Privacy Information Statement

Edition 3.1 28/05/2026

Epson cares about your privacy and by this statement gives information about your personal data held in Epson’s Service records and associated systems:

What personal data does Epson collect and hold?

(Personal data is any information relating to an identified or identifiable living person)

Epson holds (and will hold in the future)

  • Information that you choose to provide to Epson, through its customer interaction centre or a service provider, websites or otherwise

  • Information recorded by Epson or its contractors about interactions with you.

You do not have to give any personal information to Epson, but the level of service Epson and its subsidiary companies can provide to you will be affected by how much information you provide. A record about you is only created when a request or enquiry or comment about Epson products is made by you or on your behalf.

The Controller

Epson Europe B.V.
Azië Building, Atlas Arena
Hoogoorddreef 5,
1101BA Amsterdam Zuid
The Netherlands.
E-mail: EDPO@epson.eu

Purpose for Epson processing your personal data

(‘Processing’ means anything Epson does with the information about you including gathering it, holding it, using it and disclosing it.)

The purpose for which Epson will process your personal data is to provide services to you.

This includes:

  • Identifying you when you contact us

  • Recording what has been requested and provided

  • Delivering the services

  • Storing your preferences so that you can save time when contacting us or searching our website

  • Monitoring and recording phone and written communications with you for quality assurance and compliance purposes and for dealing with any queries or complaints

  • Understanding which parts of Epson’s website, and which products and services, most interest you

  • Understanding the use made of Epson’s website and services and the performance of its products

Legal basis for holding your personal data

The legal basis for this is that it is necessary for the legitimate interests of Epson or companies within the Epson group in providing its services.

If you choose to give information beyond that which Epson requires you to provide, the basis for processing that information is your consent as demonstrated by your voluntarily providing it. You have the right to withdraw that consent at any time. You can do this by writing to Epson at the address shown above, or at https://www.epson.co.uk/contact-us-about-your-data.

As part of its processing, Epson will perform some automated profiling and decision-making based on the information it holds about you to make information presented to you more relevant to your interests.

If, in the future, Epson wishes to process your data for some other purpose it will first provide you with information about that other purpose.

Where you have given your consent to this, Epson will also use your personal data for the purpose of electronic, and other, marketing communications to you (normally by e-mail) which may include:

  • Conducting surveys and asking your opinion on our products and services

  • Notifying you of products or offers that may be of interest to you

  • Notifying you of promotions such as free gifts, contests and prize draws.

  • Marketing analysis and customer profiling

The legal basis for this is your specific consent. You may withdraw your consent to this additional purpose (independently of your right to object to Epson holding data for the general purposes described above) at any time writing to Epson at the address shown above, or at [https://www.epson.eu] or by calling our service helpline, the numbers for which can be seen at [https://www.epson.eu]

How long will Epson hold my data for?

Epson will hold your personal data for a period of 5 years after the last contact with you. After that time some information may be held but only in an anonymised form or as part of archived records. Personal data may be held for longer periods where extended retention periods are required by law or regulation and in order to establish, exercise or defend Epson’s legal rights.

What personal information does Epson share with third parties?

Epson uses third parties to perform some processing activities on its behalf. Some or all your personal data may be disclosed to them, but they are only permitted to use the disclosed data for the purposes for which Epson holds your data and in accordance with Epson’s directions. In addition to third party processors, Epson may disclose some or all your personal data to:

  • Banks or others involved in handling payments being made by you

  • Organisations you want to provide out-of-warranty services to you

  • Resellers who you want to assist you in obtaining or seeing products

Transfer outside the European Economic Area (EEA)

If you, or your product, are located outside the EEA Epson will transfer some of your personal data, outside the EU, to Epson group staff in the region concerned and to contractors in that region used by Epson to provide services. This will be subject to the protections required by law.

Whenever Epson transfers your personal data outside the EEA, Epson ensures that a similar degree of protection is afforded to it by the implementation of at least one of the following safeguards:

  • Epson will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.

  • When Epson shares your personal data within Epson’s companies or uses certain third parties, Epson uses the Model contracts for the transfer of personal data to third countries approved by the European Commission, which give personal data the same protection it has in Europe.

Data Security

Epson has security measures in place to protect your information and prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, Epson gives access to your personal data to those employees, agents, contractors and other third parties based on “need to know” principle. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

Epson has procedures in place to deal with any suspected personal data breach and will notify you and any applicable authority of a breach where we are legally required to do so.

Contacting Epson to exercise your rights

As a “data subject” you have statutory rights to request from Epson access to and rectification or erasure of personal data or restriction of processing concerning yourself or to object to processing as well as the right to data portability and the right to lodge a complaint with a supervisory authority.

Please provide Epson with your personal details in this form so we can verify your identity. In some circumstances we may request additional forms of ID from you, such as your passport or driving licence.

Epson’s European Data Protection Officer may be contacted by writing to “The EDPO, Epson Europe B.V. Azië Building, Atlas Arena, Hoogoorddreef 5, 1101BA Amsterdam Zuid, The Netherlands or at https://www.epson.co.uk/contact-us-about-your-data .

This statement is only about information in Epson’s Services records. If Epson processes information about you in other records, you will be notified separately about this.

AI Services

The Service may include services that use generative AI (hereinafter referred to as the “AI Service”).

The AI Service provides a function in which an AI chatbot automatically responds to inquiries from You regarding the Service and the Device. The results provided by the AI Service based on generative AI technology cannot replace professional advice. Users must not use this service to create or distribute content that is false, inaccurate, misleading or potentially confusing, such as claiming that the results are human-generated or presenting them as the original source of the information. The information provided by the AI Service is for reference purposes only. Any actions relating to safety must be carried out strictly in accordance with the user manual or official manuals provided by Epson.

You represent and warrant that You have all necessary rights and authority over the information You input into the AI Service, and that Your use of the AI Service does not violate any applicable laws or any agreements between You and third parties.

Please do not enter any personal data, confidential information or proprietary business information into this AI Service. The AI Service is designed so that no personal data is required for use, and we enforce GDPR (General Data Protection Regulation) principles by default.

Limited exception – service details: If the AI Service specifically requests your basic contact details (e.g. name, address, telephone number or email address) for a legitimate service purpose (such as arranging a service appointment or registering a product warranty), you may only provide the information that is strictly necessary for that purpose. Any personal data collected in this way will be used solely to arrange the service or warranty and for no other purpose, in line with the data minimisation and purpose limitation principles of the GDPR. We will process these details based on an appropriate lawful basis (e.g. fulfilling your service or warranty request) and ensure GDPR compliance at all stages.

Prohibited use: Do not use the AI Service for any unlawful purposes or to input content that is obscene, indecent or contrary to public order or decency. Such misuse is strictly forbidden. We reserve the right to suspend or terminate your access to the AI service if you violate these rules.

Epson makes no warranties whatsoever regarding the suitability for a particular purpose, accuracy, usefulness, completeness, safety, comprehensiveness, legality, non‑infringement of third‑party rights, timeliness, up‑to‑dateness, freedom from legal defects or other defects, absence of errors, uninterrupted operation, correction of defects, absence of vulnerabilities, absence of harmful elements, or accessibility of the AI Service and its information, content, data, databases, software, documents, FAQs, etc. of the AI Service. Even if any of this information contains errors, Epson shall bear no responsibility. You understand and agree that the AI Service operates using AI technology and that its output results are not always accurate or complete. You shall confirm for yourself the necessity and appropriateness of such content and assume full responsibility for its use.

Transparency and user information: Epson shall ensure that the AI Service is designed and operated in accordance with the relevant legal transparency requirements (including those set out in the EU Artificial Intelligence Act for low-risk AI systems). In particular, You will be clearly informed that You are interacting with an AI system rather than a human. Epson will display a prominent notice in the AI Service interface indicating that the AI Service is an AI-driven service and not a human agent, and that any responses are automatically generated by AI and may be inaccurate or incomplete. This information will be presented clearly and distinctly at the start of Your first interaction with the AI Service.

Data protection and inadvertent Personal Information: Without prejudice to Section 28.4 above, if You inadvertently provide any Personal Information via the AI Service, even though Epson does not request or require Personal Information for the AI Service, Epson will handle such data in accordance with applicable data protection laws, including the GDPR. Epson will not use or retain any Personal Information submitted through the AI Service for any purpose other than providing You with the requested assistance (e.g. generating an appropriate response) or complying with legal obligations. Any such unsolicited Personal Information will be promptly deleted or effectively anonymised once it is no longer needed for these limited purposes. (When carrying out these data processing activities, Epson will comply with the GDPR obligations that apply to its role, whether as an independent controller of the data or, if applicable, as a processor acting on behalf of its business client).

Technical and organisational measures: Epson shall implement and maintain appropriate technical and organisational measures to prevent, filter and minimise the processing of Personal Information via the AI Service and to protect any Personal Information that is inadvertently provided. These measures include the automated detection and masking/pseudonymisation of Personal Information in user inputs; access controls to restrict access to stored conversation data; the logging of data submission and processing activities for oversight purposes; and data minimisation and retention limits (ensuring that any Personal Information unintentionally collected through the AI Service is not stored for longer than is necessary, and is securely deleted or anonymised without undue delay). These safeguards are designed to maintain privacy by default and by design while enabling the AI Service to function for its intended purpose.