MindMachine Terms and Conditions

About Us
MindMachine Associates Ltd are suppliers of a wide range of technology items, printers and spare parts used in IT: laser toner cartridges, fuser units, maintenance kits, rollers and OPC belt and drum kits. We monitor price and availability on something like 750,000 electronic components although we only list about 30,000 items on this web site. Our staff include engineers with many years experience.

MindMachine Associates Ltd is a company registered in England and Wales, registered number: 02720275.

The registered office and address for correspondence is:
36 Washington Terrace
North Shields
Tyne & Wear
NE30 2HJ
United Kingdom

Email: admin@mindmachine.co.uk
Phone: 0191 417 9295

Our business hours are: Monday to Friday, 9am-5pm

Making A Purchase
To make a purchase, just browse our catalogue and click on the basket for any items that you wish to buy. You can remove items from the basket by selecting the item in the shopping basket list and clicking “update”.

After you have finished your selection, click on “Checkout” and you will be asked for a few details that we need to be able to satisfy the order.

It is possible to ship to a different delivery address – select the appropriate check box on the checkout page.

Delivery charges are calculated by the type of goods and the weight. If you are buying from the Highlands and Islands or overseas there might be additional charges which the shopping package we currently use is unable to calculate. You can fill the order in online then contact us by phone and we will manually process the additional charge. (Please see the delivery heading below).

Shipping And Handling


Charges (excl. VAT) are:
HP Paper Feed Repair Kits £4.80 (Royal Mail Signed-For First Class) or £7.50 (Royal Mail Special Delivery – Next Working Day by 1pm)
Toner Cartridges £6.00 (Courier)
All other Printer Spares/Consumables £8.00 (Courier)

We reserve the right to advise customers of other charges where items are heavy or create some other problem.

Courier charges quoted on the website cover the UK mainland excluding Highland and Islands. Extra charges may apply to residents of Northern Ireland, The Republic of Ireland, the Highlands and Islands, Shetland Isles, The Isle of Man and all other offshore regions of the UK not mentioned herein.

The Company reserves the right to charge carriage fees to the buyer in the despatching and returning of goods. Where a courier levies a surcharge for redelivery or change of address at the customer’s request, we will pass on this surcharge to the customer.


We can deliver to Northern Ireland, Highlands & Islands, the Irish Republic, Isle of Man, Jersey and Guernsey. Couriers often charge us extra for this so we have no option but to pass the charges on.

Delivery Schedule
Orders received before 3pm are usually despatched the same working day by Courier or post. The majority of orders will be delivered the following working day, however we are unable to guarantee next day delivery.

If an order is placed over the weekend the order will be despatched on the Monday.

Urgent Deliveries – if you require a timed delivery (Monday-Friday) or Saturday AM please call for delivery charge options.

Whilst every effort is made to keep a delivery date we have to rely on couriers. For legal purposes time of delivery shall not be of the essence. The Company shall not be liable for any consequential loss incurred by the buyer or any other person or company arising directly or indirectly out of any failure to meet any estimated delivery date.

It is not usually in our interest to do so but, unless otherwise agreed, the Company may deliver by instalments. In such case each instalment shall be treated as a separate contract and any delay, default or non-delivery in respect of any instalment by the Company shall not entitle the buyer to cancel the remainder of the contract.

Back Orders
We monitor availability on around 300,000 lines of printer and electronic spares.

We hold stock of many printer rollers directly. The distributors we use hold stock of common fusers and other components. If your item is not in stock you will be advised of this and have the option to cancel your order if you would rather not wait.

Some items are available on a 7-10 day basis. Usually these are items for which there is a low demand that are not held in stock anywhere in the UK at distributors, manufacturers or the logistics centres they use. In most cases manufacturers do deliver within time but we can only rely on what they say.

In some cases parts with a lead time cannot be cancelled or returned once ordered. This is a condition which distributors sometimes apply to us. In some cases the item may be manufactured to order. If this situation applies you will be advised accordingly by email and asked to give your consent before the order proceeds. If you do not consent we will refund any payment.

Tax Charges
Tax Charges. For all UK orders, 20% VAT is included in the cost of the transaction. EU buyers are entitled to exemption from VAT if they advise us of their VAT number. Overseas buyers may be entitled to exemption from VAT if they advise us in advance. The website does not currently cater for this so you will need to contact us by email or phone regarding payment.

Credit Card Security
Credit Card Security is provided by SagePay. We do not hold any customer card details on our website. All payment details are taken on the SagePay server and encrypted by them. We know of no documented cases of credit card fraud using our shopping system over the Internet. All credit card numbers are encrypted in the HTTPS protocol used to carry information and on the server when the order has been placed. They are not held in clear text on any web site. When transactions are made on the web we do not hold your credit card details in written form, nor are any copies made for later retrieval. Where we manually process payments they are entered into SagePay’s online payment portal. Again card details are not retained by us.

The Company extends the manufacturer’s warranty on all products. In the case of complete printers this is normally a year or more. In the case of new spares and parts it is 90 days from date of customer receipt of items (not from date of fitting/installation) unless otherwise stated. Warranty periods on refurbished spares typically varies upwards from 30 days.

In the unlikely event that any item you receive from us is faulty, our goods are supplied with a full manufacturers guarantee.

If you think an item is faulty let us know by email or phone. We find that problems with items like fusers can often be resolved by email or on the phone.

We may ask you to carry out simple checks that will help establish whether goods are faulty. This is done to save you time and the trouble of having machinery in a non-working state whilst parts are swapped.

Should you need to return any items to us please contact us by email at admin@mindmachine.co.uk to obtain a returns number and the address to which goods should be returned. It helps if you can quote the 6 character (MWnnnn) Order Reference which is issued on the order confirmation email for orders placed online, or the 5 character (Innnn or Rnnnn) invoice/receipt number for orders placed by other means.

If your purchase is found to be faulty during the manufacturer’s guarantee period, we will arrange for you to return the item (or the supplier may be able to collect). The product should be returned in its original packaging. We do not normally provide Advanced Warranty Replacements, but we (or the manufacturer acting as our agent) will arrange for a replacement or refund, provided the item is proved faulty on return.

We aim to give good service. If you think an item has given poor service but it is outside the warranty, raise the issue with us. We may be able to take the matter up with the manufacturer and to suggest ways to avoid problems in future.

Couriers try to avoid damaging goods but they work to a deadline in difficult traffic conditions so it is inevitable that some items will get damaged in transit.

Ordinary precautions when receiving a package from a courier are to examine it for signs of damage or tampering and to make such a remark when signing. Couriers are now using tablet computers for signature and give no obvious option to do anything else but please ensure they do not get a signature without a remark on damage.

Let us know by email if a package is damaged and include a picture of the problem for us to forward to the distributors and couriers concerned.

If your purchase is found to be faulty during the manufacturers guarantee period, we will arrange for you to return the item (in some cases the supplier may be able to collect). The product should be returned in its original packaging, together with your receipt. We will arrange for a replacement or refund, provided the item is proved faulty on return. Please see the details in Returns Policy in our Terms & Conditions.

If you receive either an Advanced Warranty Replacement or purchase a replacement item before the ‘faulty’ item has been tested , and the original ‘faulty’ item is proved to be working when fully tested, the original item will be returned to you. You will be liable for payment for the original and the replacement, as we are unable to sell used parts on – we cannot be held responsible for misdiagnosis.

The Company cannot accept any returned goods found to fall into one or more of the following categories:
The goods are in some way physically damaged by the buyer.
The warranty label is found to have been tampered with / torn.
The goods are found not to have been sold to the customer by the Company.
The goods are outside the manufacturer’s warranty limit, (90 day warranty on all NEW printer spare parts, refurbished fusers and maintenance kits)

Unless otherwise stated the items we sell come from manufacturer authorised distributors and we buy and sell them as original. We do not knowingly substitute parts with lesser equivalents without explicitly informing the customer.

Reaching Us
If you need to reach us, please email us at: admin@mindmachine.co.uk, alternatively, you can call on
0191 417 9295. Our business hours are: Monday to Thursday 9am-5.30pm, Friday 9am-5pm. Our trading address is MindMachine Associates Ltd, 36 Washington Terrace, North Shields, Tyne & Wear NE30 2HJ United Kingdom

Our full terms and conditions can be found at https://mindmachine.co.uk/wordpress/aboutus/terms/

Privacy Policy
MindMachine Associates Ltd do not disclose buyers information to others excepting the distribution warehouses and couriers used to complete an order. We do not give or sell any form of information to any other business.

Cookies are used on this shopping site to keep track of the contents of your shopping basket and to store your details if you select the ‘Remember Me’ option. You can turn off cookies within your browser by going to ‘Tools | Internet Options | Privacy’ (in Internet Explorer) and selecting to block cookies. If you turn off cookies, you will be unable to place orders or benefit from the other features that use cookies.

Like many other websites, we also use Google Analytics which uses ‘analytical’ cookies to allow us to recognise and count the number of visitors and see how they navigate around our site. This helps us to improve the way our website works.

What does Google Analytics record?
o What website you came from to get here.
o How long you stay for.
o What kind of computer you’re using.
o And quite a bit more.

However no personally identifying data is included in this type of reporting.

We will never collect sensitive information about you without your consent. We do not record credit card or other personal information – it goes direct to payment service providers such as SagePay. Any information we hold will be accurate and up to date. You can check the information that we hold about you by contacting us by email. If you do find any inaccuracies we will correct or delete it promptly.

Returns Policy
All returns must be made in accordance with the Company’s procedures. Please obtain a Returned Materials Authorisation from us by email. We will tell you where to send the goods and what markings should be on the package.

The Company accepts the responsibility of incorrectly despatched goods (i.e. goods not matching the specification displayed on the order) if notified to, and agreed by, the Company within 3 working days of receipt. The Company agrees to pay the return postage and despatch charges of the correct goods.

The Company does not accept any consequential loss to the customer during this period and offers no compensation for such. The Company accepts no responsibility for any consequential loss or damage caused to the buyer for the receiving of faulty or defective goods.


Private individuals are covered by the consumer contracts regulations:

Right to cancel

You have the right to cancel this contract within 14 days without giving any reason.

The cancellation period will expire after 14 days from the day on which you acquire, or a third party other than the carrier and indicated by you acquires, physical possession of the goods.

To exercise the right to cancel, you must inform us, MindMachine Associates Limited, a company registered in England and Wales with company number 02720275 and whose registered office address is at 36 Washington Terrace, North Shields, Tyne & Wear NE30 2HJ, of your decision to cancel this contract by clear statement (e.g. letter sent by post, fax or e-mail).
You may use the cancellation form https://mindmachine.co.uk/acatalog/CancellationForm.pdf, but it is not obligatory.

To exercise your cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

Effects of cancellation

If you cancel this contract, we will reimburse to you all payments received from you, including the costs of delivery (except for the supplementary costs arising if you choose a type of delivery other than the least expensive type of standard delivery offered by us).
We may make a deduction from the reimbursement for loss in value of any goods supplied, if the loss is the result of unnecessary handling by you.

We will make the reimbursement without undue delay, and not later than:
a) 14 days after the day we receive back from you any goods supplied, or
b) (if earlier) 14 days after the day you provide evidence that you have returned the goods, or
c) if there were no goods supplied, 14 days after the day on which we are informed about your decision to cancel this contract.

We will make the reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of the reimbursement.

We may withhold reimbursement until we have received the goods back or you have supplied evidence of having sent back the goods, whichever is the earliest.
You shall send back the goods or hand them over to us without undue delay and in any event not later than 14 days from the day on which you communicate your cancellation of this contract to us. This deadline is met if you send the goods back before the period of 14 days has expired.
You will have to bear the cost of returning the goods.
You are only liable for any diminished value of the goods resulting from the handling other than what is necessary to establish the nature, characteristics and functioning of the goods.

All parts are sold on the assumption that the customer is a business with the knowledge of the part required and the procedures needed to fit it when ordering.

Except where the buyer is dealing as a consumer (as defined in the unfair contract terms act 1977, section 12) all other warranties, conditions or terms relating to fitness for purpose, merchantability or condition of the goods, whether implied by Statute, Common Law or otherwise are excluded and the buyer warrants that the buyer is satisfied as to the suitability of the goods for the buyers purpose.

It is for buyers to decide whether or not they have the expertise to fit parts such as fusers and printheads. We will endeavour to help if you email or phone for assistance but we cannot judge your fitness to carry out service work. We may be able to advise the name of a nearby engineering concern who can help.

Our suppliers will not accept non-defective returns without making a restocking charge, therefore we are unable to do so. If you return (within seven working days of receipt) items undamaged, unused and with the packaging unopened we will refund the purchase price less a restocking fee (40% of purchase price, or £25.00, whichever is the greater). Shipment charges will not be refunded.

The value of parts like fusers decline significantly when the package is opened. Electronic parts are effectively written off if they are handled by inexperienced people without static precautions. We are unable to accept returns and give a full refund as our trade suppliers do not do this. Customers would not wish to receive other people’s returns when ordering goods from us.

Remittance Terms
We can accept payment by way of Cash, Direct Debit, Bank Transfer, Cheque, Mastercard, Visa,Visa Electron, Maestro,Amex in pounds sterling (UK pounds).
At our discretion we offer 30 day credit terms to organisations in the public sector.