Privacy Policy

Who this policy covers

This policy describes information handled through derbyofficeequipment.com, its customer request portal, and our customer-service communications. The business responsible is Derby Office Equipment, Inc., 1040 State Highway 29A, Gloversville, NY 12078.

Information we collect

• Contact and request details: your name, business, phone number, email address, delivery or service address, contact preference, order details, machine information, appointment needs, and messages you choose to provide.
• Files you submit: artwork, documents, photos, filenames, file sizes, and related information needed to review or complete a request.
• Request activity: reference numbers, status changes, correspondence, assignment and service records, and internal notes used to handle your request.
• Texting choices: if you check our SMS consent box and submit it, we record your name, phone number, consent wording and version, date and time, source form and its URL, associated request where applicable, and available IP address and browser information.
• Technical and account information: website requests and security logs, available IP addresses, browser information, staff sign-in records, and the cookies and local storage described below.

How we use information

We use information to prepare quotes, verify details, process orders, schedule service, prepare print jobs, provide status updates, respond to questions, maintain business records, prevent abuse, and secure the website. Staff access is limited by account permissions. Choosing not to receive texts does not prevent you from requesting or purchasing our services.

Contact messages and portal requests are saved directly for our team, together with any optional SMS consent you select. If we cannot confirm delivery of a contact message, an email draft opens as a fallback; you must send that draft through your email app to deliver it by email. We keep requests and messages together in a customer record, matched by email or, where appropriate, phone number, with staff notes to help us provide consistent service.

Mobile numbers and SMS consent

Our website texting opt-in covers customer-service messages about inquiries, quotes, appointments, orders, repairs, and print-job updates. It does not authorize promotional campaigns. We do not treat entering a phone number, agreeing to general terms, or submitting a request as permission to send ongoing texts.

Mobile information, SMS opt-in data, and texting consent will not be sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. We do not transfer your texting consent to another business. Providers helping deliver or support our messages may process the information only to operate our messaging program on our behalf, not for their own marketing.

You may withdraw texting consent by replying STOP to a message, or by contacting us at [email protected] or (518) 725-9816. Reply HELP for assistance. Message frequency varies; message and data rates may apply. Read the full SMS terms.

When information is shared

Authorized staff and service providers may access information needed for hosting, website security, communications, business operations, or completing the work you request. We may disclose information when legally required or reasonably necessary to protect people, prevent fraud, or defend legal rights. These disclosures do not authorize unrelated marketing use of mobile information or texting consent.

Cookies, local storage, and outside services

The staff portal uses a session cookie for sign-in and security. The customer portal can save recent request reference numbers in your browser's local storage so you can find them again. Clear that storage on a shared device if you do not want another user to see those references. You can block or clear cookies and local storage in your browser; staff sign-in may stop working if required cookies are blocked.

Cloudflare helps deliver and protect this website. Fonts are served from this site. Externally hosted images and the Google Maps embed may receive technical information such as your IP address when your browser requests their content. Their own privacy policies govern their independent processing. This website does not currently run advertising pixels or sell browsing information for targeted advertising.

Retention and security

We retain information as needed to perform and support the requested work, maintain business records, document communication choices, resolve disputes, and meet applicable obligations. Retention depends on the record and purpose; backups may persist until they are archived or removed through backup management. We use HTTPS, restricted staff accounts, and private storage for portal uploads. No website or transmission method can guarantee absolute security.

Your choices and requests

You can choose phone or email instead of texts, opt out of texting, and ask about access, correction, or deletion of your information. Contact us using the details below and include enough information to identify the relevant request; do not email passwords. We may verify your identity and retain records needed for legal, security, or ongoing service reasons. Verified deletion requests can remove active customer records, requests, messages, job history, and private uploads. SMS consent evidence is handled separately for communication-choice and legal records; deletion from the portal does not erase existing backups or records held in GoTo. Ask us about any information that must be retained and how your request has been handled. Any additional rights available to you depend on applicable law.

Updates and contact

We will post changes here with a new effective date. A policy update does not itself enroll you in texts or expand an existing texting opt-in.

Derby Office Equipment, Inc.
1040 State Highway 29A, Gloversville, NY 12078
[email protected]
(518) 725-9816