Last updated: 18 September 2026

We may update this Policy from time to time by publishing an updated version on the relevant website. You should review this Policy periodically to remain aware of any changes.

Where appropriate, we may also notify you of material changes by email, through an account or customer portal, or by another suitable method.

1. Introduction                                                                    

Copytech (UK) Ltd, trading as Printondemand-worldwide, PODWW, Bookvault, BookVault Shop, Fast-Print.net and The Great British Bookshop (together, “we”, “us” or “our”), is committed to protecting the privacy and personal data of our website visitors, customers, prospective customers, and suppliers.

Depending on the circumstances, we may act as a Data Controller where we determine the purposes and means of processing personal data, or as a Data Processor where we process personal data on behalf of, and in accordance with the instructions of, a customer or other third-party data controller.

This Policy explains how we collect, use, share, retain, protect, transfer and otherwise process your personal data.  

Our Data Protection Policy is compliant with GDPR, UK GDPR, Data Protection Act 2018 and the Data (Use and Access) Act 2025.

2. Personal Data We Collect                  

We may collect and process the following categories of personal data in order to provide our services to you:

• Account and Service data  – we collect this data to deliver our services to you or to provide information to you about our services. The legal basis of this collection is the performance of the contract between us to provide the service you have requested. Data collected may include your name, email address, postal or billing address, telephone number and any other contact details we may need so that we can provide our services to you.

• Enquiry and correspondence data – we may collect and process any data you supply to us as part of an enquiry regarding our services, including information contained in emails, contact forms, telephone communications and any other communications with us.

• Transaction and financial data – we may collect and process information relating to quotations, orders, invoices, purchases, payment information, billing and shipping details, bank account details and payment records, where applicable. The legal basis of this collection is the performance of the contract between us to provide the service you have requested and for the proper administration of our business, accounts and legal compliance.

• Technical and usage data – we collect this data to improve your use of our website and use of our services. Data collected may include your IP address, approximate geographical location, browser type and version, operating system, referral source, website pages visited and timing, website navigation paths, website visit duration and frequency.

• Marketing and notification data- We may process information you provide us for the purpose of sending you notifications about the service you have purchased and/or related notifications including preferences relating to marketing communications, newsletters, events and promotions.

We use a third-party data processor Hubspot to send you email notifications about our services. You can find their Data Privacy Policy here: https://legal.hubspot.com/privacy-policy

3. How We Use Personal Data and Our Legal Bases

We may use personal data to:

• provide, operate and administer our websites, products and services;

• respond to enquiries and provide requested information;

• create and manage customer or service accounts;

• process orders, payments, refunds and other transactions;

• fulfil contractual obligations and take steps requested before entering into a contract;

• communicate with customers, service users and business contacts;

• provide customer support and maintain business and service records;

• improve our websites, services, products and customer experience;

• analyse website and service use and measure the effectiveness of content and communications;

• send marketing communications, promotions, newsletters and information about products or services, where permitted by law;

• prevent, investigate and address fraud, intellectual property infringement, breaches of law, unauthorised access and misuse of our websites, accounts or services;

• comply with legal, regulatory, accounting and tax obligations; and

• protect our business, systems, property, rights and the rights of others.

Depending on the circumstances, we process personal data on one or more of the following legal bases: consent; performance of a contract or steps taken at an individual's request before entering into a contract; compliance with a legal obligation; protection of vital interests; performance of a task carried out in the public interest where applicable; and our legitimate interests, provided those interests are not overridden by the rights and freedoms of the individual.

Where we rely on consent, you may withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Marketing

Where permitted by applicable law, we may use your contact details and preferences to send information about our products, services, promotions and events that may be relevant to you.

You can opt out of marketing communications at any time by using the unsubscribe facility included in our marketing emails, your account marketing privileges area, or by contacting us. Opting out of marketing will not prevent us from sending service, transactional, administrative or other non-marketing communications that are necessary to provide services or manage our relationship with you.

5. Cookies and Similar Technologies

5.1       We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our websites. We will ask for your consent to the use of non-essential cookies. You may also control or disable cookies through your browser settings, although some website functionality may not operate properly if cookies are disabled.

5.2       Our websites use cookies, web beacons and similar technologies to recognize users, operate website functionality, maintain account or login status, remember preferences, analyse website use, improve our websites and your user experience, and to comply with our legal obligations on data collection.  

5.3       Cookies do not typically contain any information that will personally identify with you, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

5.4       We use third-party analytics and other service providers that use cookies or similar technologies to help us understand website use, improve functionality, prevent fraud or provide relevant content and advertising. Where such third parties process personal data, their processing may also be subject to their own privacy policies.

5.4.1    We use Google Analytics which gathers information about the use of our websites using cookies. The information gathered is used by us to create reports to help us understand usage and improve the use of our websites. Google's privacy policy is available at: https://www.google.com/policies/privacy/ .

6. Sharing Personal Data

6.1       We may disclose personal data where it is reasonably necessary to provide our services, operate our business or comply with legal obligations. We require third parties processing personal data on our behalf to process it only for authorized purposes and to apply appropriate safeguards.

Recipients may include:

6.1.2    Employees, contractors, and other personnel involved in providing services;

6.1.3    Third-party service providers, including technology, hosting, analytics, professional and administrative service providers;

6.1.4      Regulators, public authorities, professional advisers or other parties where disclosure is required or permitted by law, or necessary to establish, exercise or defend legal claims or protect the rights, property or safety of us or others.

6.1.5      We may disclose your name and/or the documents which you submit to us to our third-party service providers insofar as reasonably necessary for us to provide you with the contracted service you have subscribed to, for example our global print partners.

6.1.6      We may disclose your name, and/or the documents which you submit to us to our third-party reseller partners insofar as reasonably necessary for us to provide you with the contracted service you have subscribed to, for example our book wholesale partners.

6.1.7      We may disclose your financial information to our payment processors only for the purpose of processing payments, refunds or dealing with payment queries.

You can find information about the payment services providers' privacy policies and practices at:

PayPal: https://www.paypal.com/en/webapps/mpp/ua/privacy-full
Visa: https://www.visa.co.uk/legal/privacy-policy.html

Mastercard: https://www.mastercard.com/gb/en/privacy-notice.html

Apple Pay: https://www.apple.com/uk/legal/privacy/data/en/apple-pay/

ClearPay: https://www.clearpay.co.uk/en-GB/help/900006078786-Privacy-Policy

Sage: https://www.sage.com/en-gb/legal/terms-and-conditions/product-and-service-terms-and-conditions/sage-intacct/privacy-policy-full/

 

7. International Transfers

7.1       We may transfer or make personal data and any documents you supply to us available to our third-party service providers or business partners located outside the United Kingdom and, where relevant, outside the European Economic Area in order to provide our service to you.

7.2       Where an international transfer is subject to applicable data protection restrictions, we will use an appropriate transfer mechanism or safeguard recognised by applicable law, which may include an adequacy decision, standard contractual clauses, binding corporate rules or another lawful transfer mechanism.

8. Data Retention

8.1       We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including providing services, maintain appropriate business records, comply with legal, accounting or tax requirements, resolve disputes and enforce agreements.

8.2       Where retention is required by law, we may retain relevant records for the period required by that law. For example, certain invoicing, receipt and transaction records need to be retained for UK statutory accounting or tax purposes

8.3       The appropriate retention period will depend on the nature of the data, the purpose of processing, any instructions of a controller where we act as a processor and applicable legal requirements. When personal data is no longer required, we will delete, anonymize or otherwise dispose of it securely.

9. Data Security

9.1       We take appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage.

9.2       Our hosting service provider is ISO 27001 compliant. Additionally, our business is Cyber Essentials certified which is a UK Government approved scheme to help UK-based businesses protect themselves against online threats.

9.2       Our security measures may include access controls, authentication and password controls, secure systems and networks, encryption or other appropriate safeguards, backups, staff training, confidentiality obligations, secure storage and disposal procedures, and restrictions on access to personal data to those who need it for authorised purposes.

10. Your Data Protection Rights

Subject to applicable law, you have the following rights in relation to your personal data:

• the right to be informed about how your personal data is processed;

• the right to access your personal data;

• the right to have inaccurate or incomplete personal data corrected;

• the right to request erasure of personal data in certain circumstances;

• the right to request restriction of processing in certain circumstances;

• the right to receive personal data in a portable format, where applicable;

• the right to object to processing based on legitimate interests and to object at any time to direct marketing;

• the right to withdraw consent where processing is based on consent; and

• rights relating to certain automated decision-making and profiling.

 

You can find out more about your rights by visiting: https://ico.org.uk

To exercise your rights, please contact us using the contact details set out in section 13. We will need to verify your identity before acting on a request. We will respond to your request within the period required by the applicable law. You also have the right to complain to the relevant data protection supervisory authority if you believe that your personal data has been processed unlawfully.

11. Data Breaches

We maintain procedures for identifying, assessing and responding to personal data breaches. Where required by applicable law, we will notify our relevant supervisory authority and affected individuals within the applicable timeframes and will take appropriate steps to investigate, contain and mitigate the effects of a breach.

12. Contact Us

If you have questions about this Policy, wish to exercise your data protection rights, or have concerns about how we process personal data, please contact us:

Printondemand-worldwide Registered office: 9 Culley Court, Orton Southgate, Peterborough, PE2 6XD, United Kingdom, or

Email our Data Protection Officer: Aaron Roach, aaron@podww.com