correct any inaccurate or incomplete information
• Erasure — you can ask us to delete your personal information (sometimes called “the right to be forgotten”), subject to certain legal exceptions such as tax records
• Restriction — you can ask us to restrict how we use your information
• Portability — you can ask for your data in a portable format
• Objection — you can object to processing based on legitimate interests
• Withdraw consent — where we rely on your consent, you can withdraw it at any time

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

How to access and update your information

We aim to ensure that the personal information we hold is correct and up to date. If there is any information you would like us to change or delete, there are two ways to do so:

• If you have created an account with us, you can access, amend, and delete certain parts of your personal data through your account.
• Contact our Data Protection Officer by email at [email protected] or by mail to Unit 1, Seychelles Farm, Upton Pyne, Exeter, Devon, EX5 5HY.

You have the right to ask for a copy of the information we hold about you. You can request this by emailing us or writing to us at the address above. We may charge a reasonable fee to cover administrative costs where permitted by law.

Raising a complaint

If you are unhappy with the way your personal information has been processed, please first get in touch with our Data Protection Officer:

If you remain dissatisfied, you have the right to apply directly to the Information Commissioner’s Office:

Information Commissioner’s Office
Information Governance department
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
www.ico.org.uk

Review of this policy

We regularly review this policy. We may amend this Privacy Policy from time to time without giving you notice — in which case we will ensure that the most current amended version is published on this page.

This Privacy Policy applies to personal data we hold about individuals only. It does not apply to information we may hold about companies or other organisations.

Contact us

Last updated: 17 April 2026