Privacy Policy
What we collect through this website, why we collect it, who it goes to, how long we keep it, and how to have it deleted. Written to be read, not to be skipped.
Scope
This policy covers ASR Office Solutions Corp.'s website at www.asrofficesolutions.com and the forms, tools and store on it. It does not cover what a leasing company, a manufacturer or another business does with information you give directly to them.
We are a business-to-business supplier. Almost everything we hold is business contact information — a name, a work email, a company and a site address.
What we collect
Things you give us
- Contact and enquiry details — name, business name, work email, phone number, site address, and whatever you write in the message.
- Equipment and volume information — machine models, monthly volume, colour mix, industry, and the answers you give the price builder, when you send them with an enquiry.
- Order details — what you ordered, the delivery address, and the machine it is for.
- Documents you upload — principally existing copier or managed-print agreements sent for Contract Review. These get their own section below.
Things collected automatically
- Standard server and analytics information: IP address, browser and device type, referring page, pages viewed and time on them. Squarespace, which hosts this site, collects this to serve and secure the site and to give us aggregate traffic statistics.
- Cookies and similar technologies — see the cookies section.
We do not ask for and do not want sensitive personal information through this site. Please do not send us social security numbers, financial account numbers, health information or government ID through a web form or by email.
Forms, and how they reach us
Forms on this site are delivered to service@asrofficesolutions.com through Web3Forms, a third-party form-delivery service acting as our processor. What you type into a form passes through their systems on the way to our inbox, under their terms and privacy policy. We use them to deliver messages, not to build profiles.
If a form submission fails, the site offers you a pre-filled email as a fallback. That opens your own email program — nothing is sent until you send it.
Contracts and documents you upload
A signed agreement with your current vendor is a sensitive commercial document, and we treat it as one.
- We use it for one thing: preparing your review and discussing it with you.
- We do not share it with the vendor named in it, or with any other dealer, broker or lead service.
- We do not sell it, publish it, or use it for advertising.
- Access inside ASR is limited to the people working on your review.
- We may draw general, anonymised observations about market terms from documents we see — never your name, your company, your figures, or anything that could identify you or your agreement.
- We delete it on request. Email service@asrofficesolutions.com asking us to delete your contract and we will do it and confirm. Otherwise we keep it while your enquiry is active and for a reasonable period afterwards in case you come back to it, and then delete it.
Please redact anything in a document you did not mean to send us before you upload it.
Store orders and payment information
The store and checkout on this site are Squarespace Commerce. When you pay, your card details are entered into Squarespace's checkout and processed by its payment processors. ASR never sees or stores your full card number. What reaches us is the order: what you bought, what it cost, and where it is going.
Squarespace processes this information as our service provider, under its own privacy policy and security standards.
How we use information
- To answer your enquiry, prepare a quote, and follow up on it.
- To fulfil, ship and support orders, and to handle returns.
- To carry out a Contract Review you asked for.
- To provide service, maintenance and supplies under an agreement.
- To keep proper business, tax and warranty records.
- To keep the site working, secure and free of abuse.
- To send you information about products and services relevant to your business, where you have asked for it or where it is permitted — always with a way to stop.
We do not use automated decision-making that produces legal or similarly significant effects about you.
Why we are allowed to hold it
We hold and use this information to take steps you have asked for before entering into a contract and to perform a contract with you; to comply with our legal and tax obligations; and for our legitimate interest in running, securing and improving a business-to-business supply business — balanced against your interests. Where we rely on your consent, such as some marketing, you can withdraw it at any time.
Who we share it with
We share only what is needed, and only with:
- Service providers who run parts of this operation for us — website hosting and commerce (Squarespace), form delivery (Web3Forms), payment processing, email, shipping carriers, and our accountants. They act on our instructions.
- Manufacturers, distributors and leasing companies, where that is necessary to fulfil what you have asked for — ordering equipment, registering a warranty, or submitting a lease application you have chosen to make. The leasing company then handles your application under its own privacy policy.
- Professional advisers where we need advice, under a duty of confidentiality.
- Authorities or other parties where we are required to by law, or where it is necessary to establish, exercise or defend legal claims, or to protect someone's safety.
- A successor, if the business or part of it is ever sold or reorganised. We would tell you.
We do not sell your data
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not pass your details to lead-generation networks, data brokers, or other dealers. If you sent us a contract, your current vendor does not hear about it from us.
Cookies and analytics
This site uses cookies that are necessary for it to work — keeping your shopping cart, remembering your session at checkout, and security. Squarespace also sets analytics cookies that tell us, in aggregate, which pages get read and where visitors arrive from. We do not run third-party advertising or retargeting pixels on this site.
You can block or delete cookies in your browser settings. Blocking the necessary ones will stop the cart and checkout from working.
How long we keep things
- Enquiries that do not become customers — kept while active and for a reasonable follow-up period, then deleted.
- Uploaded contracts — as set out above, and deleted on request at any time.
- Customer, order and service records — for the life of the relationship and then as long as tax, warranty and limitation periods require.
- Website and analytics logs — for the period our host retains them.
Your choices and your rights
Whatever state or country you are in, you can ask us to:
- tell you what we hold about you;
- correct something that is wrong;
- delete it, including a contract you uploaded;
- give you a copy;
- stop sending you marketing — use the unsubscribe link, or just reply and say so.
Email service@asrofficesolutions.com or call 516-268-0333. We will respond within the time the applicable law allows, and we may need to confirm who you are first. We will not treat you differently for asking.
Residents of states with comprehensive privacy laws, and individuals in jurisdictions with equivalent rights, have these rights as a matter of law where those laws apply. We extend the same handling to everyone who asks, because keeping two standards is how mistakes happen.
Security
The site is served over HTTPS. Payments are handled by Squarespace's processors and never reach our systems. Access to enquiry records and uploaded documents inside ASR is limited to the people who need it. We keep our systems patched and our accounts protected.
No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security. If a breach ever affected your information, we would notify you and the relevant authorities as the law requires.
Children
This is a business site. It is not directed at children, and we do not knowingly collect information from anyone under 18. If you believe a child has sent us information, tell us and we will delete it.
Do Not Track and Global Privacy Control
There is still no common standard for how sites should respond to a browser "Do Not Track" header, so we do not respond to it. We do not run third-party advertising trackers on this site, so there is nothing here to opt out of. Where a recognised Global Privacy Control signal applies to us by law, we honour it.
Changes to this policy
We update this policy when what we do changes. The effective date at the top tells you when the current version took effect. If a change is significant, we will make it obvious rather than quietly reposting the page.
Contact
Questions about privacy, or a request about your information:
ASR Office Solutions Corp.
121 East Jericho Turnpike
Mineola, NY 11501
516-268-0333
service@asrofficesolutions.com
See also our Terms of Service.