Last updated: 29 October 2026

This privacy notice explains how Cyklop Needham Limited (“Cyklop Needham”, “we”, “us” or “our”) collects and uses personal information through needham-ink.com and our related enquiries, sales, servicing and marketing activities. It also explains your choices and rights under UK data protection law.

1. Who is responsible for your information?

Cyklop Needham Limited is the controller responsible for the personal information covered by this notice. Needham Ink is a brand of Cyklop Needham Limited. Where another Cyklop company is responsible for a separate transaction or service, its identity and applicable privacy information will be provided to you.

For privacy enquiries or to exercise your rights, contact:

• Email: enquiries@needham-ink.com — please mark your message “Privacy enquiry”.
• Telephone: 01948 662629
• Post: Cyklop Needham Limited, Unit 2a/2b Waymills Industrial Estate, Waymills, Whitchurch, Shropshire, SY13 1TT, United Kingdom.

This website is intended for business users. We do not knowingly collect personal information from children.

2. Information we collect

• Business contact information: your name, employer, job title, business email address, telephone number and business or delivery address.
• Enquiry and relationship information: form submissions, correspondence, meeting and call notes, product interests, application requirements, quotations, trial arrangements, purchases, equipment and servicing records, and feedback.
• Transaction information: orders, invoices, payment status and information needed to administer your account. Payment details depend on the payment method you use.
• Website and advertising information: IP address, browser and device information, pages viewed, referring website, campaign and click identifiers, UTM parameters, interactions and events such as submitting an enquiry.
• Marketing preferences and engagement: subscription choices, consent records, opt-outs and, where tracking is enabled and permitted, email opens, link clicks and website activity.

Not all information is collected on every occasion. Please avoid including sensitive personal information in enquiry forms unless we specifically request it and explain how it will be handled.

3. Where information comes from

We collect information directly when you submit a form, request information, contact us, meet us at an exhibition, arrange a trial, purchase equipment or request support. Website technologies also collect technical and usage information, subject to applicable consent requirements.

We may receive business contact information from referrals, distributors, other Cyklop companies and publicly available professional sources, such as company websites. Where we obtain your personal information indirectly, we will provide the required privacy information, including the source, within the applicable timeframe: normally within one month, or at our first communication or disclosure if earlier, unless a legal exception applies.

4. Why we use information and our lawful bases

• Responding to enquiries, preparing quotations and arranging demonstrations or trials: our legitimate interests in responding to business requests and developing customer relationships. Where you personally are entering into a contract with us, we may instead rely on taking steps at your request before entering that contract.
• Supplying products, subscriptions, consumables, servicing and support: performance of a contract where you are personally a party; otherwise our legitimate interests in fulfilling our agreements with your organisation and managing its account.
• Maintaining CRM records, allocating enquiries and organising follow-up: our legitimate interests in providing an effective sales and customer service process.
• Accounting, tax, regulatory compliance and handling legal claims: compliance with applicable legal obligations and, for establishing or defending claims, our legitimate interests.
• Website hosting, security, troubleshooting and fraud prevention: our legitimate interests in operating and protecting our business and website, and legal obligations where applicable.
• Promotional emails and other direct marketing: consent where required; otherwise our legitimate interests in promoting relevant business products and services, subject to the rules and choices explained below.
• Website analytics, advertising measurement and linking tracked activity to contact records: consent for optional tracking and associated personal information where required. Advertising cookies and similar device access require consent. Essential service and security functions are treated separately.

Where we rely on legitimate interests, we must balance those interests against your rights and reasonable expectations. You can contact us for more information or to object. Accepting this privacy notice is not itself consent to marketing or optional tracking.

5. Enquiries, HubSpot and customer follow-up

We use HubSpot to host website content, receive forms and manage customer relationship records. Information you provide may be stored against your contact and company records, assigned to the relevant team and used to create sales opportunities, tasks and follow-up communications.

Where tracking is enabled and the necessary permission has been obtained, website visits and marketing interactions may be associated with your HubSpot contact record. This helps our team understand your interests and respond to relevant enquiries. Identification may occur after submitting a form or following a tracked email link.

Submitting an enquiry allows us to respond to that request and discuss the relevant products or services. It does not automatically provide consent for unrelated promotional emails.

6. Marketing and your choices

We may send relevant business marketing to contacts at limited companies and other corporate subscribers where permitted by law, relying on our legitimate interests where appropriate. You can object to this use of your personal information at any time.

For sole traders, certain partnerships and other individual subscribers, promotional emails or texts require consent unless all conditions of the applicable soft opt-in are met. These include obtaining details during a sale or negotiations for a sale, marketing our own similar products or services, and offering an opt-out both when collecting details and in each marketing message.

You can unsubscribe using the link in a marketing email or by contacting enquiries@needham-ink.com. Withdrawing marketing consent or objecting to direct marketing does not prevent necessary communications about an existing order, service appointment, warranty or account. Such communications must not be used to bypass your marketing choices.

We use email platforms, including HubSpot and Brevo, to manage relevant contact lists and communications. Where your details are synchronised between these systems, this supports our own communications and does not give the provider permission to market its own services to you.

7. Cookies, analytics and advertising

Cookies, pixels, tags and similar technologies can remember preferences, operate forms, understand website use and measure advertising performance. Strictly necessary technologies support functions such as security and remembering your privacy choices. Optional analytics and advertising technologies have different purposes and are subject to applicable consent requirements.

Our website and campaigns use services such as HubSpot, Google Analytics and Google Ads. Where OpenAI Ads tracking or contact synchronisation is used, OpenAI may also receive advertising interaction or conversion information. The services operating on a particular page depend on its configuration and your choices.

Advertising measurement can involve campaign or click identifiers, device and browser information, page addresses, timestamps and enquiry-conversion events. Where contact matching or synchronisation is enabled, contact identifiers may also be shared with the relevant platform to match enquiries to advertising interactions. Matching identifiers remain personal information even if hashed.

Optional advertising tracking requires your consent. Consent to respond to an enquiry, consent to receive marketing emails and consent to advertising tracking are separate choices. We must not treat continued browsing or submission of a form as permission for optional tracking.

Use the “Cookie preferences” control in the website footer to review the options available and change or withdraw your choices. Where consent is required, optional technologies must be blocked until you agree and future consent-based tracking must stop when you withdraw. Blocking cookies in your browser is an additional option, but may affect website features. Withdrawing consent does not affect processing that was lawful before withdrawal.

You can read more about the providers’ practices in their privacy information: HubSpot, Google, OpenAI and Brevo. Contact us if you need details of the technologies and retention periods relevant to a particular page.

8. Who we share information with

We share personal information only where needed for the purposes described in this notice. Recipients may include:

• Website hosting, CRM, email, IT support and security providers, including HubSpot and Brevo.
• Analytics and advertising providers, including Google and, where the relevant services are used, OpenAI, subject to applicable choices and lawful bases.
• Delivery, installation, engineering and support partners where needed to fulfil your request or contract.
• Other Cyklop group companies where necessary for relevant sales support, administration, IT services or group reporting.
• Professional advisers, insurers, banks, payment providers and public authorities where required for our business or legal obligations.
• Parties involved in a proposed or completed business sale or reorganisation, subject to appropriate protections.

Providers processing information on our behalf must act under appropriate contractual terms and instructions. Some recipients, such as regulators, professional advisers and advertising platforms for their own stated purposes, may act as independent controllers. Their roles depend on the activity and applicable terms. We do not sell your personal information or provide it to unrelated businesses for their own direct marketing without your specific consent.

9. International transfers

Some suppliers or Cyklop group companies may store, access or process personal information outside the United Kingdom. A restricted international transfer requires a valid mechanism under UK data protection law.

Depending on the recipient and arrangement, this may be UK adequacy regulations; the UK Extension to the EU–US Data Privacy Framework for an eligible US recipient with active certification covering the relevant information; or appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, with the required transfer assessment. The relevant mechanism must apply to the particular transfer; using a supplier does not automatically establish this.

You can contact us for information about the destination and safeguards relevant to your information, including how to obtain a copy of applicable safeguards.

10. How long we keep information

Retention depends on the purpose, our relationship with you and applicable obligations:

• Enquiries and unsuccessful quotations: for the time needed to deal with the request and a reasonable follow-up period, taking account of the sales cycle, your last meaningful interaction and whether an ongoing business need remains.
• Customer, equipment and service records: while needed to support the relationship, equipment, servicing, warranty and contractual responsibilities, and afterwards where needed for legal obligations or claims.
• Accounting and transaction records: for the applicable statutory accounting and tax periods and any longer period required for a dispute or investigation.
• Marketing records: while the relevant consent or other lawful basis remains valid and the information remains relevant. An objection or withdrawal ends the corresponding marketing use.
• Suppression and consent records: limited information may be retained to demonstrate preferences and ensure we do not re-add someone who has opted out.
• Website, analytics and advertising records: according to the technology’s expiry, configured platform retention and the continuing need for the stated purpose. These periods differ between providers and types of record.

We delete or anonymise information when it is no longer needed. You can ask us for the retention period or criteria applying to a particular record.

11. Keeping information secure

We use appropriate technical and organisational measures to protect personal information. Access is limited to people and providers who need it for their work. We handle suspected personal data breaches and notify affected people and the regulator where legally required.

12. Your rights

Depending on the circumstances, you can request access, correction, erasure, restriction of processing or a portable copy of information. You can object to processing based on legitimate interests and withdraw consent at any time where we rely on it.

Your right to object to the use of your personal information for direct marketing is absolute. Once you object, we must stop that use, including related profiling.

Contact us using the details in section 1. We may need to verify your identity. We normally respond within one month, subject to lawful extensions and other applicable rules. Requests are normally free; a fee or refusal is possible only where the law permits. Some information may need to be retained despite an erasure request, for example to meet a legal obligation.

13. Complaints and changes

You can raise a concern with us or complain directly to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/. You do not have to contact us first.

We review this notice when our activities or legal requirements change. The date above identifies this version. Where required, we will bring material changes to your attention. Other websites linked from this site have their own privacy notices.