At Direct Mail Systems (DMS) we take the safety of your data seriously. As a trusted supplier in your supply chain you can be assured that your data will be handled responsibly. DMS was formed in 1974 and has many years' experience as a Data Processor. DMS runs to BS EN ISO 9001: 2008 quality assurance standard, BS EN 14001:2004 environmental standard, is a DMA Approved Member, Royal Mail Mailing House Scheme Accredited & a member of the Chamber of Commerce.

We respect the privacy of personal information. Any personal information that is provided to the company will be used solely for the purpose of undertaking the services the client has requested.

How does Direct Mail Systems comply with the GDPR?

• Direct Mail Systems endorses and abides by all legislation and best practice as laid down by the Direct Marketing Association and the government in the handling of client supplied information.
• Direct Mail Systems pledges its intention to meet its obligations and to comply with the requirements of GDPR and the UK Data Protection Act 1998. It is duly registered with the Information Commissioner as a data processor. In doing so, the company will ensure compliance by its staff with the highest standards of security and confidentiality.
• Direct Mail Systems undertakes to hold all information supplied as confidential and not to pass on to any other organisation such data supplied without client approval.
• Direct Mail Systems will respond to any enquiry made concerning data promptly and cooperatively and will notify its client of any such enquiry.
• Data will only be processed only for specified and lawful purposes.
• Data will be kept securely and no longer than necessary.

DMS adhere to stringent processes for ensuring that the above principles are upheld and that our data and our customers data is secure.

How can Direct Mail Systems help you with GDPR compliance?

Keeping your data clean and up to date is important for many reasons, not just for GDPR purposes. Our Data Processing department can help you with:

• Identifying and Removing Duplicate records
• Updating your data address data to match Royal Mail's PAF (Postal Address File)
• Comparing your data to industry suppression lists for
• Gone Aways
• Deceased
• NCOA (National Change of Address)
• MPS (Mailing Preference Service)

GDPR FAQ

What is GDPR?

The European Union's General Data Protection Regulation or GDPR as it is more commonly referred to will came into force from 25th May 2018. The new law is much like the current Data Protection Act but with greater emphasis on compliance and much heavier fines for those that break the rules. Although we are in the process of leaving the EU, compliance with GDPR remains crucial for all UK businesses. If a company fails to comply with the regulation it could face fines of up to £17 million or 4% of global turnover and the company's reputation damaged beyond repair. 

Do I need consent to send Direct Mail campaigns?

You DON'T need consent to send direct mail campaigns, but you DO need consent for digital communications, such as email marketing campaigns. Recital 47 of the GDPR says direct marketing is a legitimate use of personal information. It is important to remember, however other rules also apply for example the Privacy and Electronic Communication Regulations 2003 (PECR). PECR restricts the circumstances in which you can market people and other organisations by phone, text, email or other electronic means. So when sending electronic marketing messages remember - you have to comply with both the data protection law and PECR. You can check the Direct Marketing Checklist and read the Direct Marketing Guidance on the Information Commissioner's Office website to get a fuller picture of how to send marketing without breaking the rules.

Postal marketing can form an important part of any organisation's overall marketing strategy. From simple flyers and response forms to competition entries and interactive CDs, postal campaigns can generate important new leads and business.

However, some postal marketing may be unwanted. If the person or organisation you're targeting asks to be taken off your mailing list, you must comply with their request. There are no exceptions to this rule, and if you fail to comply, they can apply to the courts for an order against you under section 11 of the Data Protection Act.

The Mailing Preference Service (MPS) is a service set up by the direct marketing industry to help people who don't want to receive 'junk mail'. People simply register their details to prevent further mailings, and several direct marketing codes of practice specify that marketers should clean their lists against the MPS file. DMS can run your data against the MPS Suppression file, saving you money, time and resources by not sending material to people who don't wish to receive it.

How can DMS help me with GDPR compliance?

Keeping your data clean and up to date is important for many reasons, not just for GDPR purposes.

Our Data Processing department can help you with: 

• Identifying and Removing Duplicate records
• Updating your data address data to match Royal Mail's PAF (Postal Address File)

Comparing your data to industry suppression lists for:

• Gone aways
• Deceased
• NCOA (National Change of Address)
• MPS (Mailing Preference Service)

Where can I get more information?

The Data & Marketing Association (DMA) has lots of useful information on GDPR. All DMA GDPR links.