Effective Date: July 1st, 2025
Product Name: EcoPrint™
Company Name: The EcoPrint
Contact: (302) 645-7400
This Privacy Policy describes how The EcoPrint (“we,” “us,” or “our”) collects, uses, stores, and protects personal and system-related data in connection with the use of the EcoPrint software (“Software”).
By installing, accessing, or using The EcoPrint, you consent to the data practices described in this policy. If you do not agree with this policy, you must not use the software.
1. Data We Collect
The EcoPrint may collect the following categories of data in the course of normal software operation:
a. User Information
User ID, login credentials (encrypted), PINs, or card numbers
Group or department affiliation (optional, depending on admin configuration)
Role-based permissions and access levels
b. Print Job Metadata
The EcoPrint collects detailed metadata related to print, copy, and scan operations in order to provide accurate tracking, reporting, and auditability of system usage. The following types of data may be captured and logged during normal system operation:
Job Type Identification:
Each recorded user activity is categorized based on its function—such as print, copy, scan, or fax (if applicable). This classification allows system administrators to monitor resource consumption across different types of device usage and helps in applying specific rules or quotas per job type.
Timestamps and Event Logging:
For every user-initiated action, The EcoPrint records precise timestamps indicating when the job was initiated, processed, and completed. This enables chronological auditing, job delay diagnostics, and time-based usage analysis.
User Attribution and Authentication Logs:
Each job is associated with a specific user account, which is authenticated via login credentials, card swipe, PIN entry, or single sign-on methods—depending on how The EcoPrint is configured. The system records which user performed each action to support secure access control, enforce accountability, and generate per-user reports.
Device Identification:
The name, network identifier, and location (if configured) of the device used to perform each job are recorded. This helps administrators determine device-specific usage patterns and troubleshoot issues tied to individual printers or MFPs.
Page Count and Job Metrics:
For every print or copy job, the total number of pages processed—including color vs. grayscale breakdown and media size—is logged. These metrics are crucial for enforcing quotas, calculating costs, and understanding departmental print volume.
Output Format and Processing Options:
When applicable, the output settings selected by the user—such as paper size, are stored to provide a complete operational profile for each task.
Document Titles and File Names:
The EcoPrint may capture the document title or file name of print jobs to enhance auditing and reporting.
c. System Data
In the course of operating EcoPrint, certain system-level and device-related data may be collected to ensure optimal performance, compatibility, and supportability of the software. This includes, but is not limited to:
Printer or Multifunction Printer (MFP) Device Information:
Details such as the make, model, serial number, and manufacturer of connected printing devices. This data is used to identify supported hardware, ensure compatibility, and facilitate embedded terminal deployment.
Device Usage Statistics:
Metrics related to the operational use of each connected device, including total page counts, color vs. mono print volumes, scan and copy usage frequency, toner/ink status, error logs, and device uptime/downtime. These statistics are used to generate reports, monitor device health, and support optimization of the print environment.
IP Addresses and Network Communication Logs:
IP addresses of connected devices and The EcoPrint system components may be logged to facilitate network diagnostics, ensure connectivity, and support device discovery. Basic communication logs (e.g., ping responses, SNMP queries) may be temporarily stored and analyzed for troubleshooting purposes. These logs are used exclusively for service diagnostics and are not retained longer than necessary.
Configuration and Policy Settings:
Settings and preferences defined within The EcoPrint, including user quotas, group-based rules, default print policies authentication methods, and system-level customizations. This information is critical for maintaining system integrity, enforcing organizational policies, and delivering a consistent user experience.
2. Purpose of Data Collection
The data collected by The EcoPrint is utilized solely for legitimate business and operational purposes that support the functionality, security, and efficiency of the print management system within your organization. These purposes include, but are not limited to:
Monitoring and Managing Device Usage (Print, Copy and Scan):
The EcoPrint continuously monitors printing, copying, scanning to provide a transparent and accountable view of how organizational printing resources are being used. This includes real-time device tracking, activity summaries, and historical usage logs. Such data helps in detecting abnormal behavior, ensuring fair access, and reducing excessive or wasteful printing.
Enforcing User Policies, Quotas, and Access Controls:
The system supports the enforcement of customized user- or group-level policies such as print quotas, job routing rules, color restrictions, and authentication requirements. Collected data enables The EcoPrint to verify compliance with these policies and automatically apply usage limits or notify users when thresholds are exceeded. This contributes to cost control and promotes responsible printing behavior.
Auditing and Reporting for Security, Compliance, and Accountability:
The EcoPrint retains detailed logs of user activity and device operations to support internal audits, security investigations, and regulatory compliance requirements. These logs provide a traceable and immutable history of access to print devices and functions, enabling organizations to maintain transparency and demonstrate control over sensitive information workflows.
System Diagnostics, Troubleshooting, and Performance Optimization:
Device and job-related data are used to identify and resolve hardware, software, or network issues that may impact The EcoPrint’s functionality. By analyzing system errors, communication logs, and device status reports, administrators can proactively resolve disruptions, optimize device configurations, and ensure seamless operation of the print environment.
License Management and Operational Integrity:
EcoPrint uses collected system and usage data to validate license entitlements and prevent unauthorized use of the software. This includes enforcement of installation limits, user counts, and embedded terminal deployment restrictions. Accurate data collection ensures that both the vendor and the end-user organization remain in compliance with licensing terms and service-level agreements.
Improving User Experience and System Enhancements:
In some cases, anonymized and aggregated usage data may be analyzed to better understand usage trends, feature adoption, and user interaction patterns. This insight may be used to inform product improvements, optimize performance, and enhance the EcoPrint interface or user workflows.
EcoPrint does not use collected data for advertising or third-party marketing, and all usage remains confined to the operational context of the deploying organization.
3. Data Control and Access
EcoPrint is designed with a privacy-first architecture that prioritizes data sovereignty, administrative control, and internal governance. All data processed by EcoPrint—including user information, job activity logs, device statistics, and configuration settings—is stored locally within the organization’s IT infrastructure, unless explicitly configured for external storage (e.g., cloud-hosted deployments managed by the organization or its authorized service provider).
By default, EcoPrint does not transmit, sync, or share data externally. Remote access to user or system data is only possible:
- With explicit authorization from the organization,
- For the sole purpose of technical support, remote troubleshooting, or software maintenance, and
- Only when initiated and approved by the designated system administrator or IT manager.
All data access within EcoPrint is strictly restricted to individuals with administrative permissions granted by your organization. This access is governed by:
- Your internal IT and security policies,
- Role-based access controls (RBAC) configured within the EcoPrint system,
- Secure authentication protocols to prevent unauthorized access or privilege escalation.
System administrators are responsible for defining user roles, assigning permission levels, and managing access to reporting tools, audit logs, and configuration panels. Sensitive features—such as user data exports, quota adjustments, and policy changes—are further restricted to users with elevated privileges.
To enhance visibility and accountability, The EcoPrint maintains comprehensive access logs, which can be reviewed by IT personnel to audit who accessed specific data, when, and for what purpose.
Ultimately, your organization retains full control over all data stored, accessed, and processed through The EcoPrint. We strongly recommend that all administrative users follow best practices for password management, access control, and IT governance to ensure data integrity and system security.
4. Data Sharing and Third Parties
The EcoPrint is committed to protecting the confidentiality and integrity of all data collected and processed through its platform. As part of this commitment, we ensure that user data is not sold, rented, traded, or shared with unauthorized third parties under any circumstances. The EcoPrint operates strictly within a closed, organization-controlled environment unless specific permissions are granted by the deploying organization.
The EcoPrint may only disclose or share data in the following limited and clearly defined scenarios:
a. Legal and Regulatory Compliance
We may be required to disclose certain information if mandated by applicable laws, legal proceedings, regulatory investigations, court orders, or government authorities. Any such disclosure will be carried out strictly in accordance with legal requirements and limited to the minimum amount of data necessary to comply with the request. The organization will be notified of such disclosure, except where legally prohibited.
b. Authorized Support and Technical Assistance
In cases where technical issues or system malfunctions require escalation to our support team, certain data may be accessed or reviewed only with prior, explicit consent from the customer organization. This access is limited to the duration necessary to diagnose and resolve the issue, and is typically conducted under a non-disclosure agreement (NDA) or service-level agreement (SLA). No support staff may access sensitive information without formal authorization and traceable access logs.
c. Anonymized and Aggregated Data for Product Improvement
The EcoPrint may analyze anonymized, non-identifiable usage statistics to improve the overall functionality, stability, and performance of the software. This includes metrics such as average job sizes, most-used features, device compatibility trends, and configuration preferences. In all such cases:
- The data is stripped of all personal identifiers,
- It cannot be traced back to any specific user or organization, and
- It is used solely for internal product development, research, or quality assurance purposes.
d. Optional Integration with Third-Party Services
If your organization chooses to integrate The EcoPrint with external systems (e.g., directory services, cloud storage, or authentication providers), limited data may be exchanged as required for functionality. Such integrations are always initiated and controlled by your IT team, and The EcoPrint does not share information with these services beyond what is necessary for integration to function.
e. Business Transfers (if applicable)
In the event of a merger, acquisition, or sale of all or a portion of The EcoPrint’s assets, data may be transferred to the acquiring entity. In such an event, we will ensure that the new entity honors the commitments made under this Privacy Policy or provide users with notice and the opportunity to opt out, where required by law.
The EcoPrint does not engage in any form of commercial advertising, behavioral tracking, or third-party analytics involving your user data. All data access and transfers are governed by strict confidentiality protocols, and our practices are regularly reviewed to ensure alignment with international data protection laws and industry standards.
If you require a data processing agreement (DPA), custom NDA, or wish to review a list of authorized support personnel, please contact us at 043 109 100.
5. Security Measures
The EcoPrint is built with a strong commitment to data security, system integrity, and operational reliability. To protect the confidentiality, integrity, and availability of the data it processes, The EcoPrint implements a comprehensive set of administrative, technical, and physical safeguards that align with industry best practices and regulatory standards. These security controls are designed to prevent unauthorized access, detect suspicious activity, and ensure that all interactions with the system are securely authenticated, logged, and governed by strict access policies.
a. Role-Based Access Control (RBAC)
The EcoPrint incorporates a granular role-based access control system that allows administrators to assign specific permissions to users or groups based on their responsibilities. This ensures that only authorized personnel can perform sensitive actions, such as viewing user data, managing devices, adjusting quotas, or exporting reports. Permissions can be customized per role to support principle-of-least-privilege policies.
b. Encrypted Storage of Credentials and Sensitive Data
Passwords are hashed using secure, one-way cryptographic functions with salt to ensure that they cannot be retrieved in plaintext, even by administrators or support staff.
c. Logging, Monitoring, and Audit Trails
All critical system activities—including login attempts, configuration changes, print job executions, and administrative actions—are recorded in detailed, time-stamped audit logs. These logs provide traceability and accountability, supporting security audits, forensic investigations, and compliance reporting. Logs can be configured to retain data for a defined period in accordance with your organization’s policies.
e. Software Integrity and Code Security
The EcoPrint undergoes internal security reviews, patch management, and regular updates to mitigate known vulnerabilities. Software updates are digitally signed and verified before deployment to ensure authenticity and integrity. All components follow secure coding standards to minimize exploitable flaws.
f. Physical and Infrastructure-Level Safeguards
When deployed on-premises, the security of the EcoPrint system also benefits from the physical safeguards of the hosting infrastructure—such as access-controlled server rooms, surveillance, and redundant power and network systems. In virtualized or cloud-hosted environments, organizations are encouraged to follow best practices for firewall configuration, access logging, and system hardening.
Together, these measures ensure that The EcoPrint remains a secure, resilient, and trustworthy platform for managing sensitive document workflows across your organization. Security features can be customized to align with your internal compliance frameworks.
6. Data Retention
The EcoPrint provides flexible and configurable data retention capabilities to align with each organization’s internal policies, regulatory requirements, and operational preferences. The retention of job history, user activity logs, device metrics, configuration changes, and audit trails is fully under the control of the deploying organization and its appointed system administrators.
a. Retention Configuration
The EcoPrint allows administrators to define custom retention periods for various types of data, including:
- Print, scan, and copy job history
- User authentication logs and activity records
- Device usage statistics and status logs
- Administrative actions and system configuration changes
These retention periods can be configured globally or per data category, enabling organizations to balance auditing requirements with data minimization principles.
c. Compliance with Internal and External Policies
Data retention settings in EcoPrint should be configured in accordance with your organization’s:
- Data privacy and security policies
- Industry-specific compliance requirements (e.g., GDPR, HIPAA, ISO 27001, local data protection laws)
- Legal and audit obligations
System administrators are encouraged to regularly review retention settings to ensure they remain compliant with current regulations and best practices.
d. Data Removal Requests
Where applicable under local data protection laws (such as GDPR or UAE PDPL), organizations may respond to valid data erasure requests by manually deleting specific user activity logs. The EcoPrint supports manual log deletion or user data anonymization, subject to administrative authorization.
The EcoPrint does not enforce a fixed data retention policy; instead, it empowers organizations to define and enforce their own data lifecycle rules through a centralized, role-restricted administrative interface. This helps ensure that data is retained only as long as necessary for operational, legal, or regulatory purposes, and no longer.
7. User Rights
The EcoPrint respects the rights of individuals regarding the collection, processing, and use of their personal data. Depending on your organization’s location and the applicable data protection laws (such as the General Data Protection Regulation [GDPR], UAE Federal Data Protection Law, California Consumer Privacy Act [CCPA], or other local legislation), users may be entitled to a range of rights concerning how their data is handled within the EcoPrint environment.
Although The EcoPrint does not maintain direct contact with end users or manage user identities independently, it provides system administrators with tools to help fulfill these rights within the organization’s control.
a. Right of Access
Users may request access to the personal data that has been collected and processed through EcoPrint. This includes data such as:
- Print, scan, or copy job logs associated with the user’s account
- Device usage history
- Authentication timestamps or activity sessions
System administrators can generate reports to fulfill such access requests.
b. Right to Rectification
Users have the right to request correction of inaccurate, outdated, or incomplete personal information stored in the system. For example, if a username, department, or user role is outdated due to organizational changes, it can be updated through the administrative dashboard by authorized personnel.
c. Right to Erasure (“Right to Be Forgotten”)
Where applicable by law or company policy, users may request the deletion of their data from the system. The EcoPrint allows administrators to:
- Delete user profiles (with or without data retention)
- Anonymize historical job records while retaining statistical insights
This functionality ensures compliance with privacy regulations while preserving system integrity.
d. Right to Restrict or Object to Processing
Users may object to specific types of data processing, especially where the processing is not necessary for contractual or legal purposes.
e. Right to Data Portability
In jurisdictions where this applies, users may request a copy of their data in a commonly used format.
f. Right to Lodge a Complaint
If a user believes their data has been mishandled or processed unlawfully, they may have the right to file a complaint with the organization’s Data Protection Officer (DPO) or a relevant supervisory authority in their country or region.
Administrative Handling of User Requests
All user rights requests should be directed to your organization’s designated The EcoPrint system administrator, IT team, or data privacy officer. The EcoPrint does not operate as a data controller and does not maintain direct end-user identity management or communication channels. The responsibility for handling personal data requests rests solely with the organization that has deployed and controls the EcoPrint system.
Administrators may refer to The EcoPrint’s administrative guide or contact vendor support for assistance in fulfilling complex data access or deletion tasks.
8. Changes to This Policy
The EcoPrint team reserves the right to update, modify, or amend this Privacy Policy at any time and for any reason, without prior notice to users. These changes may be made to reflect updates in legal or regulatory requirements, technological advancements, changes in our business practices, or to improve transparency and user understanding.
It is the responsibility of your organization’s system administrators and users to review the Privacy Policy periodically to stay informed about any modifications. Continued use of the EcoPrint software following the publication of any updates or changes to this policy constitutes acceptance and agreement to be bound by the revised terms.
The most current version of this Privacy Policy will always be accessible through the EcoPrint administrator dashboard, user portal, or can be obtained upon direct request from your organization’s designated system administrator or The EcoPrint support team.
In the event of significant changes that materially affect data usage or user rights, we recommend that organizations communicate these updates clearly to all affected users in accordance with applicable laws and internal policies.
9. Contact
For any questions regarding this Privacy Policy, support with The EcoPrint software, or to report a security concern or data privacy issue, please do not hesitate to get in touch with us. Our dedicated team at The EcoPrint is committed to providing timely assistance and ensuring the highest standards of security and customer service.
Contact Details:
The EcoPrint
Email: info@ecoprint.com
Website: www.theecoprint.com
We encourage you to reach out via email for any inquiries related to product usage, data protection, technical support, or compliance matters. Our support team aims to respond promptly to all requests during standard business hours.
For urgent security issues, please indicate the nature of your concern clearly in your communication to help us prioritize the response and resolution process effectively.
