Data Handling Policy

How We Protect Your Print Projects and Customer Data

At Orphans Press, we treat your print files, mailing lists, and business data with strict confidentiality, operating in full compliance with UK GDPR and the Data Protection Act 2018. When you share artwork or contact databases with us, you act as the Data Controller and we act as the Data Processor.

Data Collection and Usage

We process personal data solely to fulfil your specific design, print, or distribution requirements.

Mailing Lists: Customer databases supplied for direct mail or variable data printing are used exclusively for printing, addressing, and dispatching your job.

Artwork & Files: Design files and publications uploaded to our portals are accessed only by production team members assigned to your project.

Data Storage and Secure Retention

We maintain strict retention schedules to ensure data is kept no longer than necessary.

Mailing Data: Direct mail databases are permanently purged from our active systems within 30 days of campaign completion or handover to postal carriers.

Print Artwork: Digital print files and PDFs are stored on access-controlled internal servers to facilitate seamless reorders. They are securely wiped or archived upon request.

Physical Waste: Proofs, test prints, and offcuts containing personal or proprietary data are held in locked premises prior to certified shredding.

Security Protocols

Encrypted Transfers: All data transferred electronically should use our secure file sharing, which uses SSL encryption in transit.

Access Controls: Project files are placed in restricted storage, preventing unauthorised internal access.

Trusted Third Parties: When using external couriers or mailing operators like Royal Mail, we ensure all sub-processors are bound by strict data processing agreements.

Cyber Essentials Certification

To further demonstrate our commitment to data security, Orphans Press holds a Cyber Essentials certification. This UK government-backed scheme verifies that our IT infrastructure and internal systems are protected against the most common cyber threats. This provides you with added peace of mind when sharing sensitive databases and artwork with our team. You can view our active certification on the Blockmark Registry.

Your Rights and Contact Information

You retain full ownership and control over your files. You can request the immediate deletion of mailing lists, historical artwork files, or proof copies at any stage. For data deletion requests or queries regarding our compliance procedures, please contact our team at enquiries@orphans.co.uk.