Handling Your Data Safely

Experts at sourcing, cleansing and processing data to ensure its mail ready.

The starting point to any successful mailing campaign is good data. Our expert data processing department can work with your data, to ensure it is as clean as possible or supply you with a clean targeted list that best meets your specification.

Data Security

WDM is certified to the international standard for information security — ISO 27001. We follow the standard to ensure your data is securely transferred to, stored on, processed within, and deleted from our systems. We are also registered as data processors with the Information Commissioners Office.

Data Supply

WDM has decades of experience working with B2B and B2C data supply companies. We can work with you to create the right customer profile for your marketing message, and then source the data on your behalf from the most suitable supplier. If you would rather source your own data, we can still offer a consultation service to help identify the correct targets.

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Address Enhancement

Any data file we receive will be checked and enhanced if required as part of our standard service. This includes correcting the case, removing punctuation, splitting address lines, correcting postcode format, and identifying overseas addresses. This makes your mail piece look more professional and ensures that we can always achieve the maximum postage discounts by working with clean addresses.

Data Processing

We are specialists in complex data manipulation — our motto is “Embrace the Complex”. We frequently work to an exact data brief and regularly offer recommendations too. The level of complexity can vary hugely on a per client basis but the most common services we provide are:

Deduplication

A basic dedupe could be to ensure only one mail piece is received per person or per residence. Deduplication can get complicated very quickly, for example, when you are working with several different fields other than the address, and possibly across multiple data files.

Mailsortation

We have all the right knowledge and software to sort data files to achieve the cheapest postage prices available from all the major suppliers. Find our postage service offers online.

Response Handling and Data Capture

When collecting data from your mailing list through surveys, vouchers or coupons, you can use our PO Box address so we receive the mail directly or you can deliver to us in bulk. We can help design your forms so that they can be scanned, and the data captured automatically using OCR technology. We can also capture hand-written responses and use barcodes to match the response to the sender from the original data file.

PDF Generation and Archiving

If it is a requirement, or even just desirable, to keep a PDF record of every mail piece sent, we can create individual or large indexed PDFs, using any naming convention and securely store or transfer back to the client.

What Makes Us Different

ISO 27001 certification

Audited data security processes. It’s a big deal in our industry, As we handle sensitive data, we must be able to prove that it is safe with us.

Bespoke management system

Our cloud-based system controls every aspect of the business. Clients can securely connect and login to view their entire estimate and job history, upload data files and artwork, view and approve proofs and see real time stock lists.

Automation

Any repetitive process is worth automating, as it reduces the time spent and ensures accuracy. We strive to automate as much as possible, but we always include a human eye check from an expert data processor.

Request a quote today

Complete the form and one of our mail and print experts will be in touch with your quote.






Meet Jon, our data expert

Our people are the difference: Technical Director Jon has over 15 years’ experience at WDM.

Jon is obsessive about the finer details of data processing. He has created a detailed data processing procedure that includes additional data enhancement as standard. Cleaner addresses and removing bad data creates savings and leads to a better final mail piece. This ethos is practiced across the entire business, allowing us to deliver a tailored, attentive solution.

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Latest Case Studies

Handling your data in a safe way as part of our end-to-end service means that we are confident we can meet your requirements.

Data Handling FAQs

How can I transfer my data securely?

As a minimum requirement, every file should be password protected and the file and password supplied separately. WDM has a bespoke management system, which automatically creates a document library for each job where data files can be uploaded to. It is accessed through a secure https web connection and requires user authentication. We also have an SFTP server and can create client accounts upon request.

How long will you hold my data for?

Our data policy states that we will store data files until the end of the month after the mailing was released. This is to ensure that we can answer any queries from the client that may arise during this time. We can alter the data retention period per client or per job before our systems automatically perform the deletion.

How does GDPR affect mailing?

The regulations for mail are slightly more relaxed than for digital marketing. You can choose whether to send your mail with consent from your mailing list or under Legitimate Interest. Please see our page on GDPR for more details.

Get a quote today, call 0191 487 5148 or email info@wdmonline.co.uk