Privacy policy

1. Data controller

The controller of personal data processed in connection with the use of printertracker.com is:

You can write to the email address above about anything concerning personal data.

2. What data, for what purpose and on what basis

a) The “Book a demo” form

We process your full name, the name of your service company, your email address, your phone number (if you give us one), the number of devices you service, whether you use MERP and the content of your message — so that we can get in touch, arrange a demo and, if you ask for one, prepare a quote. Basis: steps taken at your request prior to entering into a contract (Article 6(1)(b) GDPR) and your consent to being contacted (Article 6(1)(a) GDPR). Providing the data is voluntary, but without it we cannot reply to your enquiry.

b) Technical data

The server records in its logs the IP address, the date and time of the request, the page visited and browser information. The IP address is also used to limit how often the form can be submitted (spam protection). Basis: our legitimate interest in keeping the site secure (Article 6(1)(f) GDPR).

c) The PrinterTracker agent inside a client’s network

A service company using PrinterTracker may install the agent on a machine inside its client’s network. Over SNMP the agent reads data from printing devices: IP and MAC address, serial number, manufacturer and model, print counters, supply levels and status messages. About the machine it runs on it reports the computer name, the operating system version, the IP address and the networks it scans. The agent has no access to documents or to the content of print jobs, and it only ever connects outbound to PrinterTracker servers.

From version 0.2.0 the agent sends the full technical data that the printer exposes on the network (the SNMP protocol is used to read device status): counters, supplies, faults and device configuration. It does not send the printer’s network settings, address books or print job history — those parts are dropped while still on the machine inside the client’s network. What the data means (for example, which counter holds colour prints) is worked out on our side, so that we can improve readings and support new models without updating the agent at the client site. Only the PrinterTracker team has access to this raw data, and it is anonymised before any analysis outside the server.

Data from the agent is used to monitor devices and to pass counter readings on to the service company’s billing. We process it on behalf of the service company, which decides whether to install the agent — the terms are set out in our contract with that company (a data processing agreement).

d) Email alert notifications

A service company can configure printer alerts in the panel (for example low toner, a fault) and choose the email addresses the notifications go to: its own, and the contacts of its clients for individual locations (for example the IT department of the company where the printer stands). We then process those addresses and the content of the notifications: the name of the service company and of the alert, printer details (manufacturer, model, serial number, location) and a description of its status. We do this on behalf of the service company, on the terms of our contract with it (a data processing agreement). Every message contains a link the recipient can use to unsubscribe from notifications.

We do not make decisions about you based solely on automated processing, including profiling.

3. How long we keep data

• Form enquiries — until our conversations end, and if they do not lead to working together, no longer than 12 months from the last contact. If we sign a contract — for its duration and the limitation period for claims.
• Server logs — 14 days.
• Data from the agent — for the duration of the contract with the service company, on the terms set out in it.
• Raw data sent by the agent — 7 days after it has been processed. Data we cannot process yet (for example an unsupported model) is kept until support for that model is added, and then deleted the same way.
• Notification recipients’ addresses — until the service company removes them from its recipient list or location contacts. The history of sent notifications (address, subject, content, delivery status) — 90 days.

4. Who we entrust data to

We do not sell data. We use providers who process data on our behalf:

• Contabo GmbH (Germany) — hosting of the site and the application.
• Mailgun Technologies, Inc. — delivery of messages from the form (EU servers).
• Resend (USA) — sending email alert notifications from the service panel.
• OVH sp. z o.o. — mailbox hosting.

We may also disclose data to public authorities where the law requires it.

5. Transfers outside the EEA

Mailgun belongs to a group of companies headquartered in the USA, and Resend is based in the USA, so data (in the case of Resend: recipients’ addresses and the content of notifications) may be transferred outside the European Economic Area. This takes place on the basis of a European Commission adequacy decision (the EU-US Data Privacy Framework) or standard contractual clauses approved by the Commission.

6. Cookies

printertracker.com sets no cookies and uses no analytics or advertising tools.

The service panel (panel.printertracker.com) uses strictly necessary cookies only: the signed-in user’s session and CSRF protection. Signing in is impossible without them, which is why they do not require consent. How the data of a service company’s clients is processed in the panel is governed by our contract with that company.

7. Your rights

You have the right to:

• access your data and receive a copy of it,
• have your data rectified,
• have your data erased,
• restrict processing,
• data portability,
• object to processing based on a legitimate interest,
• withdraw consent at any time — without affecting the lawfulness of processing before the withdrawal.

To exercise these rights, write to kontakt@codemakers.com.pl. You also have the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych, ul. Stawki 2, 00-193 Warszawa, Poland).

8. Final provisions

This policy may change as PrinterTracker develops or as the law changes. The current version is always available on this page, and the date it was last updated is shown at the top.