What is GDPR?

The General Data Protection Regulation (GDPR) is a regulation by which the EU intends to strengthen and unify data protection for all individuals within the European Union.

IBS Office Solutions Ltd’s policies, procedures and processes adhere to the current Data Protection Act (1998) and will align to the GDPR when it takes effect on May 25th 2018. We are committed to high standards of information security, privacy and transparency.

To align with GDPR IBS Office Solutions Ltd have undertaken the following;


Conducted a Personally Identifiable Information (PII) location / format /                             security assessment across all data held and processed by the company and               updated processes to support GDPR


Appointed a Data Protection Controller to oversee new processes and procedures


Briefing all employees on handling data


Updated security on all areas identified by our GDPR audit


Identified areas we can help customers with their GDPR needs in relation to print solutions

The majority of IBS Office Solutions Ltd customers are deemed by the ICO as non “natural persons” therefore we hold no personal data which is applicable under the GDPR. The only data held is on a business to business relationship as defined by the ICO.

For the few instances where our customer is defined by the ICO as “natural persons” these have been identified by our GDPR audit and highlighted for special treatment and will be processed under GDPR regulations.

GDPR Relevant Customers

How do we use your personnel data?

To fulfil our contractual obligations to you for our services.
To monitor our performance and provide the best possible customer experience.
To respond to any query or complaint.

How long do we keep personal data for?

Customer details are retained indefinitely to comply with legal and contractual obligations. Data deemed to be personal is removed upon a customer’s status being logged as inactive.

Where is your personal date held and processed?

All data is held within the United Kingdom or EU.

Your right access over your personal data

You have the right to have access the personal data we hold about you.
Data will be corrected when incorrect or incomplete
You may revoke your consent for any contact from us.
To ask for correction or a copy of your data please contact us.

How can we help with our customers GDPR?

With the arrival of GDPR and the potential fines of 4% of annual worldwide turnover or 20 Million Euros (whichever is higher) it might be worth ensuring the security gaps have been filled within your school or business.

All of our MFP Sharp machines offer a wide range of security solutions that can help towards your GDPR compliance, including state of the art technology and security features built-in to Sharp’s MFP hardware, secure print and document management solutions. This means that we can help you in protecting your information, without putting any extra burden on your team, whatever the size of your school or business.

The MFP that we supply you with may hold data on your customers within the hard drive after usage. As part of our GDPR audit we have implemented a process whereby all hard drives are wiped on return to us. If you require proof of this when the machine is returned we can provide this on request.

If you would like to discuss your print solution needs in the light of the incoming GDPR please contact us on: 01491 411996