Data Protection Policy

How we use personal data

We handle personal data in line with the UK GDPR and the Data Protection Act 2018. This policy applies to staff who handle personal data for Matbaa. We use customer information to manage orders, produce jobs and arrange delivery. Customer details are held in PrintLogic. Artwork and files from completed jobs are stored on our internal network server.

We use personal data only for a defined purpose and with a lawful basis. Staff must keep records accurate and access or share only what they need for their work. The General Manager oversees access to PrintLogic and the job server and arranges for access to be removed when it is no longer needed.

Sharing with suppliers

For delivery, we share the recipient’s name and delivery address with the courier, plus an email address and phone number where needed for delivery updates or contact. When we outsource production, we send the artwork needed to produce the job. Staff must check the recipient and files before sending them. Where a supplier processes personal data on our behalf, we will put appropriate written data protection terms in place.

Keeping records and artwork

We currently retain completed artwork on the job server. The General Manager will set and review retention periods for records and files that contain personal data. We will securely delete or anonymise personal data when it is no longer needed for a justified purpose, taking account of legal and contractual obligations.

Requests and incidents

Send any request about personal data, including requests for access, correction or deletion, to the General Manager promptly. Report any loss, unauthorised access or misdirected file immediately. The General Manager will record and assess incidents, act to contain them and notify the ICO, affected people or the relevant customer where required. The General Manager will ensure requests and notifications are handled within the applicable deadlines.

Approval and review

The Managing Director approves this policy. The General Manager will share it with staff and review it annually and when systems, suppliers or working practices change.