Terms & Conditions
Data Protection Policy
In the arena of digital printing, Print4UK handles personal data supplied by clients. This data is
confidential and is used only for the purpose of producing that particular personalised digital printing project. This personal data may include names and addresses of individuals and companies.
As such, Print4UK has a duty of care under the data protection legislation, to define, implement and enforce a data protection policy which protects the confidentiality of such data on our computer systems.
This policy provides details of our data handling arrangements.
Print4UK Limited operates from 2 sites in North East London.
To ensure it is effective in its role, the Print4UK firewall is managed and maintained on a regular basis.
The network is connected to the internet through a high security firewall router, providing and enforcing perimeter security to the network, and preventing unauthorised access and intrusion.
External Access Security
Access to the Print4UK network for the purpose of IT support and working is secure and uses either IPSec VPN or SSL encrypted HTTP access.
Access to all PCs/Macs and servers is password protected. Passwords are confidential to Print4UK Limited Directors and technical support staff. No passwords are kept in written or electronic form.
Access to Print4UK premises is carefully controlled during working hours. Outside of normal working hours the premises is secured via locked gates and 24 hour CCTV.
Protecting the Client-Supplied Data
Clients data include names and addresses of individuals and companies. This data is supplied to Print4UK for the purpose of producing printed materials specific to individual companies, which are then delivered by Print4UK Limited as fulfillment of orders.
The control of data is managed from entry onto the infrastructure to the point of either deletion from Print4UK servers or secure archival. To handle the sensitive data and comply with Data Protection regulations Print4UK utilises the following security measures.
Supply of Data to Print4UK by Clients
Data that is supplied electronically (either as an email attachment or an electronically transferred file) should be password protected or encrypted by the client, and that the passwords and decryption keys be communicated to Print4UK over the telephone or text message. Print4UK undertakes to keep unlocking and decryption passwords in non-electronic form and separate from the client supplied data.
Data on the Print4UK Servers
Print4UK stores sensitive data only for the duration of the digital print process in an encrypted format.
Control and Handling of Data
During the data merge stage of the digital print process, the sensitive data is handled in encrypted form and deleted upon completion. Systems ensure that there is no trace of data in encrypted form.
On Completion, Archiving or Disposal
On consultation and with prior agreement from the client, the data is either archived in secure format or is permanently removed and deleted. All data that is archived will remain encrypted. Only authorised Print4UK personnel or technical support staff are able to restore archived data.
This policy is reviewed on a regular basis
The purpose of this policy is to establish controls to ensure compliance with all applicable antibribery
and corruption regulations, and to ensure that the Company’s business is conducted in a
socially responsible manner.
2. Policy statement
Bribery is the offering, promising, giving, accepting or soliciting of an advantage as an
inducement for action which is illegal or a breach of trust. A bribe is an inducement or reward
offered, promised or provided in order to gain any commercial, contractual, regulatory or
It is our policy to conduct all of our business in an honest and ethical manner. We take a zerotolerance
approach to bribery and corruption. We are committed to acting professionally, fairly
and with integrity in all our business dealings and relationships wherever we operate and
implementing and enforcing effective systems to counter bribery.
We will uphold all laws relevant to countering bribery and corruption in all the jurisdictions in
which we operate. However, we remain bound by the laws of the UK, including the Bribery
Act 2010, in respect of our conduct both at home and abroad.
Bribery and corruption are punishable for individuals by up to ten years’ imprisonment and
a fine. If we are found to have taken part in corruption, we could face an unlimited fine, be
excluded from tendering for public contracts and face damage to our reputation. We therefore
take our legal responsibilities very seriously.
3.1 Who is covered by the policy?
In this policy, third party means any individual or organisation you come into contact with
during the course of your work for us, and includes actual and potential clients, customers,
suppliers, distributors, business contacts, agents, advisers, and government and public bodies,
including their advisors, representatives and officials, politicians and political parties.
This policy applies to all individuals working at all levels and grades, including senior managers,
officers, directors, employees (whether permanent, fixed-term or temporary), consultants, contractors, trainees, seconded staff, homeworkers, casual workers and agency staff, volunteers, interns, agents, sponsors, or any other person associated with us, or any of our subsidiaries or their employees, wherever located (collectively referred to as employees in this policy).
This policy covers:
- Gifts and hospitality;
- Facilitation payments;
- Political contributions;
- Charitable contributions
Employees must not engage in any form of bribery, either directly or through any third party (such as an agent or distributor). Specifically, employees must not bribe a foreign public official anywhere in the world.
3.3 Gifts and hospitality
Employees must not offer or give any gift or hospitality:
- which could be regarded as illegal or improper, or which violates the recipient’s policies; or
- to any public employee or government officials or representatives, or politicians or political parties
If it is not appropriate to decline the offer of a gift, the gift may be accepted, provided it is then declared to the employee’s manager and donated to charity.
We appreciate that the practice of giving business gifts varies between countries and regions and what may be normal and acceptable in one region may not be in another. The test to be applied is whether in all the circumstances the gift or hospitality is reasonable and justifiable.
The intention behind the gift should always be considered. Within these parameters, local management may define specific guidelines and policies to reflect local professional and industry standards. Where this policy requires written approval to be given, the Company Secretary shall put in place a process to maintain a register of all such approvals.
3.4 Facilitation payments and kickbacks
Facilitation payments are a form of bribery made for the purpose of expediting or facilitating the performance of a public official for a routine governmental action, and not to obtain or retain business or any improper business advantage. Facilitation payments tend to be demanded by low-level officials to obtain a level of service which one would normally be entitled to.
Our strict policy is that facilitation payments must not be paid. We recognise, however, that our employees may be faced with situations where there is a risk to the personal security of an employee or his/her family and where a facilitation payment is unavoidable, in which case the following steps must be taken:
- Keep any amount to the minimum;
- Create a record concerning the payment; and
- Report it to your line manager.
In order to achieve our aim of not making any facilitation payments, each business of the Company will keep a record of all payments made, which must be reported to the Company Secretary, in order to evaluate the business risk and to develop a strategy to minimise such payments in the future.
3.5 Political Contributions
We do not make donations, whether in cash or kind, in support of any political parties or candidates, as this can be perceived as an attempt to gain an improper business advantage.
3.6 Charitable contributions
Charitable support and donations are acceptable (and indeed are encouraged), whether of in kind services, knowledge, time, or direct financial contributions. However, employees must be careful to ensure that charitable contributions are not used as a scheme to conceal bribery. We only make charitable donations that are legal and ethical under local laws and practices. No donation must be offered or made without the prior approval of [the compliance manager.]
All charitable contributions should be publicly disclosed.
4. Your responsibilities
You must ensure that you read, understand and comply with this policy.
The prevention, detection and reporting of bribery and other forms of corruption are the responsibility of all those working for us or under our control. All employees are required to avoid any activity that might lead to, or suggest, a breach of this policy.
You must notify your manager OR the Company Secretary or the confidential helpline as soon as possible if you believe or suspect that a conflict with or breach of this policy has occurred, or may occur in the future.
Any employee who breaches this policy will face disciplinary action, which could result in dismissal for gross misconduct. We reserve our right to terminate our contractual relationship with other workers if they breach this policy.
We must keep financial records and have appropriate internal controls in place which will evidence the business reason for making payments to third parties.
You must declare and keep a written record of all hospitality or gifts accepted or offered, which will be subject to managerial review.
You must ensure all expenses claims relating to hospitality, gifts or expenses incurred to third parties are submitted in accordance with our expenses policy and specifically record the reason for the expenditure.
All accounts, invoices, memoranda and other documents and records relating to dealings with third parties, such as clients, suppliers and business contacts, should be prepared and maintained with strict accuracy and completeness. No accounts must be kept “off-book” to facilitate or conceal improper payments.
6. How to raise a concern
You are encouraged to raise concerns about any issue or suspicion of malpractice at the earliest possible stage. If you are unsure whether a particular act constitutes bribery or corruption, or if you have any other queries or concerns, these should be raised with your line manager OR the Company Secretary or through the confidential helpline.
7. What to do if you are a victim of bribery or corruption
It is important that you tell the Company Secretary or the confidential helpline as soon as possible if you are offered a bribe by a third party, are asked to make one, suspect that this may happen in the future, or believe that you are a victim of another form of unlawful activity.
Employees who refuse to accept or offer a bribe, or those who raise concerns or report another’s wrongdoing, are sometimes worried about possible repercussions. We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken.
We are committed to ensuring no one suffers any detrimental treatment as a result of refusing to take part in bribery or corruption, or because of reporting in good faith their suspicion that an actual or potential bribery or other corruption offence has taken place, or may take place in the future. Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern. If you believe that you have suffered any such treatment, you should inform [the compliance manager] immediately. If the matter is not remedied, and you are an employee, you should raise it formally using the company’s Grievance Procedure.
9. Training and communication
Training on this policy forms part of the induction process for all new employees. All existing employees will receive regular, relevant training on how to implement and adhere to this policy.
In addition, all employees will be asked to formally accept conformance to this policy on an annual basis.
Our zero-tolerance approach to bribery and corruption must be communicated to all suppliers, contractors and business partners at the outset of our business relationship with them and as appropriate thereafter.
10. Who is responsible for the policy?
The board of directors has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it.
The Company Secretary has primary and day-to-day responsibility for implementing this policy, and for monitoring its use and effectiveness and dealing with any queries on its interpretation.
Management at all levels are responsible for ensuring those reporting to them are made aware of and understand this policy and are given adequate and regular training on it.
11. Monitoring and review
The Company Secretary will monitor the effectiveness and review the implementation of this policy, regularly considering its suitability, adequacy and effectiveness. Any improvements identified will be made as soon as possible. Internal control systems and procedures will be subject to regular audits to provide assurance that they are effective in countering bribery and corruption.
All employees are responsible for the success of this policy and should ensure they use it to disclose any suspected danger or wrongdoing. Employees are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions and queries should be addressed to the Company Secretary.
This policy does not form part of any employee’s contract of employment and it may be amended at any time.
This policy is reviewed on a regular basis.
Business Data and Continuity Plan
Primary Job Data on Print4UK servers is automatically backed up daily to local directly attached storage which is a local mirror of all working data. This provides protection against data loss due to media or primary storage equipment failure. This local mirror is at the level of files and folders, which is directly usable, as opposed to sequential media backups or backups which create a single archive. Additionally, this approach provides greater transparency, lends itself to easy data integrity checks and allows data in backups to be quickly located. Data is archived to dedicated directly attached drives which are in turn mirrored daily in the same way as primary data.
In order to ensure that we can provide continuity of production, we have agreements in place with 5 local companies (providing both litho and digital print services) who will provide support in the event of any major disaster at our site that affects production.
Carbon Footprint Policy
- Comply with all current energy legislation, seeking to meet or better legislative targets
- Minimise waste, promote recycling and the use of recycled products to help reduce the burden of landfill and therefore methane generation.
- Promote environmental awareness and responsibility amongst employees, partners, contractors and service users in projects in which we are involved, and will seek, where practicable, continuous improvement in environmental performance.
- Where possible, adopt means of reducing travelling.
- Encourage clients of Print4UK Ltd to reduce their own carbon footprint.
- Consider further investment to reduce our carbon footprint.
- Expect partners and suppliers to have credible, measurable carbon footprint reduction policies.
- Fit, where possible, water saving devices at our site.
- Use public transport wherever practical.
Environmental Policy Statement
- Minimise our environmental impact by reducing the weight and size of our packaging in partnership with our suppliers & clients
- Minimise material wastage and actively promote the use of recyclable and renewable materials
- Promote and use whenever possible sustainable energy sources
- Reduce or prevent any pollution arising from our activities or services
- Make deliveries using environmentally sound and efficient transport modes,
- including hybrid and LPG systems
- Recycle as much waste as possible including toner cartridges, tin cans, paper and electrical equipment
- Wherever possible to purchase FSC certified paper either using virgin or recycled fibre and bleached using alternative chlorine compounds
- Reduce or cut out volatile organic compounds and VOC emissions by using vegetable based inks
- Adhere to all relevant regulations concerning waste and to dispose of potentially environmentally damaging materials within the appropriate legislation and codes of practice
- Ensure that all subcontractors act in accordance with this policy, and that they are aware of their respective responsibilities
- Ensure all employees are aware of this policy, and their responsibilities, ensuring that they are competent to meet their tasks through training and communication and to ensure that all staff work towards achieving this policy
Equal Opportunities Policy
The aim of this policy is to communicate the Directors’ commitment to promoting equality of opportunity in Print4UK.
- Gender, including gender reassignment
- Marital or civil partnership status
- Having or not having dependants
- Religious belief or political opinion
- Race (including colour, nationality, ethnic or national origins, including being an Irish Traveller)
- Sexual orientation
- Job applicants and potential applicants
- Contract workers
- Agency workers
- Trainee workers and students on work experience or placements
- Volunteer workers
- Former employees
- Promoting equality of opportunity for all persons
- Promoting a good and harmonious working environment in which all persons are treated with respect
- Preventing occurrences of unlawful direct discrimination, indirect discrimination, harassment and victimisation
- Fulfilling all our legal obligations under the equality legislation and associated codes of practice
- Complying with our own equal opportunities policy and associated policies, taking lawful affirmative or positive action, where appropriate
- Regarding all breaches of equal opportunities policy as misconduct which could lead to disciplinary proceedings
- Communicate the policy to employees, job applicants and relevant others (such as contract or agency workers)
- Incorporate specific and appropriate duties in respect of implementing the Equal Opportunities Policy into job descriptions and work objectives of all staff
- Provide equality training and guidance as appropriate
- Ensure that those who are involved in assessing candidates for recruitment or promotion will be trained in nondiscriminatory selection techniques
- Incorporate equal opportunities notices into general communications practices (eg, staff newsletters, intranet)
- Obtain commitments from other persons or organisations, such as subcontractors or agencies, that they too will comply with the policy in their dealings with our organisation and our workforce.
- Ensure that we make adequate resources available to fulfil the objectives of the policy.
We will establish appropriate information and monitoring systems to assist the effective implementation of our Equal Opportunities policy.
Employees who believe that they have suffered any form of discrimination, harassment or victimisation are entitled to raise the matter through the agreed procedures. We will deal with all complaints of discrimination seriously, promptly and confidentially.
- Sex Discrimination (Northern Ireland) Order 1976, as amended
- Disability Discrimination Act 1995, as amended
- Race Relations (Northern Ireland) Order 1997, as amended
- Employment Equality (Sexual Orientation) Regulations (Northern Ireland) 2003
- Fair Employment and Treatment (Northern Ireland) Order 1998, as amended
- Employment Equality (Age) Regulations (Northern Ireland) 2006
- Equal Pay Act (Northern Ireland) 1970, as amended
Health & Safety
Our policy is to provide and maintain safe and healthy working conditions, equipment and systems of work for all our employees, as far as is reasonably practicable, and to provide such information, training and supervision as they need for this purpose. We also accept our responsibility for the health and safety of other people including visitors and contractors who may be affected by our activities.
The Print4UK name stands for a commitment to quality in the field of project management. From our premises in North East London, we undertake printing projects for a range of blue chip companies in the public and private sectors, responding to their needs which range from marketing campaigns to corporate mailings, full colour promotional literature to hard and soft-backed brochures, to business forms and printed stationery.
- clients are attracted, satisfied and retained
- production costs are minimised and reflected in our prices
- the company remains profitable and competitive
Through the utilisation of our key systems, we undertake to guarantee the quality of service offered to our customers. The management system provides a framework for the setting and reviewing of objectives and targets, to help support our continuous improvement and ensure our system is developed.
Social Responsibility Policy
- Forging relationships with charitable organisations whose objectives accord with the general nature of the companies activities;
- Enabling our employees substantially to determine our charitable donations policy;
- Providing our employees, where appropriate, with the opportunity to engage in activities that will benefit the community;
- Pushing initiatives for the reduction and recycling of waste, as well as the efficient use of energy;
- We take seriously all feedback that we receive and, where possible, maintain open dialogue to ensure that we fulfil the requirements outlined within this policy.
- We will be open and honest in communicating our strategies, targets, performance and governance to any interested parties in our continual commitment to sustainable development.
- The Directors are responsible for the implementation of this policy and will make the necessary resources available to realise our corporate responsibilities.
- The responsibility for our performance to this policy rests with all employees through the company.
- We shall strive to improve our environmental performance through implementation of our Environmental Policy.
- We shall encourage dialogue with local communities for mutual benefit.
- We will register and resolve customer complaints in accordance with our quality policy.
- We will support and encourage our employees to help local community organisations.
- We will operate an Equal Opportunities policy for all present and potential future employees.
- We will offer our employees clear and fair terms of employment and provide resources to enable their continual development.
- We will maintain a clear and fair employee remuneration policy and will maintain forums for employee consultation and business involvement.
- We will provide safeguards to ensure that all employees are treated with respect and without sexual, physical or mental harassment.
- We shall provide, and strive to maintain, a clean, healthy and safe working environment.
- We shall uphold the values of honesty, partnership and fairness in our relationships with all interested parties.
- Contracts will clearly set out the agreed terms, conditions and the basis of our relationship.
- We will operate in a way to safeguards against unfair business practices.
- We shall encourage suppliers and contractors to adopt responsible business polices and practices for mutual benefit.
- We will operate in a way to safeguards against unfair business practices.
- We shall encourage suppliers and contractors to adopt responsible business polices and practices for mutual benefit.
- We will ensure that through regular staff meetings, the policies contained herewith are encouraged and understood.