Privacy Policy

PrintLease Manager is a printer lease management platform, available as a web application and a mobile app, used by leasing staff and client institutions to track printers, meter readings, toner requests, toner stock, and billing.

This policy explains what information we collect when you use PrintLease Manager, how we use it, and the choices you have.

Account information: your name, email address, role, assigned institution, account status, and a securely hashed password. Accounts are created by an administrator; there is no public sign-up.

Operational data you submit: printer details, meter readings, status-page photos or PDFs, toner requests, and related notes.

Usage and security data: sign-in times, API access tokens issued to the mobile app, and standard server logs (such as IP address and browser or device type) used to keep the service secure.

Camera and photo library: used only when you choose to photograph or attach a printer status page for a meter reading.

Fingerprint / Face ID: used only to unlock the app on your device. Biometric data is handled entirely by your device's operating system and is never sent to us.

PIN lock: your app PIN is stored on your device only, in secure storage.

Internet: required to communicate with the PrintLease Manager server.

To authenticate you and apply the permissions of your role.

To record printer usage, calculate monthly volumes, manage toner requests and stock, and produce usage and billing reports.

To keep the service secure, diagnose problems, and enforce minimum mobile app versions.

We do not sell your personal information and we do not use it for advertising.

When you upload a printer status page for automatic counter extraction, the image or PDF is sent to Google's Gemini API to read the meter values. Only the uploaded document is sent — not your account details.

Apart from this and our hosting infrastructure, we do not share your information with third parties, except where required by law.

Meter readings, toner requests, and reports are retained for as long as they are needed for lease billing, auditing, and contractual purposes. Account information is kept while your account is active and may be retained afterwards where required for record-keeping.

Passwords are hashed, traffic is protected in transit, mobile sessions use revocable access tokens, and access to data is restricted by role-based permissions. No method of transmission or storage is completely secure, but we work to protect your information.

You may request access to, correction of, or deletion of your personal information by contacting your administrator or us using the details below. Some records may need to be kept for billing or legal reasons.

We may update this policy from time to time. The latest version will always be available at this page, with the date of the last update shown above.

If you have questions about this privacy policy or your data, please contact your PrintLease Manager administrator.