Policies
We want you to feel confident when using our services. The policies below explain how we handle your data, process orders, manage returns, and meet our legal obligations. They’re here to help you understand what you can expect from us and what we ask of you.
Terms and Conditions
Graphic Arts Group: Terms and Conditions
Effective Date: Monday 3 November 2025
These Terms and Conditions (“Terms”) govern all contracts, services, and supply of products between Graphic Arts Group, its divisions, subsidiaries, and associated companies (“The Group,” “We,” “Us,” or “Our”), and the Customer (“The Client” or “You”). By placing an order or accepting a quote, You agree to be bound by these Terms, which reflect our commitment to delivering accuracy and consistency (We Get Things Right).
1. Basis of Contract and Orders
1.1. Contract Formation: A binding contract is formed when the Group issues written acceptance (whether via email, formal contract, or order confirmation) of a quotation or purchase order submitted by the Client.
1.2. Reliance: The Client acknowledges that it has not relied on any statement, promise, or representation made or given by or on behalf of the Group which is not set out in the Contract.
1.3. Accuracy of Brief: The Client is solely responsible for ensuring the accuracy and completeness of all design specifications, artwork, and data provided to the Group. We are not liable for errors arising from inaccurate Client-supplied materials.
2. Pricing and Payment
2.1. Pricing: All pricing is valid for thirty (30) days from the date of the quotation unless otherwise stated. The Group reserves the right to adjust pricing following any changes to the Client’s specification or due to fluctuations in material costs or currency exchange rates.
2.2. Payment Terms: For Clients without pre-approved credit facilities, full payment is required prior to the commencement of work. For Clients with approved credit accounts, payment shall be made in full within thirty (30) days of the date of invoice. Time for payment shall be of the essence.
2.3. Late Payment: The Group reserves the right to charge statutory interest on overdue sums pursuant to the Late Payment of Commercial Debts (Interest) Act 1998.
2.4. Deposits: The Group may require a non-refundable deposit (typically 50%) for large or custom projects before commencing work.
3. Delivery, Installation, and Risk
3.1. Delivery: Delivery dates are estimates only. The Group shall use all reasonable endeavours to meet agreed timelines, reflecting our promise of reliability, but time is not guaranteed unless expressly agreed otherwise.
3.2. Risk: Risk in the Products shall pass to the Client upon delivery (whether collected by the Client or delivered to the Client’s site).
3.3. Installation Services (Graphic Signs & Merit Display): Where installation is included, the Client must ensure the site is safe, accessible, and prepared according to any pre-agreed specifications. Delays caused by site unpreparedness may incur additional charges.
4. Quality, Defects, and Warranties
4.1. Warranties (Branding Added): Backed by our technical expertise, the Group warrants that, upon delivery, the Products shall conform in all material respects with the agreed specification and be free from material defects in materials and workmanship.
4.2. Defect Notification: The Client must inspect the Products immediately upon receipt and notify the Group in writing of any claim relating to damaged, defective, or incorrect Products within seven (7) days of delivery. Failure to notify within this period constitutes acceptance of the Products.
4.3. Remedy: Where a claim is upheld, the Group’s liability shall be limited to either repairing, replacing the defective Product, or crediting the price of the defective Product at its sole discretion.
5. Intellectual Property and Indemnity
5.1. Client IP: The Client warrants that all materials, artwork, and specifications provided to the Group do not infringe the Intellectual Property Rights (IPR) of any third party. The Client agrees to indemnify the Group fully against any and all claims, costs, and expenses arising from any third-party IPR infringement claim related to the Client’s materials. 5.2. Group IP: All IPR created by the Group during the project (excluding the Client’s pre-existing artwork) remains the property of the Group unless otherwise agreed in writing.
6. Limitation of Liability
6.1. Exclusion: The Group shall not be liable to the Client, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, or any indirect or consequential loss arising under or in connection with the Contract.
6.2. Total Liability: The Group’s total liability to the Client in respect of all other losses arising under or in connection with the Contract shall not exceed the total price paid by the Client for the Products or services under that specific Contract.
7. Cancellation and Suspension
7.1. Cancellation Charge: If the Client cancels an order after the Contract is formed but before delivery, the Client shall be liable to pay the Group for all costs and expenses incurred up to the date of cancellation, including material acquisition, labor, and design work, subject to a minimum charge of 25% of the total Contract price.
7.2. Suspension: If the Client suspends work for more than 30 days, the Group reserves the right to charge for the value of the work already completed and materials procured.
8. Termination
8.1. Grounds: Either party may terminate the Contract immediately by written notice if the other party commits a material breach of the Terms which is incapable of remedy, or if the other party is subject to insolvency, winding-up, or similar events.
9. Governing Law
9.1. These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the law of England and Wales.
Privacy Notice
Graphic Arts Group: Trustworthy and Transparent Data Handling
This policy applies to all Graphic Arts Group divisional websites and brands, including Graphic Arts, Graphic Signs, Merit Display, and Providoré, wherever this policy is published or linked to. References to “we”, “us”, or “our” throughout this policy refer to Graphic Arts (Coventry) Ltd. and its trading divisions collectively, regardless of which divisional website you are visiting.
The Graphic Arts Group is committed to protecting the privacy and security of your personal data. This policy explains how we collect, use, and protect your information, in line with the UK General Data Protection Regulation (UK GDPR), upholding our commitment to being a reliable partner and putting the Customer First.
1. Who We Are (Data Controller) – The data controller is Graphic Arts Group Ltd., which operates the following divisional brands and websites: Graphic Arts, Graphic Signs, Merit Display, and Providoré. This single policy governs data processing across all these websites; you do not need to consult separate policies per division.
2. Data We Collect and Why – As a B2B service provider, we primarily collect professional and operational data necessary for the performance of our contracts.
Data Type – Identity Data (Name, job title, company name)
Purpose of Collection – To communicate with you regarding quotes and service provision.
Lawful Basis for Processing (UK GDPR) – Legitimate Interest (Managing the B2B relationship)
Retention Period – Retained for the duration of the business relationship plus two years.
Data Type – Contact Data
Purpose of Collection – To fulfil our contractual obligations, manage delivery, and invoicing.
Lawful Basis for Processing (UK GDPR) – Performance of a Contract.
Retention Period – Retained for the duration of the business relationship plus two years.
Data Type – Technical Data (IP address, browser type, geographical location)
Purpose of Collection – To maintain and secure our websites, and to diagnose technical issues.
Lawful Basis for Processing (UK GDPR) – Legitimate Interest (Ensuring the security and functionality of our systems).
Retention Period – Retained for 12 months.
Data Type – Financial Data (Payment history, invoicing details)
Purpose of Collection – For processing payments and managing our financial accounts.
Lawful Basis for Processing (UK GDPR) – Legal Obligation and Performance of a Contract.
Retention Period – Retained for six years (HMRC requirement).
3. Data Sharing and Security – We will only share your personal data when legally required, or when necessary to fulfil our contract with you (e.g., sharing delivery details with a trusted logistics partner).
We do not sell your personal data to third parties for marketing purposes.
We use appropriate technical and organisational measures, including encryption, to protect your data against accidental loss, unauthorised access, or disclosure.
For details of the cookies and similar technologies we use, please see our separate Cookie Policy.
4. International Transfers – We primarily store and process data within the UK. Where we use third-party service providers (such as cloud hosted software platforms) that may process data outside the UK, we ensure appropriate safeguards are in place, such as the UK’s international data transfer agreements or adequacy regulations.
5. Data Protection Officer – We are not required to appoint a Data Protection Officer under UK GDPR. Any questions regarding data protection should be directed to our Data Protection Lead (see Section 8).
6. Your Rights Under UK GDPR – You have several rights regarding your personal data, including the right to:
• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your data (the ‘right to be forgotten’) where there is no legal reason for us to continue processing it.
• Restriction: Request that we limit how we use your data in certain circumstances.
• Portability: Request a copy of your data in a structured, machine-readable format to transfer to another provider.
• Object to Processing: Object to processing based on our legitimate interests or for direct marketing.
To exercise any of these rights, please contact the Data Protection Lead using the details below.
7. Complaints – If you have concerns about how we handle your personal data, you can contact our Data Protection Lead in the first instance. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator: ico.org.uk, helpline 0303 123 1113.
8. Contact Information – If you have any questions about this notice or our data practices, please contact: Data Protection Lead, stuart.jenkin@graphicartsgroup.co.uk | 024 7667 34155 | Graphic Arts Group, Welcome House, Falkland Close, Coventry, CV4 8AU
Cookie Policy
Effective Date – Monday 10 August 2026
Company Name – Graphic Arts (Coventry) Ltd
Website – graphicartsgroup.co.uk and associated group sites
Contact Email – hello@graphicartsgroup.co.uk
Company Address – Welcome House, Falkland Close, Coventry, CV4 8AU
At Graphic Arts Group (“we,” “us,” or “our”), we use cookies and similar technologies on our website to help it function properly, understand how visitors use it, and support our marketing. This Cookie Policy explains what cookies we use, why, and how you can manage your preferences, in line with UK GDPR and the Privacy and Electronic Communications Regulations (PECR).
1. What Are Cookies – Cookies are small text files placed on your device when you visit our website. They help us recognise your browser, remember your preferences, and understand how the site is used.
2. Cookies We Use
Tool – Google Analytics 4 (via Google Tag Manager)
Purpose – Measures site traffic, page views, and key actions (e.g. quote requests, add to basket, purchases)
Category – Analytics
Tool – Google Ads
Purpose – Tracks conversions and enables retargeting/remarketing through Google Ads campaigns
Category – Advertising
Tool – Microsoft Ads (Bing) Pixel
Purpose – Tracks conversions and enables retargeting on Bing/Microsoft properties
Category – Advertising
Tool – LinkedIn Insight Tag
Purpose – Tracks conversions and enables ad targeting/retargeting on LinkedIn
Category – Advertising
Tool – Cookie Consent Management Platform (CMP)
Purpose – Records and stores your cookie preferences
Category – Strictly Necessary
Analytics and advertising cookies are only set with your consent. Strictly necessary cookies (such as the CMP itself) are required for the site to function and don’t need consent.
3. Purpose and Legal Basis
Data Type – Analytics data (GA4)
Purpose – Understand site usage and improve the website
Legal Basis – Consent
Data Type – Advertising cookies (Google Ads, Microsoft Ads, LinkedIn)
Purpose – Show relevant ads and measure ad performance
Legal Basis – Consent
Data Type – Consent preference records
Purpose – Remember your cookie choices
Legal Basis – Strictly necessary
Cookies are used to optimise the site’s performance and deliver more relevant advertising. Non-essential cookies are only active once you’ve given consent.
4. Data Sharing – Cookie data may be shared with the third parties listed above (Google, Microsoft, LinkedIn) for the purposes of analytics and advertising. These providers may process data outside the UK/EEA, including in the United States, under appropriate safeguards such as Standard Contractual Clauses or equivalent frameworks.
5. Data Retention – Cookie and consent data is retained only as long as necessary for the purposes above, or until you withdraw consent, whichever is sooner.
6. Your Rights and Choices – You can accept, reject, or customise cookies when you first visit the site via the consent banner, and change your preferences at any time by clicking “Manage Cookie Settings” in the site footer. Withdrawing consent won’t affect the lawfulness of any processing carried out before you withdrew it.
Under UK GDPR, you also have the right to access, correct, or request deletion of your personal data, and to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk / Tel: +44 303 123 1113.
7. Contact Us – If you have questions about this Cookie Policy, please contact us at hello@graphicartsgroup.co.uk
Website Accessibility Statement
Website Accessibility Statement
Graphic Arts Group: Committed to Customer First Access
The Graphic Arts Group is committed to ensuring digital accessibility for people with disabilities. We are continually improving the user experience for everyone and applying the relevant accessibility standards. This reflects our value: Customer First – We Make it Easy for Clients.
1. Compliance Status
The Group is committed to achieving and maintaining conformance with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, an internationally recognised standard for web accessibility.
We believe that our current websites substantially conform to this standard, though we recognise that accessibility is an ongoing effort.
2. Our Commitment to Accessibility
Our approach to accessibility focuses on the following key areas:
- Design and Structure: We aim for clear, logical, and easy-to-navigate layouts that function consistently across different devices and screen sizes.
- Alternative Text: All non-decorative images are provided with appropriate alternative text (alt text) to ensure screen readers can convey the content to users.
- Keyboard Navigation: All functionalities on our sites can be accessed and operated using only a keyboard.
- Readability: We use clear, sans-serif fonts and maintain high contrast between text and background colours to assist users with visual impairments.
- Compatibility: Our websites are designed to be compatible with popular screen readers, including NVDA and JAWS, and the latest versions of major web browsers (Chrome, Firefox, Edge, and Safari).
3. Feedback and Reporting Issues
We are always looking for ways to improve the accessibility of our websites. If you have any difficulties accessing any part of our website or notice an accessibility issue, please let us know.
Contact Details for Accessibility Issues:
We commit to responding to your feedback within five working days and taking appropriate action to address the issue.
- Email: marketing@graphicartsgroup.co.uk
- Phone: 024 7667 3415
4. Technical Specifications
Accessibility of the Graphic Arts Group websites relies on the following technologies to work with the particular combination of web browser and any assistive technologies or plugins installed on your computer:
- HTML
- WAI-ARIA
- CSS
- JavaScript
These technologies are relied upon for conformance with the accessibility standards used.
Corporate Social Responsibility (CSR) and Sustainability Policy
Corporate Social Responsibility (CSR) and Sustainability Policy
Graphic Arts Group: Technical Excellence with Social Responsibility
As the Graphic Arts Group, we believe that achieving technical excellence must go hand-in-hand with our social and environmental responsibilities. Our CSR policy is integrated across our divisions – Graphic Arts, Graphic Signs, Merit Displays, and Providoré – and reflects our core value to be a reliable partner to our staff, clients, and the wider community.
1. Our Commitment to Our People
We are committed to creating a safe, inclusive, and rewarding workplace, ensuring that we are an employer of choice in the industry.
- Fair Employment: We provide fair wages, clear working contracts, and follow all employment laws regarding working hours, holidays, and benefits.
- Health and Safety: We maintain stringent health and safety standards across all our manufacturing and office locations to provide a safe and healthy working environment for all employees and visitors.
- Diversity and Inclusion: We promote a culture of respect and zero tolerance for discrimination, harassment, or bullying based on gender, race, religion, disability, or any other characteristic.
- Training and Development: We invest in our employees’ skills, reflecting our commitment to technical expertise, ensuring they have the tools and knowledge to consistently deliver quality solutions.
2. Our Commitment to the Planet
We recognise the environmental impact of print, signage, and merchandise manufacturing. We are committed to minimising our ecological footprint by constantly seeking sustainable alternatives, reflecting our We Find Solutions attitude.
- Waste Reduction: We implement robust recycling programmes in our production facilities, focusing on diverting waste from landfill and reducing material consumption through process optimisation.
- Sustainable Materials: We prioritise the use of sustainable, recycled, or responsibly sourced materials (e.g., FSC certified paper, recycled display materials, ethical merchandise) wherever technically feasible for our clients’ projects.
- Energy Efficiency: We actively seek to reduce energy consumption in our facilities and logistics operations, using efficient technology and promoting responsible energy use among staff.
3. Our Commitment to the Community
We aim to make a positive impact on the communities where we operate.
- Local Engagement: We support local charities and community initiatives through corporate giving, matched employee donations, and providing time for volunteering.
- Ethical Sourcing: We maintain a responsible and ethical supply chain, working with suppliers who adhere to similar high standards for labour, ethics, and environmental performance.
4. Governance and Accountability
Our CSR performance is regularly reviewed by our senior leadership team to ensure continuous improvement and full compliance with relevant UK legislation. We are committed to open communication and transparency regarding our CSR targets and achievements.
Environmental Policy Statement
Environmental Policy Statement
Graphic Arts Group: Technical Excellence in Sustainable Production
The Graphic Arts Group is committed to minimising the environmental impact of its operations across all divisions: Graphic Arts, Graphic Signs, Merit Displays, and Providoré. Our policy is to lead the market by applying our technical expertise and problem-solving attitude to implement effective environmental management and achieve continuous improvement.
1. Our Principles and Commitment
We are dedicated to preventing pollution and complying with all relevant environmental legislation, regulations, and authorised codes of practice in the UK.
- Continuous Improvement: We maintain an Environmental Management System (EMS) designed to set and review measurable environmental objectives and targets, driving sustained performance enhancement.
- Life Cycle Thinking: We consider the environmental impact of our products and services throughout their entire life cycle, from raw material sourcing and procurement to manufacturing, use, and end-of-life disposal.
- Stakeholder Engagement: We actively promote environmental responsibility among our employees, clients, and suppliers, fostering a culture of shared stewardship.
2. Key Environmental Objectives
Our strategic objectives focus on the most material areas of our operations:
2.1 Materials and Waste Management
We prioritise the reduction, reuse, and recycling of materials used in print, display, and merchandise production.
- Waste Minimisation: We strive to reduce waste to landfill to the lowest practical level by separating all recoverable waste streams (e.g., paper, plastic, metal) for high-quality recycling.
- Responsible Sourcing: We prioritise certified materials such as FSC (Forest Stewardship Council) certified paper and board, and actively seek out recycled or recyclable substrates for signage and display solutions.
2.2 Energy and Resource Efficiency
- Energy Consumption: We monitor and measure energy consumption across all our production and office sites, setting targets for reducing kilowatt-hour usage through efficient machinery deployment and behavioural change programmes.
- Water Management: We use water responsibly and seek to reduce consumption in our manufacturing processes where possible.
2.3 Emissions and Transport
- VOC Reduction: We focus on using low-VOC (Volatile Organic Compound) inks and solvents in our printing operations, moving toward water-based or UV-cured alternatives where technically viable.
- Logistics: We continually optimise our logistics and delivery fleet routes to reduce fuel consumption and associated greenhouse gas emissions.
3. Review and Communication
This Environmental Policy is communicated to all staff, made available to the public, and reviewed annually by senior management to ensure its continued relevance and effectiveness.
Ethical, Anti-Bribery and Governance Policy
Ethical, Anti-Bribery and Governance Policy
Graphic Arts Group: Technical Excellence Built on Integrity
The Graphic Arts Group (the “Group”) is committed to conducting all its business activities with integrity, transparency, and fairness. Our policy reinforces our core values, particularly We Get Things Right (Quality), ensuring that our operations comply with all applicable laws and regulations, including the UK Bribery Act 2010.
1. Scope and Application
This policy applies to all employees, directors, officers, agents, contractors, and any other parties working for or on behalf of the Group, across all its divisions (Graphic Arts, Graphic Signs, Merit Displays, and Providoré).
2. Anti-Bribery and Anti-Corruption
The Group adopts a zero-tolerance approach to bribery and corruption.
- Bribery: Giving, offering, or promising any financial or other advantage to induce or reward improper performance of a function or activity is strictly prohibited.
- Facilitation Payments: Small, unofficial payments made to secure or expedite a routine or necessary action (e.g., permits or customs clearance) are illegal in the UK and are strictly prohibited, regardless of size or local custom.
- Gifts and Hospitality: The giving or receiving of gifts, hospitality, or expenses must be reasonable, proportionate, and justifiable, and must not be intended to influence business decisions. All gifts over a value of £100 (one hundred pounds sterling) must be logged and approved by a senior manager.
3. Conflicts of Interest
All employees and contractors must avoid situations where their personal interests conflict, or appear to conflict, with the interests of the Group. Any potential conflict must be immediately disclosed in writing to the relevant senior manager or department head.
4. Accurate Record Keeping
Integrity in our financial reporting is paramount. All accounting documents, transactions, and business records must accurately and fairly reflect all transactions and dispositions of Group assets. No unrecorded funds or assets shall be established or maintained.
5. Whistleblowing
The Group is committed to ensuring that employees and stakeholders can raise concerns regarding suspected unethical or unlawful behaviour without fear of reprisal.
- We maintain a confidential Whistleblowing Policy (see separate document) to protect those who report genuine concerns in good faith.
- Reports can include concerns about bribery, fraud, financial misconduct, or failure to comply with legal obligations.
6. Review and Compliance
- Due Diligence: We will perform proportionate due diligence on all third parties and business partners to ensure their commitment to ethical conduct aligns with our own.
- Training: Regular training on anti-bribery and ethical standards will be provided to all relevant staff, particularly those in high-risk areas such as procurement and sales.
- Review: The Board of Directors will review this policy annually to ensure its continued suitability, adequacy, and effectiveness.
Modern Slavery and Human Trafficking Statement
Modern Slavery and Human Trafficking Statement
Graphic Arts Group: Steadfast Commitment to Ethical Sourcing
This statement is made pursuant to section 54(1) of the Modern Slavery Act 2015 (UK) and sets out the steps the Graphic Arts Group (including its divisions Graphic Arts, Graphic Signs, Merit Displays, and Providoré) has taken to prevent slavery and human trafficking in its business and supply chains during the financial year ending [Insert Date].
Our commitment reflects our value: We Get Things Right (Quality). We are dedicated to delivering excellence not just in our products, but in our ethical conduct and supply chain integrity.
1. Our Structure and Business
The Graphic Arts Group is a specialist provider of integrated brand activation solutions, including large-format printing, signage, retail display, and promotional merchandise. We operate primarily in the United Kingdom, but our supply chains extend globally, particularly for promotional merchandise and raw materials.
2. Our Policies on Slavery and Human Trafficking
We are firmly committed to ensuring that there is no modern slavery or human trafficking in our supply chains or in any part of our business. Our zero-tolerance approach is communicated through the following key policies:
- Ethical Sourcing Policy (See separate document): Commits us to trading ethically and monitoring suppliers for human rights and labour standards.
- Whistleblowing Policy: Encourages staff, contractors, and other stakeholders to report any wrongdoing, including modern slavery concerns, without fear of retaliation.
- Supplier Code of Conduct: Requires all suppliers to adhere to minimum standards covering fair wages, safe working conditions, the right to join unions, and the prohibition of forced, compulsory, or child labour.
3. Due Diligence and Supply Chain Management
Given the complexity of sourcing, especially in promotional merchandise and raw materials, robust due diligence is essential.
- Supplier Vetting: We prioritise working with suppliers who hold recognised international certifications (e.g., Sedex, WRAP, Fair Trade) demonstrating compliance with ethical and social standards.
- Contractual Obligations: Our standard purchasing contracts explicitly require suppliers to comply with all applicable laws, including the Modern Slavery Act 2015.
- Auditing Programme: We retain the right to audit our primary suppliers. For high-risk or new suppliers, we commission third-party audits or request recent audit reports from recognised bodies.
4. Risk Assessment and Management
We identify and manage risks specific to our sector:
Risk Area | Mitigation Strategy |
Global Sourcing (Merchandise) | Focus purchasing on accredited UK/EU agents who manage global supplier audits. |
Labour Agencies (UK Operations) | Use only reputable, accredited UK recruitment and labour agencies and review their compliance statements annually. |
Tier 2/3 Suppliers | Require direct (Tier 1) suppliers to cascade our Code of Conduct and report on their own due diligence efforts. |
5. Training and Awareness
To ensure a high level of understanding of the risks of modern slavery and human trafficking in our business and supply chains, we provide training to relevant employees, particularly those involved in procurement and supply chain management. This training covers how to identify and respond to potential concerns.
6. Performance Indicators
We measure and review our effectiveness in tackling modern slavery through the following Key Performance Indicators (KPIs):
- The percentage of key suppliers who have acknowledged and signed our Supplier Code of Conduct.
- The number of reported, investigated, and remediated cases related to modern slavery or ethical non-compliance.
- Completion rate of mandatory anti-slavery training by relevant staff.
7. Approval
This statement has been approved by the Board of Directors on [Insert Approval Date] and will be signed by Ralph Jenkin.