EU data protection

1​ ​Overview

The EU General Data Protection Regulation (GDPR) is the most significant piece of European privacy legislation in the last twenty years. It replaces the 1995 EU Data Protection Directive (European Directive 95/46/EC), strengthening the rights that EU individuals have over their data, and creating a uniform data protection law across Europe. Mailroom Solutions complies with applicable GDPR regulations as a data processor.


​2​ Data description

Typically address data is delivered to Mailroom Assistant systems (Data Processor) by postal operators or corporations (Data Controllers). 

The purpose of processing address data is that postal operators  and corporations must be able to register, sort and deliver mail pieces company- or nationwide, and in order to do this effectively and within regulated time frame, automatic data processing and sorting is required. Because Mailroom Solutions develops and maintains such address recognition solutions , it must have access to data.

Personal data saved in Mailroom Assistant consists of following data items:

  • Name

  • Title

  • Phone number

  • Email address

  • Corporate person ID number

Company address and department details are not considered as personal data.

​3​ Data location

There are basically two types of Mailroom Assistant installations. The location of the saved data depends on the installation type of the system:

​3.1​ Cloud based installation

Mailroom Assistant data is saved in Microsoft Azure Cloud. Mailroom Assistant cloud instances are located in Azure Northern Europe Region and physically in Dublin, Ireland.

​3.2​ ​In-house hosted installation

Mailroom Assistant data is saved in a local server and database infrastructure and managed by the Data Controller in their premises.

4​ ​Breach Notification

In case of data breach, Mailroom Solutions will notify their customers, the controllers, immediately after becoming aware of the breach.

​5​ ​Right to Access

The data subjects have a right to get a copy of their personal data, free of charge, in an electronic format by written request.

​6​ ​Right to be Forgotten

The data subjects have a right to request deletion of their personal data and discontinuation of further processing of the data by written request.

​7​ ​Data Portability

The data subjects have a right to request transmission of their personal data to another controller. The transmission will be performed upon written request.

​8​ ​Privacy by Design

Mailroom Solutions will hold and process only the data absolutely necessary for the completion of its duties (data minimisation), as well as limiting the access to personal data to those needing to act out the processing.

​9​ Data Protection Officer

Hannu Luoma
Project Manager

Mailroom Solutions
+358 207871300