Privacy notice

Last updated: 6 September 2026

Who we are

This site is operated by AVS Digital Ltd, registered in England & Wales, company number 15881271, trading as epos-365. Registered office: 21 Heath Drive, Romford, Essex, RM2 5QH, United Kingdom. We are the data controller for the personal data described here. Contact us at Email address to follow.

What we collect

• Enquiry details — your name, business name, email, phone number, type of shop, number of tills, and anything you write in the message box when you ask for a quote.
• Documents you send us — if you send a current EPOS invoice or card statement so that we can quote against it.
• Messages — WhatsApp, email, live chat and phone conversations about your enquiry or your account. Our live chat is self-hosted on our own servers, so those conversations are not handled by a third-party chat provider.
• Website usage — none. This site runs no analytics and sets no cookies. See our cookie policy.

Why we use it

• To prepare and send you a written quote, which is why you gave it to us.
• To provide and support the service if you become a customer.
• To meet our legal and accounting obligations.

Our lawful bases are your consent for enquiries, performance of a contract once you are a customer, and legitimate interests for keeping proper records and improving the site.

Who we share it with

We do not sell personal data, and we do not share it for anyone else’s marketing. We share it only with the suppliers who help us run the service — our hosting provider, our card payments partner where you take card processing through us, and our accountants. Each is bound by contract to use it only on our instructions.

We deliberately keep that list short. Our live chat runs on software we host ourselves rather than a third-party chat service, so chat conversations stay on our own infrastructure and there is no extra processor involved in them at all.

to follow — the named list of processors is still to be completed.

How long we keep it

Enquiries that do not become customers are kept for to follow, then deleted. Customer records are kept for the life of the contract and for six years afterwards, to meet accounting and tax obligations.

Where it is held

Our servers are in the European Economic Area — Germany or Finland — operated by our hosting provider on our behalf. The EEA is covered by UK adequacy regulations, so no additional transfer safeguards are required for data held there. Nothing is stored outside the UK or the EEA.

How we protect it

The website is served over HTTPS. Enquiry forms are submitted to a server-side endpoint over an encrypted connection — no mail credentials exist in this website, because everything here is public. Access to enquiry data is limited to the people who need it to answer you, accounts are protected by multi-factor authentication, and anything you send us is held on systems that are patched and backed up.

Automated decision-making

There is none. No part of this site profiles you, scores you, or decides anything about you automatically. A person reads every enquiry.

Your rights

Under UK GDPR you have the right to ask us for a copy of your data, to correct it, to erase it, to restrict or object to how we use it, and to have it sent to another provider. Where we rely on your consent you can withdraw it at any time, which does not affect anything we did before you withdrew it.

Ask us using the contact details above. We will respond within one calendar month, and we will not charge you for it. We may ask you to confirm who you are first, so that we do not hand your data to somebody else.

There is nothing to change for this website: it sets no cookies and stores nothing on your device, so there is no setting to adjust.

Complaints

If you are unhappy with how we have handled your data, tell us first and we will try to put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.