Privacy Policy

We fully respect our clients right to privacy when using our services. Here you will find details of our privacy practices and what we do to maintain your right to privacy.

What information do we collect about your business?

We collect information about your company and your clients and we insure that privacy and security is maintained by using only IDSL fully tracked vehicles, badged, approved and vetted staff and our own secure document management and warehousing facility when you access any of our services online, by phone or in writing. We only collect the information we ask from you, that you give us and consent to it being processed for the sole purpose of delivering the services that you require from us.

If you are a registered user and sign in to our website in order to use order forms and/or our secure holding file platforms (FTP Facility) we will:

  • store your form request data until completion of request or for a maximum of 14 days from receipt
  • Upload requested information to your assigned and secure company FTP account for a maximum of 24 hours after which the information will be removed and destroyed. Passwords for access to this system are renewed for every new request and will be sent by secure email to the authorised user and will be valid for 24 hours.

 

How will we use the information we collect?

We process your information for the purpose of providing you with services you have requested from ourselves. This includes some or all of the following:

  • Managing your requests and enquiries that you have submitted to us.
  • Allowing you to utilise the full range of our document management services including Document & Film Scanning, Document storage, Electronic document management & storage, Secure shredding & recycling and Project management consultancy
  • Helping us to know what you need and providing opportunities to give us feedback, so we can tailor and improve our products and services appropriately.
  • Providing you with information about products and services offered or promoted through our corporate brand IDSL that you have opted in to receive.
  • Conducting data and statistical analysis to monitor performance of our services and make improvements.
  • we may disclose the information to a third party where we have a legal obligation to do so. Under no other circumstance will IDSL share with or sell your personal or company information to any other organisation.

 

How do we look after your information?

The information we collect about you and your business is stored on an electronic database on a secure server hosted and maintained by a UK third party and used in different ways depending on the service we are contracted to provide you with:

Secure Shredding & Recycling

IDSL is a fully licensed and approved operator by SEPA

IDSL is a fully registered ICO company

The information we collect about you and your organisation is transported in IDSL tracked vehicles manned by IDSL badged, approved and vetted personnel and stored onsite for a maximum of 24hrs before being securely shredded/destroyed and recycled in accordance with SEPA regulations.

Any boxes that are stored at our secured warehousing area that are tagged for certified destruction on designated dates can only be accessed by badged, approved and vetted IDSL personnel, these boxes will be identified, located and transferred for immediate certified destruction & recycling upon completion of the required paperwork and written authorisation from you.

Secure Term Box Storage

IDSL is a fully registered ICO company

The information we collect about you and your organisation is transported in IDSL tracked vehicles manned by IDSL badged, approved and vetted personnel and stored onsite at our secure warehouse facility for an agreed and contracted period with you.

IDSL do not receive or record lists containing the content of the boxes being delivered only the information required to store the box i.e. company name, box number, and retention/destruction date. Management of the box content remains with you.

All boxes are electronically logged upon arrival by a member of IDSL staff into our electronic storage system and allocated a secure storage location on our racking system within our secured warehousing area which can only be accessed by badged, approved and vetted IDSL personnel.

When you require the return of original documents from a particular box IDSL must receive written authorisation from an authorised employee of yours on our dedicated request email address. Upon receipt of the appropriate authorisation the sealed box will be located and returned but only to your registered address on our system.

Secure Document & Film Scanning Services

IDSL is a fully registered ICO company

The information we collect about you and your organisation is transported in IDSL tracked vehicles manned by IDSL badged, approved and vetted personnel and stored onsite at our secure warehouse facility for an agreed and contracted period with you.

The information we scan and mange for you and your organisation is produced onsite at our secure production facility by IDSL badged, approved and vetted personnel.

All information is produced strictly to the specification agreed with the you in a highly secure environment. Once produced the digital data will then be returned to you in 1 of 3 methods requested by you

1- On a 256-bit encrypted hard drive for upload to their operational systems, encryption codes will be sent to the appropriate authorised person at your offices once written receipt that the hard drive has been safely delivered is received by IDSL.

All digital data files held at IDSL will be retained for 90 days and then deleted unless otherwise authorised by you, all original data will be returned, transferred for certified destruction or term storage as requested and authorised by you.

2- Uploaded to IDSL’s secure FTP site for download by you to your operational servers

3- upload to IDSL’s secure Icloud document management system.

IDSL’s Icloud Electronic data management system (EDMS) is on a secure server hosted and maintained by a UK third party.

When you create a website data management account, your account username (your email address) and password is stored on the website Content Management System (CMS).

All IDSL Icloud systems are fully compliant and allow you to edit and remove digital data files if and when required.

For further information on our web hosted services please see our web hosting data policy and our services terms & conditions.

The principles of the General Data Protection Regulation (GDPR) require us to make sure your data is accurate, kept up-to-date and that we keep it for no longer than is necessary.

To meet these requirements:

  • we will update your data or remove it from our database or website CMS at your request.
  • if you have opted in to get updates on our products or services, any information we send you will include these details.
  • we will remove all your information from our database if there has been no contact with you for 12 months.

 

Web based servers and systems log files

Using our FTP or EDRM web systems will generate log files of your activity. These files do not capture personal information but do capture the user's IP address. We store these log files on a secure server.

We use Google Analytics to analyse these files regularly to monitor website usage and evaluate the effectiveness of our website.

We make no attempt to identify individual users of this website, unless we suspect that unauthorised access to our systems is being attempted. We reserve the right to attempt to identify and track any individual who is reasonably suspected of trying to gain unauthorised access to computer systems or resources operating as part of our web-based services. As a condition of using our web systems, all users give permission for International Digital Solutions Limited to use its access logs to attempt to track users who are reasonably suspected of gaining, or attempting to gain, unauthorised access.

Your rights

Under the General Data Protection Regulation (effective from 25 May 2018), there are a number of new rights relating to Data Protection:

You have the following rights:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

 

You can find more information about these rights on the Information Commissioner’s website.

Access to your information, changes, and complaints

To request a copy of the information that we hold about you, correct any information that is inaccurate, unsubscribe from our services, or withdraw your consent, you can contact us or write to us at:

International Digital Solutions Limited 26 Abercorn Avenue Hillington Park Glasgow G52 4JLE

If you have created a webserver account, you can sign in and edit your profile to update some of your details.

For enquiries about International Digital Solutions Limited (the Data Controller) data protection practices, you can contact Hugh Morell International Digital Solutions Limited Senior Policy, Risk and Data Protection Officer by email at hugh.idsl.org.uk or call on 0141 882 8473.

Should you wish to make a complaint about International Digital Solutions Limited’s collection or use of data, the UK’s independent authority set up to uphold information rights and data privacy for individuals is the Information Commissioner’s Office.Last updated

04/04/2018

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