Printing and posting SEPA correspondence
Purpose and lawful basis for processing
While much of our communication is conducted electronically, it is sometimes necessary to print and post hard copies of documents. Our printing process is outsourced to a third-party contractor, Royal Mail, using their Hybrid Mail service.
The lawful basis we rely on to process your personal data is article 6(1)(e) of the UK GDPR, which allows us to process personal data when this is necessary to perform our public tasks as a regulator.
What we need
To facilitate sending correspondence, it is necessary to provide Royal Mail with personal information. This will depend upon the correspondence to be sent, but may include:
- Name
- Address
- SEPA Account number
- Permit number
- Invoice amount
- Activity type
- Site name
Why we need it
We may need to communicate with you, and may be unable to do so electronically. The documents we may need to post to you could include:
- Routine correspondence
- Invoices
- Statements relating to your account
- Reminder letters
- Ad hoc correspondence
What we do with it
We provide personal information to Royal Mail to enable them to undertake the printing and posting of necessary correspondence and documents on our behalf.
How long we keep it
Royal Mail will only retain your personal information for as long as it is required for the purpose noted above. Thereafter, your data will be confidentially destroyed.
What are your rights?
As an individual, you have certain rights regarding your own personal data.
For more information on your rights, please see ‘Your data protection rights’.
Do we use data processors?
We use Royal Mail, who act as our processor.
Do we share your information?
We share your information with Royal Mail, to enable them to print and post correspondence on our behalf. Information on how they process your data can be found in their Privacy Notice.