We recognise the unprecedented challenges currently being faced by us as a business and you in order to be able to deliver our services.
During this time, we need to continue to follow our working practices around data protection and information security as much as possible. Where your usual working practices are now not suitable, alternative processes should now be in place or put in place quickly, considering data protection and information security. If you need any support or are unsure whether your new processes meet data protection standards, please speak to the data lead for your area. If you’re not sure who your data lead is, please contact Dee Beckett.
The Information Commissioner's Office (ICO) recognises the challenges we are all facing during this time and appreciates we might need to share information quickly or adapt the way we work. However, it is about being proportionate - if something feels excessive from a customer’s point of view, then it probably is.
While you are working from home please ensure you protect our data as you would while working from the office. If you have any physical documents home with you that contain personal/confidential information, you should ensure the security of these documents at your home.
Things to consider:
- Dispose of confidential documents correctly. You may need to keep documents until you are next in the office in order to be able to do this.
- Ensure laptops and phones are locked or shut down when not in use.
- Ensure equipment and paperwork is put away when not in use, do not leave on display.
- Password protect data and encrypt documents where possible.
- Ensure data is being sent to the correct recipient.
When working from home and using your own equipment you should check that your internet access is secure (e.g. use a Virtual Private Network and/or if possible avoid public wi-fi) and that any security features are in use.
Sending mail
We wanted to remind you about the Whistl’s Hybrid Mail postal service available to you which allows you to send letters from home at the touch of a button. The letters are printed out and sent from the Whistl print facility.
Whistl’s Hybrid Mail is fully GDPR compliant - server connections are fully encrypted and your letters are printed in a highly secure, cheque printing facility. Many of the letters from your bank, building society, utilities providers, insurers, etc. will come through the same facility.
How to send mail using the Whistl Hybrid Mail postal service
First, you will need a Hybrid account. If you don’t have one already, you can request an account using the Facilities Self Service Portal. Once you have an account you can use the service by simply:
Selecting Hybrid from your printer list, in the word document you want to mail, and press send OR upload a pdf version to the portal, select print and mail options and press send.
Further guidance and user guides on how to use the Whistl Hybrid Mail postal service are now available on the Self Service Portal knowledge base.
If you have any questions, please contact Facilities Service Desk.
Please do continue to follow the government guidance to stay safe and keep to social distancing.
Paul Simpson
Chief Financial Officer