Data protection

At ELITE Document Solutions Limited, we are committed to safeguarding personal data and ensuring compliance with all relevant data protection laws, including the UK GDPR. Our approach is underpinned by secure systems, stringent processes, and a focus on transparency.

We ensure that all received document types—emails, digital files, and hard copies—are securely archived within our robust in-house document management system. Emails are automatically stored, digital documents are indexed, and hard copies are scanned and integrated into the system. To maintain compliance, we have implemented automatic retention schedules, ensuring that personal data is retained only for as long as legally required. For instance, invoices are kept for seven years, after which they are permanently deleted. Once archived, all data is encrypted to AES standards and stored securely, with access restricted to authorised personnel.

We provide clear disclaimers on our enquiry forms and email signatures, ensuring that individuals understand and consent to how their data will be handled. We have also tested and refined our ability to respond promptly to subject access requests. By consolidating all personal data into a single, secure location and leveraging intelligent Optical Character Recognition (OCR), we can identify and locate information quickly and accurately. This capability allows us to comply with requests efficiently, whether by providing access, correcting inaccuracies, or securely erasing data.

Our system tracks every interaction with stored data, offering complete audit trails and version control. This ensures accountability and transparency throughout the data lifecycle. If an individual exercises their ‘right to be forgotten,’ we use secure redaction tools to remove their data while preserving the document for legitimate business purposes.

To support our ongoing commitment to data protection, we have appointed a dedicated Data Protection Officer (DPO) who serves as the primary point of contact for all data-related enquiries. For further assistance, please contact our DPO at the details below.

This updated statement reflects our proactive stance on data protection and our dedication to safeguarding the trust of our clients, suppliers, and prospects.