Client data is the lifeblood of Highland Marketing’s business. Client data, being primarily comprised of customer name and address data, is a definite requirement for any type of addressed mailing. As a mail service provider, Highland Marketing recognizes the sensitivity of protecting and keeping client data confidential at all times.
Highland Marketing has adopted Privacy and Confidentiality policies, which are applicable at various levels, depending on client needs and requests.
On most projects, client data files are purged at the completion of the mailing. However, in other instances, where clients have so requested, data can be maintained onsite at Highland Marketing well beyond the point of the mailing.
2. General terms of reference regarding retention of data
The following two statements are included on all Highland Marketing quotations for jobs where client data is entrusted to Highland Marketing:
- All customer data is held in confidence.
- Unless otherwise requested, client data will be purged at the completion of the mailing.
It should be noted that with Addressed Admail, delivery to western addresses has taken up to 4 weeks. In the event that it may become necessary to track specific addresses where delivery issues might arise, Highland Marketing defers purging of data until 6 weeks after the date on which the mailing was deposited.
Once the mailing has been deposited, the files are copied to a general quarantine directory and deleted from all other systems. On the first business day of each week, files that are six weeks old or older are deleted from the quarantine directory.
3. Special considerations regarding retention of data
Highland Marketing provides a variety of data services. As such, client data is frequently maintained and hosted onsite at the request of the client. In such instances, access to such data is restricted to only those personnel requiring access to the data.
4. Encryption of client data prior to electronic transmission
Files are received by Highland Marketing in many different formats. Some data is encrypted whereas other data is not. Levels of security for forwarding data to Highland Marketing is at the discretion of the client.
Wherever possible, data files forwarded to clients will be encrypted with one or more encryption methods. At a minimum, a password protected ZIP file does afford a reasonable measure of security.
5. Degaussing and destruction of diskettes
Diskettes containing mailing lists will be returned to the client at the completion of the mailing at the request of the client. Clients may pick disks up at the office. Optionally, they can be shipped to the client with shipping charges being added to the invoice.
In instances where diskettes are not to be returned, magnetic media is degaussed (i.e. striped of magnetic formats) and then the diskettes are physically destroyed.
6. Destruction of hard drives
Many people are not aware that the information contained in data files can remain indefinitely on computer hard drives long after the associated data files have been deleted. This could cause serious problems if the computers were simply discarded and fell into the wrong hands.
Highland Marketing has adopted the following procedures to ensure that no residual data remains upon disposal of computers or hard drives:
- Prior to disposing of Highland Marketing computers, hard drives are removed and disassembled.
- The disk platter(s) are then removed, degaussed and physically destroyed.
7. Employee Confidentiality Agreement
Privacy and confidentiality is the responsibility of all Highland Marketing employees. To this end, all Highland Marketing employees must sign a confidentiality agreement.
If you are a Highland Marketing customer, we appreciate your business and the confidence that you place in us.
If you are not a Highland Marketing customer, we would welcome the opportunity to get to know you better and discuss our direct mail, direct communication and integrated website development services. Simply give us a call at 1-800-422-1309.