Privacy notice

Who we are

Data Image Group Limited (‘Data Image’, ‘we’, ‘us’ and ‘our’) produces print, displays and brand environments. We’re a company registered in England and Wales (company number 03600647), trading from 3 Darby Way, Narborough, Leicester LE19 2GP.

We’re the controller of the personal information described in this notice. That means we decide how and why it’s used, and we’re responsible for looking after it under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).

If you have a question about this notice or how we use your information, email hello@dataimage.co.uk with ‘Privacy’ in the subject line, call us on +44 116 284 4906 or write to us at the address above.

Robert Farfort is responsible for data protection at Data Image Group and can be reached at robertfarfort@dataimage.co.uk. We’re registered with the Information Commissioner’s Office as a data controller.

What this notice covers

This notice explains how we handle personal information when you visit our website, send us an enquiry, ask for a demonstration or contact us by phone or email. It also covers the work contact details we hold for people at our clients, suppliers and partners.

Most people who contact us do so on behalf of a business or organisation, such as a brand, agency, venue or property company. Your name, work email address and other details about you are still personal information, and this notice explains how we treat them.

If your organisation becomes a customer and you’re given access to follow your project online, that service is covered by our customer terms and a separate customer privacy notice.

Where our website links to other websites, this notice doesn’t cover them. Please read their own privacy notices.

The information we collect

Most of the information we hold comes directly from you. It includes:

• Project enquiries: when you use our ‘Start a project’ form, we ask what you’re planning, your name and your email address. You can also choose to tell us what you’re interested in, your company name and telephone number, the timing and location of the project, and to attach a brief.
• Files you attach: briefs, artwork, drawings, photographs and other files can contain personal information, such as names and contact details, or people who appear in photographs of a site.
• Demonstration requests: if you ask for a demonstration, we collect your name, contact details and company, and anything you tell us about what you’d like to see.
• Phone calls and emails: when you call or email us, we keep a record of who you are, how to contact you and what we discussed, including the content of your emails and attachments and any voicemail message you leave.
• Business contacts: for people at our clients, suppliers, installation partners and other organisations we work with, we hold names, job titles, employers, work email addresses and telephone numbers, and our correspondence with them.
• Website usage: when you visit our website, its servers automatically record the technical information needed to deliver pages and keep the site secure, such as your IP address, browser and device type, and the pages you request. Unless you switch visit counting off, we also count the pages viewed, how far down each page people get, the buttons pressed, the questions and filters used, which fields stop an enquiry form being sent (never what was typed in them) and how each visit reached the site. The count keeps a scrambled form of your IP address, not the address itself, so that we can tell how many different visitors there were. When you send an enquiry, we record the page you sent it from and how that visit reached the site. If you accept analytics, we can also recognise your browser on a later visit and connect an enquiry with your earlier visits, and Google Analytics runs as well. The Cookies section below explains more.

Sometimes we receive your details from someone else, for example a colleague who introduces you, or an agency, designer or contractor working with you on a project. We may also use public sources, such as your organisation’s website.

You don’t have to give us any information. However, we need to know what you’re planning, your name and your email address before we can reply to an enquiry.

We don’t ask for sensitive information, such as details about your health. Please don’t include it, or any payment card details, in your messages or attachments.

How we use it

Enquiries sent through our website go into our customer and project systems and our email, so that the right people in our team can pick them up and reply.

We use personal information for these purposes:

• Replying to your enquiry, understanding your project and preparing proposals and quotations.
• Arranging demonstrations, calls, meetings and site visits.
• Planning and delivering the projects you ask us to carry out, with our installation and logistics partners where needed.
• Managing our relationships with clients, suppliers and partners, including keeping records of our correspondence.
• Sending you news about our work, but only if you’ve agreed to receive it.
• Running our website, keeping it secure and counting visits to it, so that we can understand how people use it and improve it.
• Measuring which of our marketing leads to enquiries.
• Running our business, including administration, accounting and record-keeping.
• Meeting our legal obligations, and establishing, exercising or defending legal claims.

We don’t make decisions about you based solely on automated processing that have legal or similarly significant effects on you.

Our lawful bases

Under Article 6 of the UK GDPR, we need a lawful basis for each way we use personal information. We rely on four:

• Legitimate interests: most of the information we handle relates to people acting for businesses and organisations. We use it because we have a legitimate interest in responding to enquiries, winning and delivering work, managing our relationships with clients, suppliers and partners, counting visits to our website so that we can improve it, and running a secure, well-organised business. We rely on this basis only where your interests and rights don’t override ours.
• Contract: where you personally are, or are about to become, a party to an agreement with us, for example as a sole trader, we use your information to take the steps you ask for before we enter into it, such as preparing a quotation, and then to carry it out.
• Consent: we use analytics and marketing cookies, and send marketing emails, only if you’ve agreed. You can withdraw your consent at any time. This won’t affect anything we did before you withdrew it.
• Legal obligation: we use and keep some information because the law requires it, for example accounting and tax records, or when we must respond to a court order or a lawful request from a regulator or the police.

Where we rely on legitimate interests, you can ask us how we’ve balanced our interests against yours, and you have the right to object, as explained under Your rights below. You can object to visit counting at any time by switching it off in ‘Cookie settings’, at the foot of every page.

Who we share it with

We never sell your personal information. We share it only when we need to, and only as much as is needed, with:

• Service providers who help us run our business, for example with website and cloud hosting, email delivery, website analytics and business software, including AI tools. They act only on our instructions, under contracts that require them to keep your information secure and confidential.
• Advertising platforms, if you accept marketing cookies, as explained under Cookies below.
• Installation and logistics partners, when a project needs them, such as specialist access teams, couriers and hauliers, and local contractors and installation partners for projects outside the UK. We give them only what they need, such as a site contact’s name and telephone number and the delivery or installation address.
• Other members of your project team, such as your agency, designer or fit-out contractor, where you’ve asked us to work with them.
• Professional advisers and insurers, such as our lawyers and accountants, where they need the information to advise us or to handle a claim.
• Authorities, such as HMRC, the police, courts and regulators, where the law requires it, or where it’s needed to prevent crime or to protect our legal rights.
• A new owner, if we sell or reorganise all or part of our business. Your information would remain protected by data protection law.

International transfers

Some of the organisations we share information with, including some of our service providers, may store or process it outside the UK. When your information is transferred outside the UK, we make sure it’s protected by appropriate safeguards, such as:

• UK adequacy regulations, where the UK Government has confirmed that a country gives personal information an adequate level of protection.
• The International Data Transfer Agreement, or the International Data Transfer Addendum to the EU standard contractual clauses, both issued by the Information Commissioner’s Office (ICO).

If your project is outside the UK, we’ll share the information our local contractors and installation partners need to deliver it, with the safeguards the law requires.

You can contact us for more information about the safeguards we use.

How long we keep it

We keep personal information only for as long as we need it for the purposes in this notice, including to meet legal, accounting and reporting requirements. As a guide:

• Enquiries that don’t become projects, including any files you attach: up to 24 months from our last contact with you, in case you come back to us about the same or a similar project.
• Clients, suppliers and partners: for as long as we work together, and for six years afterwards for legal and accounting reasons.
• Other business contacts: we review our contact records regularly and delete details we no longer need.
• Marketing preferences: if you unsubscribe, we keep your email address on a suppression list so that we can respect your choice.
• Website logs and analytics: only for as long as they’re useful for security, troubleshooting and understanding how the site is used.

We may keep information for longer if we need it to deal with a complaint, a legal claim or an enquiry from a regulator. When we no longer need information, we delete it securely or anonymise it so that it can no longer identify you.

How we protect it

We use appropriate technical and organisational measures to protect your information against loss, misuse and unauthorised access or change. These include:

• Encrypting information sent to and from our website.
• Limiting access to the people in our team who need it for their work, each with their own login.
• Choosing our service providers carefully and requiring them, by contract, to protect information and to act only on our instructions.
• Keeping our systems and software up to date, and reviewing our security measures regularly.

No website or computer system is completely secure. If a security incident affects your information, we’ll act quickly to contain it, and we’ll tell you and the ICO where the law requires us to.

Your rights

Data protection law gives you rights over your personal information. Some of them apply only in certain circumstances.

• Right of access: you can ask for a copy of the personal information we hold about you, and for details of how we use it.
• Right to rectification: you can ask us to correct information that’s inaccurate or to complete information that’s incomplete.
• Right to erasure: you can ask us to delete your information, for example where we no longer need it.
• Right to restrict processing: you can ask us to limit how we use your information, for example while we check that it’s accurate.
• Right to object: you can object to us using your information on the basis of our legitimate interests. You can object to direct marketing at any time, and we’ll stop.
• Right to data portability: where we process information you gave us by automated means, on the basis of your consent or a contract, you can ask for it in a structured, commonly used and machine-readable format, or ask us to send it to another organisation.
• Right to withdraw consent: where we rely on your consent, you can withdraw it at any time, for example by changing your cookie settings or unsubscribing from our emails.

To use any of these rights, email hello@dataimage.co.uk with ‘Privacy’ in the subject line, call us on +44 116 284 4906 or write to us at 3 Darby Way, Narborough, Leicester LE19 2GP.

We may need to confirm your identity before we act on a request. We’ll respond within one month of receiving your request, or of confirming your identity if we need to. If a request is complex, or you’ve made several requests, we may extend this by up to two further months. If so, we’ll tell you within the first month and explain why.

There’s normally no charge. If a request is manifestly unfounded or excessive, for example because it repeats one we’ve already answered, we may charge a reasonable fee or refuse it, and we’ll explain why.

If we can’t do what you’ve asked, for example because the law requires us to keep certain information, we’ll tell you why.

Cookies

Cookies are small files that a website stores on your device. In this notice, ‘cookies’ also covers similar technologies, such as pixels and the storage built into your browser. Under PECR, we must ask for your consent before using a cookie that isn’t strictly necessary. Since February 2026 there has been an exception for counting visits: a website may do this for its own statistics, to improve the site, without asking first, as long as it tells you and gives you a simple way to say no.

We use cookies and browser storage in four ways:

• Strictly necessary: a record of your choices, kept in your browser so that we can respect them without asking you on every page. Because it’s needed to remember your choices, the law doesn’t require your consent for it. It lasts for up to 12 months, after which we’ll ask you again.
• Visit counting, on unless you switch it off: we count the pages people view, how far down each page they get, the buttons they press, the questions and filters they use, which fields stop an enquiry form being sent (never what was typed in them) and how each visit reached the site, so that we can improve it. This uses no cookie and no identifier in your browser. For the length of a visit, your browser remembers the first page you saw, any campaign label on the link you followed and the name of the website that sent you.
• Analytics, only with your consent: your browser keeps a random identifier, so that we can recognise it on a later visit and see which visits led to an enquiry. We also use Google Analytics, which sets its own cookies (listed in our cookie policy) and gives us figures on how the site is used.
• Marketing, only with your consent: if you arrive from one of our adverts, your browser keeps the advert’s click reference for that visit, so that we can measure how well our advertising works. No advertising platform sets anything on this website at present. If that changes, we’ll list it in our cookie policy and ask you first.

Analytics and marketing stay switched off until you accept them. Visit counting stays on until you switch it off. Whatever you choose, the website works in just the same way.

You can change your choices at any time using ‘Cookie settings’, at the foot of every page and on our cookie policy page, which also lists what we store. You can also block or delete cookies in your browser settings. If you delete the record of your choices, we’ll show you the banner again on your next visit.

Children

Our website and services are for businesses and professionals. The website isn’t intended for children under 16, and we don’t knowingly collect their personal information. If you think a child has sent us information, please contact us and we’ll delete it.

Complaints

If you’re unhappy with how we’ve handled your information, please tell us first so that we can try to put things right. Email hello@dataimage.co.uk with ‘Privacy’ in the subject line, or write to us at 3 Darby Way, Narborough, Leicester LE19 2GP.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s regulator for data protection. You can contact the ICO at ico.org.uk or on 0303 123 1113.

Changes to this notice

We may update this notice from time to time, for example when we change how we use personal information or when the law changes. The latest version will always be on this page.

If we make significant changes, we’ll make that clear on our website and, where appropriate, tell you directly.

This notice was last updated on 5 October 2026.