Data Protection Policy
1. Purpose
This policy outlines how Digital Mailing Solutions ("DMS", "we", "our", "us") protects and processes personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are committed to safeguarding the privacy and security of all personal data we hold, whether related to our customers, employees, suppliers, or other third parties.
2. Scope
This policy applies to:
All employees and contractors of DMS
All processing of personal data conducted by or on behalf of DMS
All business activities involving the collection, storage, use, and sharing of personal data
3. Definitions
Personal Data: Any information relating to an identified or identifiable individual.
Processing: Any operation performed on personal data, whether by automated means or not.
Data Subject: The individual whose personal data is being processed.
Data Controller: The organisation that determines the purposes and means of processing personal data.
Data Processor: A third party that processes data on behalf of the data controller.
4. Legal Basis for Processing
We only process personal data when we have a legal basis to do so. These may include:
Consent from the data subject
Fulfilment of a contract
Legal obligation
Legitimate interests (where these are not overridden by the rights of the data subject)
5. Principles of Data Protection
DMS adheres to the following principles as required by the UK GDPR:
Lawfulness, Fairness, and Transparency
We process personal data lawfully, fairly and in a transparent manner.
Purpose Limitation
We collect data for specified, explicit and legitimate purposes, and do not process it in ways incompatible with those purposes.
Data Minimisation
We only collect data that is adequate, relevant and limited to what is necessary.
Accuracy
We keep personal data accurate and up to date.
Storage Limitation
We keep personal data only for as long as necessary.
Integrity and Confidentiality
We process data in a way that ensures appropriate security, including protection against unauthorised access or disclosure.
6. Individual Rights
Data subjects have the right to:
Access their personal data
Request rectification or erasure
Restrict or object to processing
Data portability
Withdraw consent at any time (where processing is based on consent)
Lodge a complaint with the Information Commissioner's Office (ICO)
We will respond to any valid request within one month.
7. Data Security
We implement appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure, or destruction. These include:
Secure file storage and access controls
Password protection and encryption where necessary
Regular reviews of our data processing activities
8. Data Sharing
We do not sell personal data. We may share data with trusted third parties such as:
Service providers acting as data processors
Regulatory bodies or legal authorities when required by law
All third parties are subject to appropriate confidentiality and security obligations.
9. Data Retention
We retain personal data only for as long as necessary to fulfil the purpose it was collected for, including for legal, accounting or reporting requirements. Once no longer required, data is securely deleted or anonymised.
10. International Transfers
If we transfer personal data outside the UK, we ensure that appropriate safeguards are in place in accordance with data protection laws, such as:
Adequacy decisions
Standard contractual clauses
11. Data Breaches
In the event of a personal data breach, we will assess the risk to individuals and notify the Information Commissioner's Office within 72 hours if required. We will also inform affected individuals when legally obligated.
12. Responsibilities
Management is responsible for ensuring this policy is implemented and reviewed regularly.
Employees and contractors are expected to understand and comply with this policy and attend training where applicable.
Our Data Protection Contact is responsible for overseeing our data protection practices and responding to any data protection queries.
13. Training and Awareness
All employees receive training on this policy and our data protection responsibilities. Additional training may be provided based on role or function.
14. Contact Us
If you have any questions about this Data Protection Policy or your personal data, please contact us:
View our Privacy Policy here
View our Cookie Policy here
Modern Slavery Statement
Our Commitment
Digital Mailing Solutions Ltd (DMS) is committed to conducting business responsibly, ethically and with integrity.
We recognise our responsibility to help prevent modern slavery and human trafficking within our business and throughout the relationships we have with our suppliers and business partners.
We do not tolerate slavery, forced or compulsory labour, human trafficking, servitude or any other form of exploitation.
About Digital Mailing Solutions
Digital Mailing Solutions provides physical and digital communication solutions to organisations across the UK.
Our services help businesses manage the way they send, receive and process communications, including print and post, digital mailroom services, document creation, digital delivery and communication automation.
Our business works with a range of suppliers, service providers and technology partners to deliver these services to our customers.
Our Approach
We expect the organisations we work with to share our commitment to ethical and responsible business practices.
When working with suppliers and business partners, we aim to maintain relationships with organisations that operate responsibly and comply with applicable employment, labour and human rights legislation.
Where concerns are identified regarding working practices or potential modern slavery risks, DMS will take those concerns seriously and consider appropriate action.
Our Employees
DMS is committed to providing a working environment where employees are treated fairly, respectfully and in accordance with applicable UK employment legislation.
Employees are encouraged to raise concerns about unethical, unlawful or inappropriate behaviour without fear of retaliation.
Our Whistleblowing Policy provides further information on how concerns can be raised within the business.
Our Supply Chain
We recognise that organisations have a responsibility to consider the potential for modern slavery and exploitation within their wider supply chains.
DMS expects its suppliers and business partners to comply with applicable laws relating to modern slavery, human trafficking and employment practices.
We will continue to consider modern slavery risks as part of our approach to supplier relationships and responsible business practices.
Raising a Concern
Anyone who has concerns regarding potential modern slavery, human trafficking or unethical working practices connected with DMS or our supply chain is encouraged to raise them.
Concerns can be raised through our usual contact channels or by emailing uksupport@dms.co.uk
All concerns will be treated seriously and handled appropriately.
Review
DMS is committed to continually reviewing and improving its approach to responsible and ethical business practices.
This statement will be reviewed periodically to ensure it remains appropriate to our business, operations and supply chain.
Digital Mailing Solutions Ltd
Last reviewed: Jan 2026
Whistleblowing Policy
Our Commitment
Digital Mailing Solutions Ltd (DMS) is committed to conducting business with honesty, integrity and accountability.
We encourage employees and others working with DMS to raise genuine concerns about suspected wrongdoing as soon as possible. We want people to feel able to speak up and raise concerns without fear of unfair treatment for doing so.
What is Whistleblowing?
Whistleblowing is the reporting of suspected wrongdoing or malpractice that is considered to be in the public interest.
Concerns may relate to matters such as:
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Criminal activity or suspected fraud
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Failure to comply with a legal obligation
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Miscarriages of justice
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Health and safety risks
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Damage to the environment
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Bribery, corruption or other unethical conduct
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Deliberate concealment of any of the above
Whistleblowing is different from raising a personal workplace grievance. Concerns relating solely to an individual's own employment circumstances would normally be handled through the appropriate internal grievance procedure.
Raising a Concern
Anyone working for or with DMS who becomes aware of suspected wrongdoing is encouraged to raise their concern as soon as possible.
Concerns should be raised through the appropriate internal DMS contact or reporting channel.
Whistleblowing contact:
Brooke Escudier - bescudier@dms.co.uk
When raising a concern, it is helpful to provide as much relevant information as possible. However, a person raising a genuine concern is not expected to investigate the matter themselves or prove that wrongdoing has occurred.
Confidentiality
DMS understands that individuals raising concerns may wish for their identity to remain confidential.
Where confidentiality is requested, we will take reasonable steps to protect the individual's identity, subject to any legal or regulatory requirements and the practical requirements of investigating the concern.
Concerns may also be raised anonymously, although this can sometimes make it more difficult to investigate a matter fully or provide feedback.
Protection for Those Raising Concerns
DMS does not tolerate victimisation, harassment or unfair treatment of anyone who raises a genuine concern.
UK whistleblowing legislation provides legal protection to workers who make certain disclosures in the public interest and meet the requirements for a protected disclosure.
Anyone who believes they have been treated unfairly as a result of raising a whistleblowing concern should report this through the appropriate DMS internal channel.
How Concerns Are Handled
Concerns raised under this policy will be taken seriously and considered appropriately.
Depending on the nature of the concern, further enquiries or an investigation may be required. Where appropriate and possible, the individual who raised the concern may be informed that the matter has been considered, although confidentiality or legal requirements may restrict the information that can be shared.
External Reporting
There may be circumstances where an individual considers it appropriate to raise a concern with an external organisation or regulator.
UK legislation identifies certain organisations and individuals as prescribed persons to whom protected disclosures may be made in appropriate circumstances.
Independent guidance about whistleblowing and protected disclosures is available through GOV.UK, Acas and the whistleblowing charity Protect.
Review
DMS will review this policy periodically to ensure that it remains appropriate and reflects relevant legal requirements and good practice.
Digital Mailing Solutions Ltd
Last reviewed: Jan 20226
Policies & Compliance
Your privacy and trust are important to us. Here you can find our key policies and statements, including our Data Protection Policy, Modern Slavery Statement and Whistleblowing Policy.