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XOS (UK) Ltd  |  Last updated: March 2026

This privacy policy explains how XOS (UK) Ltd collects, uses and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. Who We Are

XOS (UK) Ltd is the data controller responsible for your personal data. We are a Xerox Authorised Concessionaire providing Managed Print Services, IT Hardware Procurement, Workflow Automation, and related technology solutions to businesses across the United Kingdom.

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Our registered details are:

• Company name: XOS (UK) Ltd

• Registered address: Unit 3 Pegasus Square, Innovation Way, Grimsby, Lincolnshire, DN37 9TJ

• Hull office: 2 Owen Avenue, Priory Park West, Hessle, HU13 9PD

• Telephone: 01472 355880

• Email: info@xosuk.co.uk

• Website: www.xosuk.co.uk

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If you have any questions about this policy or how we handle your personal data, please contact us using the details above.

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2. What Personal Data We Collect

Depending on how you interact with us, we may collect and process the following categories of personal data:

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Contact and Identity Information

• Full name

• Job title and company name

• Business email address

• Business telephone number

• Business address

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Communication Data

• Enquiries, messages and correspondence submitted via our website contact forms or by email

• Records of telephone calls where relevant

• Support requests and service-related communications

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Technical Data

• IP address

• Browser type and version

• Pages visited on our website and time spent on each page

• Referral source and search terms used to find our website

• Cookie identifiers (see Section 8 for more detail)

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Contractual and Account Data

• Details relating to products and services purchased or enquired about

• Billing and invoicing information (business details only)

• Service history and support records

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3. How We Collect Your Data

We collect personal data through the following means:

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• Directly from you when you complete a contact or enquiry form on our website

• When you email, telephone or write to us

• During the course of providing products or services to your organisation

• Through your use of our website via cookies and analytics tools

• From publicly available business directories or LinkedIn where relevant to a legitimate business enquiry

• At events, exhibitions or trade shows where business cards or contact details are exchanged

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4. Our Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we must have a lawful basis for processing your personal data. We rely on the following:

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• Legitimate interests: where processing is necessary for our legitimate business interests, such as responding to enquiries, maintaining client relationships, and marketing our services to businesses, provided those interests are not overridden by your rights

• Contract: where processing is necessary to fulfil a contract we have with you or your organisation, or to take steps prior to entering into one

• Legal obligation: where processing is necessary to comply with a legal or regulatory requirement

• Consent: where you have given us clear and specific consent to process your data for a particular purpose, such as subscribing to marketing communications

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5. How We Use Your Personal Data

We use the personal data we collect for the following purposes:

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• To respond to enquiries and provide information about our products and services

• To deliver and manage the products and services you or your organisation have purchased

• To provide ongoing technical support and customer service

• To send relevant marketing communications about our products and services where you have consented or where we have a legitimate interest to do so

• To manage our business relationships and keep accurate records

• To improve our website and understand how visitors interact with it

• To comply with legal and regulatory obligations

• To prevent fraud and protect the security of our business and systems

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6. Marketing Communications

We may contact you by email or telephone with information about products and services that we believe may be of interest to your organisation. We do this on the basis of legitimate interests where we have a pre-existing business relationship, or with your consent where required.

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You have the right to opt out of receiving marketing communications from us at any time. You can do this by:

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• Clicking the unsubscribe link in any marketing email we send you

• Contacting us directly at info@xosuk.co.uk

• Calling us on 01472 355880

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We will always act on opt-out requests promptly and will not use your data for direct marketing purposes once you have asked us to stop.

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7. Who We Share Your Data With

We do not sell your personal data to third parties. We may share your data with the following categories of recipients where necessary:

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• Technology and software partners (such as Xerox and print management software providers) where required to deliver the services you have requested

• IT systems and cloud service providers that support our business operations, who are bound by contractual obligations to keep your data secure and confidential

• Professional advisers including lawyers, accountants and auditors under strict confidentiality obligations

• HMRC, regulators and other authorities where we are legally required to do so

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All third parties we work with are required to respect the security of your personal data and to treat it in accordance with applicable data protection law. We do not allow our third-party service providers to use your personal data for their own purposes.

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8. Cookies and Website Analytics

Our website uses cookies to distinguish you from other users and to improve your experience. Cookies are small text files placed on your device when you visit our site.

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We use the following types of cookies:

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• Essential cookies: necessary for the website to function correctly and cannot be disabled

• Analytics cookies: help us understand how visitors use our site, which pages are most popular, and how we can improve the experience. We use Google Analytics for this purpose

• Functional cookies: remember your preferences and settings to personalise your experience

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You can control cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. For more information about managing cookies, please refer to our Cookie Policy or visit www.aboutcookies.org.

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9. How Long We Keep Your Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.

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• Enquiry and contact data: up to 2 years from the date of last contact where no contract has been entered into

• Customer and contract data: for the duration of the contract and for 7 years thereafter, in line with HMRC requirements

• Marketing data: until you withdraw consent or opt out

• Website analytics data: typically 26 months, in line with Google Analytics default retention settings

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Where we no longer need your personal data, we will securely delete or anonymise it.

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10. Your Rights Under UK GDPR

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

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• The right to access: you can request a copy of the personal data we hold about you

• The right to rectification: you can ask us to correct any inaccurate or incomplete data

• The right to erasure: you can ask us to delete your personal data in certain circumstances

• The right to restrict processing: you can ask us to limit how we use your data in certain circumstances

• The right to data portability: you can request that we transfer your data to another organisation in a structured, commonly used format

• The right to object: you can object to our processing of your personal data based on legitimate interests, including for direct marketing purposes

• Rights in relation to automated decision-making: you have the right not to be subject to decisions made solely by automated means that have a legal or similarly significant effect on you

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To exercise any of these rights, please contact us at info@xosuk.co.uk or write to us at Unit 3 Pegasus Square, Innovation Way, Grimsby, Lincolnshire, DN37 9TJ. We will respond to all requests within one month. We may need to verify your identity before processing your request.

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You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at www.ico.org.uk or by calling 0303 123 1113.

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11. Data Security

We take the security of your personal data seriously and have put in place appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction or alteration. These include:

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• Secure, encrypted storage of electronic data

• Access controls limiting who within our organisation can access personal data

• Staff awareness and training on data protection obligations

• Regular review of our security practices and procedures

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Where we share data with third-party processors, we ensure they have appropriate security measures in place and are contractually obligated to protect your data.

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12. International Data Transfers

We primarily process and store your personal data within the United Kingdom and the European Economic Area. Where we do need to transfer data outside of these areas, we ensure that appropriate safeguards are in place in accordance with UK GDPR requirements, such as the use of standard contractual clauses approved by the ICO.

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13. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or applicable law. When we make significant changes, we will update the date at the top of this document. We encourage you to review this policy periodically to stay informed about how we are protecting your data.

Continued use of our website or services after any changes to this policy constitutes your acceptance of the updated terms.

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14. Contact Us

If you have any questions, concerns or requests relating to this privacy policy or our use of your personal data, please do not hesitate to get in touch:

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• Email: info@xosuk.co.uk

• Telephone: 01472 355880

• Post: XOS (UK) Ltd, Unit 3 Pegasus Square, Innovation Way, Grimsby, Lincolnshire, DN37 9TJ

• Website: www.xosuk.co.uk

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We are committed to working with you to resolve any concerns about our handling of your personal data.