Policy key definitions:
“I”, “our”, “us”, or “we” refer to the business, VR Print Limited.
“you”, “the user” refer to the person(s) using this website.
GDPR means General Data Protection Act.
PECR means Privacy & Electronic Communications Regulation.
ICO means Information Commissioner’s Office.
Cookies mean small files stored on a users computer or device.
MIS means Management Information System (Time Harvest, JIMS)
Credit Applications and Referencing
In order to process new credit applications we will supply information to credit reference agencies (CRAs) and they will give us information about any company applying for credit, such as financial history. We do this to assess creditworthiness, check accuracy of supplied information, on-going account management, trace and recover debts and prevent criminal activity. We will also continue to exchange company information with CRAs on an ongoing basis, including settled accounts and any debts not fully repaid on time. CRAs will share information with other organisations. The identities of the CRAs, and the ways in which they use and share company information, are explained in more detail at http://www.experian.co.uk/crain/index.html’
Processing of your personal data
Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful bases.
We are registered with the ICO under the Data Protection Register, our registration number is: Z2323286.
Lawful basis: Consent The reason we use this basis: Promote the services of the business; share news and information in the form of electronic Newsletters and bulletins. We process your information in the following ways: Identification using name and email address to deliver email communications. Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists. Sharing your information: We do not share your information with third parties.
Lawful basis: Contract The reason we use this basis: Delivery of services requiring communications between all parties including VR Print Account Management and Accounting. We process your information in the following ways: Your company details and contact information will be stored within our internal MIS system for the purposes of fulfilling an agreement with us. Your stored information will be used to communicate when required through Data retention period: We shall continue to process your information until the contract between us ends or is terminated under any contract terms. Sharing your information: We do not share your information with third parties.
Lawful basis: Legal obligation The reason we use this basis: To communicate with legal and regulatory bodies requesting your information with regards to legal compliance where VR Print would be breaking the law by not providing it. We process your information in the following ways: Provide information in electronic form extracted from our MIS system providing only the information requested in a secure manor conforming to GDPR. Data retention period: Information stored for the purposes of Legal Obligation will only be for as long as that Legal Obligation is in force. Sharing your information: We do not share your information with third parties.
Lawful basis: Legitimate interests The reason we use this basis: To promote similar services that you may have bought or expressed an interest from us in the past. We process your information in the following ways: Using feedback from questionnaires or surveys where clear consent has been given or on the lawful basis of a relationship through contract or clear consent obtained through other means allowing us to contact you electronically, by direct mail or restricted to those communication methods agreed within the original consent. Data retention period: We will only store and use your data for the duration of our relationship or thereafter where clear consent is given to continue under the basis of which the consent was given. The storage of data will cease at the point consent is withdrawn. Sharing your information: We do not share your information with third parties.
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.
Your individual rights
Under the GDPR your rights are as follows;
the right of access;
the right to rectification;
the right to erasure;
the right to restrict processing;
the right to data portability;
the right to object; and
the right not to be subject to automated decision-making including profiling.
You also have the right to complain to the ICO (www.ico.org.uk) if you feel there is a problem with the way we are handling your data.
We handle subject access requests in accordance with the GDPR.
Some cookies are required to enjoy and use the full functionality of this website.
Data security and protection
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures (ISO27001) in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
Email marketing messages & subscription
Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.
Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.
Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all MailChimp lists, by following this link, otherwise contact the EMS provider.
The following Terms and Conditions constitute the entire agreement between the parties and supersede any previous agreements, warranties, representations, undertakings or understandings between the parties and may not be varied except in writing.
a. “Seller” means the party providing the goods or services under these terms and conditions.
b. “Buyer” means the party contracting with the Seller to acquire the good and services supplied under these terms and
c. “Work” means all goods (by way of intermediate or finished product) and services supplied by the Seller to the Buyer.
d. “Intermediates” means all products produced during the manufacturing process including non-exhaustively discs, film,
plate, intellectual property.
e. “Preliminary Work” means all work done in the concept and preparatory stages (including non-exhaustively design,
artwork, colour matching).
f. “Electronic File” means any text, illustration or other matter supplied or produced by either Party in digitised form on
disc, through a modem, or by ISDN or any other communication link.
g. “Periodical Publications” means publications produced at (normally regular) intervals.
h. “Insolvency” means the Buyer is in a position where it is unable to pay its debts or has a winding up petition issued
against it or has a receiver, administrator or administrative receiver appointed to it or being a person commits an act
of bankruptcy or has a bankruptcy petition issued against him.
a. Estimates are based on the Seller’s current costs of production and, unless otherwise agreed in writing, are subject to
amendment to meet any rise or fall in such costs that have taken place by the time of delivery.
b. Estimates are given exclusive of tax and the Seller reserves the right to charge and the Buyer will pay any VAT or
other tax payable.
c. All work carried out shall be charged. This includes all Preliminary Work whether or not the Buyer agrees to that work
being taken forward to production.
d. Any additional work required of the Seller by reason of the Buyer supplying inadequate copy, incomplete or incorrect
instructions or insufficient materials; or late delivery of the same shall be charged.
e. Payment shall become due before delivery of the Work. The Seller, at his absolute discretion, may ask for part or full
payment in advance of starting the Work.
f. If Credit Facilities have been granted, payment is due by the end of the month following the month of Invoice. If any
item(s) remain unpaid by that due date charges will apply, in accordance with s5A and/or s6 of the Late Payment
Commercial Debt (Interest) Act 1998 or any subsequent enactment. In addition, all invoices will become due and
payable immediately and will be treated as overdue items, with appropriate charges applied and all costs reasonably
incurred in collecting the debt payable by the Buyer.
g. Unless otherwise agreed in writing, the price of the Work will be “ex-works” and delivery shall be charged extra.
h. Should the Work be suspended or delayed by the Buyer for any reason the Seller shall be entitled to charge for
storage and for loss of or wastage of resources that cannot otherwise be used.
i. Should the suspension or delay in 2(h) above extend beyond 30 days the Seller shall be entitled to immediate
payment for work already carried out, materials specially ordered and any other additional costs.
3. Credit Facilities
Credit facilities may be granted to applicants who complete the Seller’s Credit Account Application Form and who
satisfy the Seller’s criteria as set out from time to time. Where facilities are granted the Seller reserves the right
to withdraw them at any time, without having to give their reasons and, in such a case, all outstanding invoices
become due and payable immediately.
a. Delivery of the Work shall be accepted when tendered.
b. Unless otherwise agreed in writing completion and delivery times are a guide only and, whilst the Seller will make
every effort to adhere to proposed timescales, time is not of the essence in any contract with the Buyer.
c. Unless otherwise agreed in writing, (in which case an extra charge may be made) delivery will be to kerbside at the
Buyer’s address and the Buyer will make arrangements for off-loading and for any additional transportation to its
d. Subject to any agreement as per 4(c) above, delivery involving difficult access and/or unreasonable distance from
vehicular access shall entitle the Seller to make an extra charge to reflect its extra costs.
e. Should expedited delivery be agreed the Seller shall be entitled to make an extra charge to cover any overtime or any
other additional costs.
5. Materials supplied or specified by the Buyer
5.1 Electronic Files
a. It is the Buyer’s responsibility to maintain a copy of any original Electronic File provided by the Buyer.
b. The Seller shall not be responsible for checking the accuracy of supplied input from an electronic file unless otherwise
agreed in writing.
c. Without prejudice to clause 5.2(b), if an electronic file is not suitable for outputting on equipment normally adequate for
such purposes without adjustment or other corrective action the Seller may make a charge for any resulting additional
cost incurred or may reject the file without prejudice to his rights to payment for work done/material purchased.
5.2 Other Materials
a. Metal, film and other materials owned by the Buyer and supplied to the Seller for the production of type, plates, filmsetting,
negatives, positives, electronic files and the like shall remain the Buyer’s exclusive property. However where
the content is generated by the Seller, the Seller may, in order to protect his intellectual property rights and at his
absolute discretion, replace such material with unused material of a similar or better quality.
b. The Seller may reject any film, discs, paper, plates, electronic files or other materials supplied or specified by the
Buyer which appear to him to be unsuitable for the purpose intended. Additional cost incurred if materials are found to
be unsuitable during production may be charged except that if the whole or any part of such additional cost could have
been avoided but for unreasonable delay by the Seller in ascertaining the unsuitability of the materials then that
amount shall not be charged to the Buyer.
c. Without prejudice to clause 5.2.b, where materials are so supplied or specified, and the Seller so advises the
Buyer, and the Buyer instructs the Seller in writing to proceed anyway, the Seller will use reasonable
endeavours to secure the best results, but shall have no liability for the quality of the end-product(s).
d. Quantities of materials supplied shall be adequate to cover normal spoilage. Any costs incurred as a result of
shortages, including re-starting jobs, duplicating masters etc will be charged in addition to the estimated price.
5.3 Risk and storage
a. Buyer’s property and all property supplied to the Seller by or on behalf of the Buyer shall while it is in the possession of
the Seller or in transit to or from the Buyer be deemed to be at Buyer’s risk unless otherwise agreed in writing and the
Buyer should insure accordingly.
b. The Seller shall be entitled to make a reasonable charge for the storage of any Buyer’s property left with the Seller
before receipt of the order or after notification to the Buyer of completion of the work.
5.4 Finished Goods
a. The risk in the Work and all goods delivered in connection with the Work shall pass to the Buyer on delivery and the
Buyer should insure accordingly.
b. On completion of the Work, the Seller will store the Buyer’s materials and Work for a maximum of one month, after
which time they will be destroyed without further notice.
6. Materials and equipment supplied by the Seller
a. Metal, film and other materials owned by the Seller and used in the production of intermediates, type, plates, filmsetting,
negatives, positives, electronic files and other production processes, together with items thereby produced,
shall remain the Seller’s exclusive property.
b. Type shall be distributed and film and plates, tapes, discs, electronic files or other work destroyed immediately after
the order is executed unless written arrangements are made to the contrary. In the latter event, storage shall be
c. The Seller shall not be obliged to download any digital data from his equipment or supply the same to the Buyer on
disc, tape or by any communication link.
7. Retention of Title
a. The Work remains the Seller’s property until the Buyer has paid for it and discharged all other debts owing to the
b. If the Buyer becomes subject to Insolvency and the Work has not been paid for in full the Seller may take the goods
back and, if necessary, enter the Buyer’s premises to do so, or to inspect and/or label the goods so as to identify them
c. If the Buyer shall sell the goods before they have been paid for in full he shall hold the proceeds of sale on trust for the
Seller in a separate account until any sum owing to the Seller has been discharged from such proceeds.
d. Where the Buyer is in breach of these Terms or performs any act of Bankruptcy or Insolvency the Seller reserves the
right to approach the Buyer’s customer and to offer the Work directly to them, notwithstanding the fact that this will
involve advising the Buyer’s customer that the Buyer is in breach or in default.
8. Proofs and variations
a. The Seller shall incur no liability for any errors not corrected by the Buyer where the Buyer has been provided with
proofs. The Buyer’s alterations and additional proofs necessitated thereby shall be charged extra. When style, type or
layout is left to the Seller’s judgement, changes therefrom made by the Buyer shall be charged extra.
b. Where the Buyer specifically waives any requirement to examine proofs the Seller is indemnified by the Buyer against
any and all errors in the finished Work.
c. Colour proofs Due to differences in equipment, paper, inks and other conditions between colour proofing and
production runs, a reasonable variation in colour between colour proofs and the completed job will be deemed
acceptable unless otherwise agreed in writing.
d. Variations in quantity Every endeavour will be made to deliver the correct quantity ordered, but estimates are
conditional upon margins of 5 per cent for work being allowed for overs or unders the same to be charged or
deducted, unless otherwise agreed in writing.
9. Claims and Liability
a. Advice of damage, delay or loss of goods in transit or of non-delivery must be given in writing to the Seller and the
carrier within three clear days of delivery (or, in the case of non-delivery, within 3 days of notification of despatch of the
goods) and any claim in respect thereof must be made in writing to the Seller and the carrier within seven clear days
of delivery (or, in the case of non-delivery, within 7 days of notification of despatch). All other claims must be made in
writing to the Seller within 14 days of delivery. The Seller shall not be liable in respect of any claim unless the
aforementioned requirements have been complied with except in any particular case where the Buyer proves that (i) it
was not possible to comply with the requirements and (ii) the claim was made as soon as reasonably possible.
b. If the Work is defective so that the Buyer may in law reject it, said rejection must take place within 7 days of delivery of
the goods, failing which the Buyer will be deemed to have accepted the Work.
c. In the event of all or any claims or rejections the Seller reserves the right to inspect the Work within seven days of the
claim or rejection being notified.
d. Insofar as is permitted by law where Work is defective for any reason, including negligence, the Seller’s liability (if any)
shall be limited to rectifying such defect, or crediting its value against any invoice raised in respect of the Work.
e. Where the Seller performs its obligations to rectify defective Work under this condition the Seller shall not be
liable for indirect loss, consequential loss or third party claims occasioned by defective Work and the Buyer
shall not be entitled to any further claim in respect of the Work nor shall the Buyer be entitled to repudiate the
contract, refuse to pay for the work or cancel further deliveries.
f. Defective Work must be returned to the Seller before replacement or credits can be issued. If the subject Work
is not available to the Seller the Seller will hold that the Buyer has accepted the Work and no credits or
replacement Work will be provided.
g. The Seller shall not be liable for indirect loss, consequential loss or third party claims occasioned by delay in
completing the work or for any loss to the Buyer arising from delay in transit, whether as a result of the Seller’s
negligence or otherwise.
h. Where the Seller offers to replace defective Work the Buyer must accept such an offer unless he can show clear
cause for refusing so to do. If the Buyer opts to have the work re-done by any third party without reference to the
Seller the Buyer automatically revokes his right to any remedy from the Seller, including but not exclusively the right to
a credit in respect of Work done by the Seller.
i. Where the Work will be forwarded by or on behalf of the Buyer to a third party for further processing the Buyer will be
deemed to have inspected and approved the Work prior to forwarding and the Seller accepts no liability for claims
arising subsequent to the third party’s processing.
j. The Seller reserves the right to reject any work forwarded to him after initial processing by a third party as soon as is
reasonably practicable without processing the work any further. Should the Buyer require the Seller notwithstanding to
continue, then the Seller is only obliged to do so after confirmation from the Buyer in writing.
k. Nothing in these conditions shall exclude the Seller’s liability for death or personal injury as a result of its negligence.
Without prejudice to other remedies, if the Buyer becomes insolvent, the Seller shall have the right not to
proceed further with the contract or any other work for the Buyer and be entitled to charge for work already
carried out (whether completed or not) and materials purchased for the Buyer, such charge to be an immediate
debt due to him. Any unpaid invoices shall become immediately due for payment.
11. General Lien
Without prejudice to other remedies, in respect of all unpaid debts due from the Buyer the Seller shall have a
general lien on all goods and property of or provided by the Buyer in his possession (whether worked on or not)
and shall be entitled on the expiration of 14 days’ notice to dispose of such goods or property as agent for the
Buyer in such manner and at such price as he thinks fit and to apply the proceeds towards such debts, and
shall when accounting to the Buyer for any balance remaining be discharged from all liability in respect of such
goods or property.
12. Illegal matter
a. The Seller shall not be required to print any matter which in his opinion is or may be of an illegal or libellous nature or
an infringement of the proprietary or other rights of any third party.
b. The Seller shall be indemnified by the Buyer in respect of any claims, costs and expenses arising out of the printing by
the Seller for the Buyer of any illegal or unlawful matter including matter which is libellous or infringes copyright,
patent, design or any other proprietary or personal rights. The indemnity shall include (without limitation) any amounts
paid on a lawyer’s advice in settlement of any claim that any matter is libellous or such an infringement.
13. Periodical publications
A contract for the printing of a periodical publication may not be terminated by either party unless 13 weeks
notice in writing is given in the case of periodicals produced monthly or more frequently or 26 weeks notice in
writing is given in the case of other periodicals. Notice must be given after completion of work on any one issue.
Nevertheless the Seller may terminate any such contract forthwith should any sum due thereunder remain
14. Force majeure
The Seller shall be under no liability if he shall be unable to carry out any provision of the contract for any reason
beyond his reasonable control including (without limiting the foregoing): Act of God; legislation; war; fire; flood;
drought; inadequacy or unsuitability of any instructions, electronic file or other data or materials supplied by the Buyer;
failure of power supply; lock-out, strike or other action taken by employees in contemplation or furtherance of a
dispute; or owing to any inability to procure materials required for the performance of the contract. During the
continuance of such a contingency the Buyer may by written notice to the Seller elect to terminate the contract and
pay for work done and materials used, but subject thereto shall otherwise accept delivery when available.
15. Data Protection
The Buyer is hereby notified that the Seller may transfer personal information about the Buyer to a Credit Agency
pursuant to cl 2f above.
These conditions and all other express and implied terms of the contract shall be governed and construed in
accordance with the laws of England and the parties agree to submit to the jurisdiction of the courts of England and
All specifications and notices relied on by either party and all variations to this agreement must be in writing and include
a duly authorised signature.
Nothing in these Terms shall affect the rights of Consumers.
All clauses and sub-clauses of this Agreement are severable and if any clause or identifiable part thereof is held to be
unenforceable by any court of competent jurisdiction then such enforceability shall not affect the enforceability of the
remaining provisions or identifiable parts thereof in these Terms and Conditions.