Part 2

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Fast, accurate & secure response handling for charities

We understand our duty of care to your supporters, and as a Level 1 PCI DSS accredited supplier, you can be assured that the underlying technology, data integrity and security of our charity payment processing and response handling services are rock-solid. That’s why Woods Valldata is trusted implicitly by some of the UK’s biggest and most progressive charities.

“We have twice won the Barnardo’s Gold Star Supplier award. This was mainly due to the effectiveness of our account teams.”

Emergency provision of response handling service

Find out how we did it

The key elements that differentiate us:

  • Reporting & availability of data
  • Supporter communication & fulfilment
  • Account management
  • Project implementation
  • Speed & accuracy of processing
  • Data quality
  • Market-leading capacity

Project implementation
Account management - Strength in depth
Speed & accuracy
Data accuracy & quality
Reporting & data
Supporter communication

Project implementation

Whether you’re outsourcing payment processing for the first time or are considering changing supplier, the initial setup work involved can appear daunting. We are fully committed to ensuring a smooth transition of services for all our clients, and work with them to draw up a detailed implementation plan prior to any work commencing to ensure we fully understand every client’s individual requirements.

Account management - Strength in depth

We have a clear tried-and-tested approach to managing our clients’ accounts, and our delivery team has well over 100 years’ collective project implementation and management experience. Woods Valldata operates a blended team approach with specialist subject matter experts fronted by your Client Director. Your primary delivery team works closely with a broader, highly experienced management team who have a collective responsibility for providing you with an excellent service.

Speed & accuracy


Our automated mail sorting solution delivers amazing throughput and outstanding functionality. OCR scanning for both printed and handwritten addresses, barcodes, and other unique identifiers enables us to open 75,000 items per shift.

Post opening

Through our high-end opening stations, we quickly and efficiently open, sort and batch. Multi-skilled, motivated team members and the flexibility of high capacity opening lines, allows for optimum management at times of peak activity.


Envelope contents are scanned via our state-of-the-art equipment and all contents recorded as digital images. In addition, barcode reading software identifies the supporter within our database and OCR software reads the variable information on the reply slip and any accompanying payment. Agreed management criteria are put in place in partnership with clients for any non-standard responses.

Data accuracy & quality

Woods Valldata fully understands the significance accurate data plays in the vital work of our clients and, as such, this is an area of substantial investment and continuous improvement for us. With the vast majority of data capture performed by our state-of-the-art scanning equipment we can offer the same high levels of accuracy during peak periods. Where manual capture and validation is required, experienced operators capture the relevant information which is then quality checked for 100% accuracy. All processes and procedures form an integral part of our ISO 9001 accreditation. This accreditation is stringently monitored via regular internal audits as well as bi-annual externally conducted audits. This validation process also allows us to offer the option of a 100% Gift Aid audit.

Reporting & data

As a charity-only supplier, Woods Valldata has extensive experience in configuring data exports for many different database platforms. Configuring each client’s data export is a bespoke operation on which we consult closely with your own data team. We also have considerable experience of working closely with third party suppliers and providing exports to agreed specifications. Through our in-house IT development specialists, we can configure to any file format specification. In addition to our client data exports, we also provide full banking reports and campaign progress reports, all of which are available in real-time via our dedicated online web portal login. This portal has an intuitive campaign dashboard providing key metrics, with information presented via a clear, graphical interface.

Supporter communication

We have a strong appreciation for the importance of supporter communication and the role it plays in the ongoing relationship and retention of individual supporters. Our trigger communications and fulfilment process is completely bespoke to individual client requirements and allows high levels of personalisation within mass volume responses. Variable inserts, duplex laser printing and multiple stationery types and sizes can all be accommodated and we are specialists in complex, multi-recipient sponsorship programs with fully personalised and on demand packs.

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