General Data Protection Regulations and SDS

GDPR icon
The SDS Group take data handling and protection very seriously and this is no different when it comes to GDPR.

SDS has already been adhering to the new rules and regulations for the past 20 years as standard. We have produced a new GDPR policy which covers all our responsibilities and procedures and is available to download below. We are proud to highlight our key best practice methods which help towards the SDS Group being fully GDPR Compliant:

Company Ethics

  • SDS only employ permanent members of staff, no temps
  • Every member of staff is required to signa Non-disclosure agreement
  • Where applicable staff are all CRB checked
  • All work carried out in the UK – scanning & processing (nothing outsourced)
  • Each job/client assigned a project manager as first point of contact
  • If an employee has a link to a client or the project where sensitive data is being handled they will not be authorised to work on the project or have access to any of the files
  • Pay our employees the living wage not the minimum wage

Physical Data Storage

  • Physical documents stored in secure temperature-controlled conditions with CCTV
  • Controlled access for authorised personnel
  • Archive document insurance
  • Shredding is outsourced on request using an approved onsite shredding company with appropriate certification provided

Electronic Data Storage

  • SDS regularly tests for Security, Data Integrity, Performance, Control & Audit, Back-up & Resilience and Risk
  • All sensitive data held behind an SSL certificate
  • Robust backup and recovery systems in place
  • Data stored in appropriate cloud-based servers i.e. UK sensitive data only stored on UK servers
  • Sensitive data being transferred via strict password controlled (client approved) SFTP or on encrypted USB or External HDDs
  • Confirmation of file deletion supplied on request

Physical Collection & Return

  • Collections only made by permanent SDS employees
  • Collection are remotely tracked
  • Box Tracking available
  • If required two company personnel will attend the collection, ensuring someone always remains with the archive
  • Mobile phones with 3 different network providers carried at all times to ensure a signal can be obtained