Mercia Image Print Limited
Company GDPR Policy

At Mercia Image Print we aim to follow procedures that aim to ensure that all employees, contractors, partners who have access to any personal data held by or on behalf of the organisation(s), are fully aware of and abide by their duties and responsibilities under the regulation.

Everyone managing and handling personal information at Mercia Image Print understands that they are contractually responsible for following good data protection practice.

We may collect the following information:

  • Name and Job title
  • Contact information including email address
  • Demographic information such as postcode, preferences and interests
  • Other information relevant to customer surveys and/or offers

What we do with the information we gather:

Mercia Image Print may collect and process personal data for a number of purposes relating to our provision of products or services to you, each justified by a GDPR lawful basis for processing.

We require this information to understand your needs and provide you with a better service, particularly for the following reasons:

  • Internal Record Keeping.
  • We may use the information to improve our products and services.
  • We may periodically send promotional emails about new products/services, special offers or other information which we think may be of interest to you, using the email address that you have provided (with your consent).
  • From time to time, we may also use your information to contact you for market research purposes.
  • We may contact you by email, telephone (with your consent) or mail.
  • If you do business with us or express an interest in our products or services, then we will add you to our email communication list. You can opt out of this at any time.
  • We may publish testimonials given by named clients for marketing purposes. We will only do this with explicit consent from our client.  If you have previously given a testimonial, but would no longer like it to be used, please let us know.

Data Principles/Data Retention

Mercia Image Print will process your data fairly and lawfully.

The data will be obtained only for relevant purposes.

The data will be adequate, relevant and not excessive.

The data will not be kept any longer than necessary.

All data will be stored securely.

For accounting, audit and management purposes we are likely to retain data for up to six years relating to any work that we carry out for you.

Data will be retained in our secured backup systems for a while after deletion from our main servers.  This is not readily accessible.

We believe that our GDPR lawful basis for processing such data is one of legitimate interest.

In the unlikely event of a security breach, Mercia Image Print have procedures in place to notify the ICO under the ICO guidelines.

Mercia Image Print are registered with the ICO.

Data Security:

Mercia Image are committed to ensuring that your information is secure.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We aim to retain your data for the minimum time necessary.  All IT equipment that we dispose of is securely wiped or physically destroyed, to make data recovery impossible.  In the unlikely event that we do suffer a breach affecting your data, we will inform you as soon as we are aware of it.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so

Controlling your personal information:

You may choose to restrict the collection or use of your personal information.  If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at

We will never spam you and will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.  We may use your personal information to send you promotional information about third parties which we think you may find interesting, if you tell us that you wish this to happen.

You may request details of personal information which we hold about, if you would like a copy of the information held on you please contact us.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at Mercia Image Limited, The Sidings, Duffield Road Industrial Estate, Little Eaton, Derby, DE21 5EG.  We will promptly correct any information found to be incorrect.

A copy or our privacy policy can be found on our website

A written copy can be provided if required upon request.

Mailing Jobs

When Mercia Image Print undertake the mailing element of a job then the following process will be adhered to in relation to processing your data.

Customer Data is sent to Mercia Image either via email or external device (e.g. USB stick).  One copy of the data will be saved on to Mercia Image’s server which will be used to print the addresses on to the envelopes/mailing.

If the job is for a sorted mailing, Mercia Image will need to upload the data to our external mailing house via a secure link. (A copy of their privacy notice can be provided upon request).  The mailing house will then sort the data and send it back to Mercia Image securely in a password protected file that only Mercia Image will know the password to.

Our mailing house are fully GDPR compliant (A Copy of their privacy notice is available upon request).

After the job has been completed, Mercia Image will only hold onto the data for a maximum of 2 weeks.  If the data was originally sent to Mercia Image via an external device (e.g. USB stick) this will be returned to the client after the job has been completed if requested to do so, otherwise it will be destroyed.