Privacy Policy

Effective Date: 28 January, 2025

At Shine Business Solutions, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website or interact with us. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Shine Business Solutions is a leading provider of managed print services, document management solutions, office equipment financing and support, and smart locker systems based in the UK.

We are dedicated to helping businesses improve productivity, reduce costs, and streamline their printing, document workflows, and secure package management with innovative smart locker solutions.

Shine Business Solutions is registered in England and Wales under the company registration number 12856724. We operate from several offices across the UK to provide nationwide support for our clients.

London Third Floor 45 Albemarle Street London W1S 4JL	Birmingham Office One Izabella House 24-26 Regent Place Birmingham B1 3NJ
Manchester First Floor Swan Buildings 20 Swan Street Manchester M4 5JW	Liverpool Ground Floor Lathom House Woodward Road Liverpool L33 7UY
Newcastle Collingwood Buildings 38 Collingwood Street Newcastle Upon Tyne NE1 1JF	Edinburgh Third Floor 3 Hill Street Edinburgh EH2 3JP
Glasgow Office One Technology House 9 Newton Place Glasgow G3 7PR	Bristol Henleaze House Business Centre 13 Harbury Road Bristol BS9 4PN
Cardiff Fourth Floor 14 Museum Place Cardiff CF10 3BH

For privacy-related matters, you can contact us at:

Email: support@shinebs.co.uk
Phone: 0300 020 4749

2. What Data We Collect

We may collect, use, store, and transfer the following types of personal data about you:

Identity Data: Name, title, and company name.
Contact Data: Email address, phone number, and postal address.
Transaction Data: Details of the services and or products you have purchased from us.
Technical Data: IP address, browser type, operating system, and other technology on the devices you use to access our website.
Usage Data: Information about how you use our website, products, and services.
Marketing and Communications Data: Preferences for receiving marketing communications from us.

We do not collect special category data (e.g., health, race, religion) unless explicitly required for legal purposes and with your explicit consent.

3. How We Collect Your Data

We collect data in the following ways:

Direct Interactions: You provide your data when you:
- Fill out forms on our website (e.g., contact forms or service requests).
- Contact us via email, phone, or in person.
- Register for an account or subscribe to our services.
Automated Technologies: We collect data about your device and usage of our website through cookies, server logs, and similar technologies. For more information, see our Cookie Policy.
Third Parties: We may receive data from third parties, such as:
- Analytics providers like Google Analytics.
- Advertising networks.
- Publicly available sources like Companies House.
Third Party Processors (In Use): Our carefully selected partners and service providers may process personal information about you on our behalf as described below:
We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information. Our appointed data processors include:
- Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733.
  - You can contact Sopro and view their privacy policy here: http://sopro.io/legal/.
  - Sopro are registered with the ICO Reg: ZA346877
  - Their Data Protection Officer can be emailed at: dpo@sopro.io.

4. How We Use Your Data

We process your personal data for the following purposes:

To provide and manage our services.
To respond to inquiries and communicate with you.
To process transactions and send invoices.
To send marketing communications (with your consent).
To improve our website, products, and services.
To comply with legal or regulatory obligations.

We will only use your personal data when the law allows us to, such as:

Where you have given your consent.
To perform a contract with you.
To comply with a legal obligation.
For legitimate business interests (e.g., improving our services).

5. Sharing Your Data

We do not sell your personal data. However, we may share your data with the following parties for legitimate purposes:

Service Providers: Third-party vendors who help us provide our services (e.g., payment processors, IT support).
Professional Advisors: Accountants, auditors, and legal consultants.
Authorities: When required by law or for regulatory compliance.

All third parties are required to respect the security of your data and treat it in accordance with the law.

6. International Transfers

We may store or process your data outside the UK or the European Economic Area (EEA). When we do so, we ensure your data is protected by:

Transferring only to countries deemed to provide adequate protection by the UK.
Using standard contractual clauses or other safeguards approved under the UK GDPR.

7. Data Retention

We will retain your personal data only as long as necessary to fulfil the purposes for which we collected it, including to meet legal or regulatory requirements. Generally, this means:

Marketing Data: Retained until you withdraw your consent.
Transaction Data: Retained for up to 6 years for tax and accounting purposes.

When we no longer need your data, we securely delete or anonymise it.

8. Your Data Protection Rights

Under the UK GDPR, you have the following rights:

Right to Access: Request a copy of the personal data we hold about you.
Right to Rectification: Request correction of any incomplete or inaccurate data.
Right to Erasure: Request deletion of your personal data where there’s no valid reason for us to keep it.
Right to Restriction: Request we limit how we process your data.
Right to Data Portability: Request a copy of your data in a portable format.
Right to Object: Object to the processing of your data for direct marketing or legitimate interests.

To exercise these rights, please contact us at support@shinebs.co.uk. We aim to respond within one month.

If you are unsatisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

Website: https://ico.org.uk
Phone: 0303 123 1113

9. Data Security

We take appropriate technical and organisational measures to protect your personal data from loss, theft, unauthorised access, or disclosure. This includes encryption, firewalls, and regular security monitoring.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law or our practices. Please check this page periodically for updates. The date of the latest revision will be noted at the top of the policy.

Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us:

Email: support@shinebs.co.uk
Phone: 0300 020 4749