Privacy Policy

Uptown Business Machines is a small office equipment dealer in White Rock, British Columbia. We sell, lease and service copiers, printers and meeting room equipment for businesses across White Rock, Surrey, Langley and Greater Vancouver, and we ship equipment and supplies across Canada.

We collect personal information for one reason, which is to do the work you have asked us to do. We do not sell it, rent it, trade it, or hand it to anyone for their own marketing. We are not in the data business. We are in the printing business.

This statement explains what we collect, why we collect it, who we share it with when we have to, and how you can see it, correct it, or ask us to delete it.

Effective date: August 26, 2026

The short version

• We collect what we need to quote, sell, deliver, service and bill. Nothing beyond that.
• We do not sell, rent or trade your information, and we never pass it to anyone for their own marketing.
• Machines we monitor report page counts, toner levels and error codes. They do not report what you print.
• Our website and store are hosted in Canada. Some of our other suppliers are American, and that is set out below.
• Ask us what we hold about you and we will tell you within 30 days, and correct it or delete it on request.
• Questions about any of this: sales@ubmi.ca or 778-291-2849.

The rest of this page is the detail behind those points, for anyone who wants it.

Who to contact

If you have a question about your information, or you want to see it, correct it or have it removed, contact us:

Uptown Business Machines Inc.
404-1688 152 Street
Surrey, BC V4A 4N2
Email: sales@ubmi.ca
Phone: 778-291-2849

Adam Smith is the person responsible for privacy at Uptown Business Machines. Your message reaches him.

What we collect and why

We collect only what the job requires. In practice that means:

When you visit our website. Standard web log information such as your IP address, browser type and the pages you looked at. This is used to keep the site working and to understand which pages are useful. We do not try to identify individual visitors from it.

When you ask us a question or request a quote. Your name, business name, email address, phone number and whatever you tell us about your printing needs. We use this to answer you, prepare a quote, and follow up. It is stored in our customer relationship system so that a request does not get lost.

When you buy from our online store. Your name, billing and shipping address, email address and phone number, and the details of your order. Payment is processed by Stripe or by Interac e-Transfer through your own bank. We do not see, handle or store your full credit card number at any point. It goes directly to the payment processor.

When you become a service or managed print customer. The above, plus your equipment, its location in your building, your service history, meter readings and billing records. We keep this because it is what makes the service work and because our accounting and tax obligations require it.

When you apply to lease or finance equipment. Financing is provided by a third party leasing company, not by us. The credit information you provide on a lease application goes to that company, and their own privacy policy governs what they do with it. We will tell you who they are before you sign anything.

When you apply for a job with us. Your resume and the information in it, used to consider your application and nothing else.

Monitored equipment, and what it does not see

Many of our managed customers have equipment that reports to us automatically, which is how our Toner AutoPilot supplies service knows to send toner before you run out, and how we know a machine needs attention before you call.

It is worth being clear about what that monitoring actually reads, because people reasonably want to know.

What the equipment reports: page counts, toner and ink levels, maintenance kit life, model and serial number, error and status codes, and the machine’s address on your network.

What it does not report: the content of anything you print, copy, scan or fax. Not the documents, not the file names, not the email addresses on a scan, not the user names of the people printing. We do not see what you print. We see how much you print, and whether the machine is healthy.

The monitoring covers the machine, not your network. It reports on the equipment we manage and nothing else on your system.

We use this information to ship supplies, schedule service, bill your cost per page accurately, and advise you when a machine is the wrong size for the work it is doing. Monitoring is set up with your knowledge when we install or take over the equipment, and you can ask us to turn it off at any time. If you do, supplies and service move back to you calling us.

Who we share information with

We share personal information only where it is needed to deliver what you asked for, and only the part that is needed. Specifically:

• Our distributors, when your order ships. We do not hold stock in a warehouse. Equipment and supplies ship from the distributor to you, so your name, delivery address and phone number go to them for that shipment.
• Our payment processor, to take payment.
• Our accounting system, to invoice you and keep the records the Canada Revenue Agency requires.
• The leasing company you choose, if you are financing equipment.
• Our software providers, who host our email, our customer records and our equipment monitoring on our behalf. They act on our instructions and are not permitted to use your information for their own purposes.
• Where the law requires it, such as a court order or a lawful request from a government authority.

That is the complete list. We do not sell personal information. We do not rent or trade mailing lists. We do not pass your details to other vendors, brokers, or marketing companies. If someone contacts you claiming we referred them, it did not come from us.

Where your information is stored

Our website and our online store are hosted on servers located in Canada.

Some of the other services we rely on, including payment processing, our customer relationship system and our online advertising, are provided by companies based in the United States. Information handled by those services may be stored or processed outside Canada and, while it is there, may be accessible to foreign courts and law enforcement under the laws of that country.

This is normal for a business of our size and there is no practical alternative for most of these tools, but you are entitled to know it rather than find out later.

Email, and how to stop it

If we send you marketing email, it is because you asked us to, you gave us your address in the course of doing business with us, or you enquired about our products. Canada’s anti-spam legislation sets the rules and we follow them.

Every marketing email we send has an unsubscribe link, and we act on it promptly. You can also just reply and tell us to stop, or phone us. You will not have to ask twice.

Unsubscribing from marketing does not stop the emails you actually need, such as order confirmations, service notices, supply shipment notices and invoices. Those are part of the service.

Cookies and advertising

Our website uses cookies to keep your shopping cart working, to remember your preferences, and to measure how the site is used. We also advertise online, and our advertising providers may use cookies to measure whether an ad led to an enquiry.

You can block or delete cookies in your browser settings. Some parts of the store, particularly the cart and checkout, will not work properly without them.

How long we keep information

We keep information only as long as we need it.

Enquiries that do not become business are cleared out of our records once they are no longer live. Customer, service and billing records are kept for as long as you are a customer and then for the period Canadian tax and business records law requires, which is generally seven years. Meter readings and service history are kept for the life of the equipment on contract, because the billing depends on the previous reading.

When information is no longer needed, we delete it or destroy it securely.

Keeping it safe

We protect personal information with the measures you would expect of a business our size. Access is limited to the people who need it to do their work, our systems require passwords and multi factor authentication, and our providers encrypt information in transit and in storage.

No system is perfect and we will not claim ours is. If a breach ever occurred that created a real risk of significant harm to you, we would tell you and we would report it as the law requires.

Seeing your information, and correcting it

You have the right to ask what personal information we hold about you, how we have used it, and who we have given it to. You have the right to have it corrected if it is wrong, and to ask us to delete it where we are not required to keep it.

Ask us, and we will respond within 30 days. There is no charge for a reasonable request. If we cannot give you something, we will tell you why.

You can also withdraw your consent to our use of your information at any time, with reasonable notice. We will explain what that means for any service you are receiving before it takes effect.

If you are not satisfied

Tell us first. Email sales@ubmi.ca or call 778-291-2849 and we will look into it and reply to you in writing.

If we cannot resolve it between us, you can take the matter to the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca, or to the Office of the Privacy Commissioner of Canada at priv.gc.ca. We would rather you gave us the chance to put it right first, but that route is yours to take.

Changes to this statement

We will update this statement when what we do changes. The effective date at the top tells you when it was last revised. Material changes will be noted on this page.