Every year on 28 January, Data Privacy Day highlights the importance of protecting personal and sensitive information. Many organisations focus on cybersecurity, email security and cloud systems, yet often overlook print management systems.
Printers, copiers and multifunction devices process large volumes of data every day. From invoices and contracts to employee records and customer information, print devices handle documents that organisations are legally and ethically required to protect. Understanding data privacy within your print environment is essential for compliance, risk reduction and trust.
This blog explores why data privacy matters in print management, the risks businesses face, and how a Managed Print Service can help protect sensitive information.
Why Print Devices Are a Data Privacy Risk
Modern print devices are no longer simple machines. They store data, connect to networks, integrate with cloud platforms and support scanning, emailing and document workflows. This functionality improves efficiency, but it also introduces risk.
Common data privacy concerns linked to print systems include:
- documents left uncollected on output trays
- unsecured scan-to-email workflows
- stored data on hard drives
- lack of user authentication
- outdated firmware or software
- unmanaged access to devices
If these risks are not addressed, sensitive information can be exposed, leading to data breaches, compliance failures and reputational damage.
The Legal and Compliance Implications
UK organisations have clear responsibilities under data protection legislation, including the UK GDPR. This applies to all personal data, regardless of whether it is stored digitally or printed on paper.
A data breach caused by poor print security can result in:
- regulatory penalties
- investigations
- reputational harm
- loss of customer trust
- operational disruption
For organisations handling high volumes of personal or confidential data, print security must be treated with the same importance as IT security.
How Managed Print Services Improve Data Privacy
A Managed Print Service (MPS) takes a structured, proactive approach to print security. Instead of leaving devices unmanaged, a Managed Print Service actively controls how people access, use and monitor printing.
SOS Group’s Copy • Print • Scan Solutions are designed to support both operational efficiency and data protection.
Key privacy and security features of a Managed Print Service include:
Secure Print Release
Users authenticate at the device before printing documents, which prevents sensitive paperwork from being left unattended and ensures documents only reach the intended person.
User Authentication and Access Control
Print access can be restricted by role, department or individual, reducing unnecessary exposure to confidential data.
Encrypted Scanning and Transmission
Scanned documents are securely transferred to approved destinations, reducing the risk of interception or unauthorised access.
Automatic Firmware and Security Updates
Keeping devices up to date helps close security gaps that could otherwise be exploited.
Audit Trails and Reporting
Usage reporting creates accountability and helps organisations demonstrate compliance if required.
The Risk of Unmanaged Print Environments
Without a Managed Print Service, many organisations rely on default device settings and ad-hoc security measures. This often leads to inconsistent practices across teams and locations.
Common issues include:
- shared access codes
- lack of visibility over who prints what
- devices retained without secure data wiping
- no clear print security policy
These gaps expose organisations to unnecessary risk, particularly when they handle personal or sensitive data.
Secure Disposal and Device End-of-Life Management
Data privacy continues after you replace a printer. Devices store data on internal hard drives, so organisations must handle them securely at end of life.
Managed Print Services include secure decommissioning, removing data in line with compliance requirements and preventing recovery once devices leave your premises.
Supporting a Culture of Privacy Awareness
Technology alone is not enough. Data Privacy Day is also about awareness and responsibility. Print management plays a role in encouraging better habits, such as:
- collecting documents promptly
- avoiding unnecessary printing
- using secure scan destinations
- understanding the importance of authentication
Managed Print Services support these behaviours by making secure practices part of everyday workflows.
Why Data Privacy in Print Matters in 2026
As organisations handle more data and rely on connected devices, the risks associated with unmanaged printing will only increase. Data Privacy Day is a timely reminder that print environments should not be an afterthought.
Investing in secure print management helps organisations:
- protect sensitive information
- meet compliance obligations
- reduce the risk of data breaches
- build trust with customers and partners
- operate more responsibly
Data privacy extends beyond servers and software. Printers, copiers and document workflows handle sensitive information every day. Without the right controls, print environments can become a weak point in an otherwise secure organisation.
A Managed Print Service provides the structure, visibility and security needed to protect sensitive data and support compliance. On Data Privacy Day, and every day, SOS Group helps organisations take a more secure, responsible approach to print management.
If you’d like to review your print security or learn more about Managed Print Services, our team is here to help.
