Data Protection

(ICO Registered)

Security Measures

Confidentiality is an essential cog in the Hybrid Mail Solutions machine. When you send a letter to us a number of steps are taken to ensure 100% discretion. Firstly, it is securely encrypted to a 256bit standard algorithm and submitted via http connection to our production centre. Upon receiving your document, enhanced optical markings are applied that are unique to you as a customer. This enables you to fully track your document until it reaches the postal network. We can provide reports daily, weekly or monthly with the number of documents been sent, to whom and by what user.

We notify you daily of any returns we receive and we place them in a securely locked console. They are then shredded by an on-site confidential document destruction company. We are issued with a Certificate of Destruction every time the console has shredded. Ensuring our environmental image, shredded material goes directly to recycling facilities where they are baled and delivered to recycling mills, returning to the marketplace as items like recycled household paper.



Hybrid Mail Solutions fully complies with the Data Protection Act 1998.         

1. Personal data shall be processed fairly and lawfully and, in particular, shall not be processed unless (a) at least one of the conditions in Schedule 2 is met, and (b) in the case of sensitive personal data, at least one of the conditions in Schedule 3 is also met.

2. Personal data shall be obtained only for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes.

3. Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.

4. Personal data shall be accurate and, where necessary, kept up to date.

5. Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

6. Personal data shall be processed in accordance with the rights of data subjects under this Act.

7. Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.

8. Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.