ID card printing and GDPR

Written By John Fieldsend
Magicard 600

If you think GDPR has nothing to do with ID card printing, it’s time for a rethink.

As of 25th May 2018, GDPR (The General Data Protection Regulation) came into effect.

What does it mean?

If you want to use someone’s information, they must have provided explicit, recorded consent. Pre-ticked boxes on sign up forms DO NOT comply.

It is not adequate for a consent request to be hidden amongst standard terms and conditions. An individual must give separate consent for each and any of the ways you might want to use their data.

They need to be clear on what they’re giving permission for and need to be able to withdraw this permission easily at any time.

It is your obligation to record how consent was requested as well as given, who provided it, when and how.

With all this in mind, there are a couple of essentials relating to securing data that you can bear in mind in relation to printing ID cards.

What can you do?

You could:

  1. Secure the printer itself so no unauthorised use can be made of it, the ribbons or cards
    • Keep it in a locked room, cupboard or drawer, or
    • Choose a printer which comes complete with its own Kensington lock
  2. Destroy used consumables
    • Securely dispose of cards that are no longer needed
    • Used ribbon still houses the details printed on ID cards, so destroy it appropriately: NOT in the bin under your desk!

Or, you could consider Digital shredding.

Magicard 600Traditionally, print jobs have been only stored in RAM which is volatile storage: we’ve now gone a step further and we erase the print job RAM buffer as soon as the card has been printed.

With the Magicard 600 digital shredding(TM) comes as standard.That means that once data has been used for the print job, it is fragmented, rendering it irrecoverable, helping to ensure the printer is not a repository for data. Data disappears as soon as the printer is powered off and no individual’s data is cached.

and Don’t forget:

If a third party looks after the printing of your ID cards, check how they store the data you provide. Is it protected adequately behind, for example, a firewall or in a secured database? Are the staff handling it correctly trained? How do they dispose of used ribbons and cards?

If you have any questions, just get in touch with us.