Data Protection Policy and Procedures
1 POLICY STATEMENT
Moving Buddies Ltd (hereinafter referred to as the “Company”) needs to collect personal information to effectively carry out our everyday business functions and activities and to provide the products and services defined by our business type. Such data is collected from employees, customers, suppliers and clients and includes (but is not limited to): –
- Email address
- Date of birth
- IP address
- Identification numbers
In addition, we may be required to collect and use certain types of personal information to comply with the requirements of the law and/or regulations, however we are committed to processing all personal information in accordance with the United Kingdom General Data Protection Regulation (UK GDPR).
The Company has developed policies, procedures, controls and measures to ensure maximum and continued compliance with the UK GDPR and principles, including staff training, procedure documents, audit measures and assessments. Ensuring and maintaining the security and confidentiality of personal and/or special category data is one of our top priorities and we are proud to operate a ‘Privacy by Design’ approach, assessing changes and their impact from the start of designing and implementing systems and processes to protect personal information.
The purpose of this policy is to ensure that the Company meets its legal, statutory and regulatory obligations under the UK GDPR and to ensure that all personal and special category information is processed compliantly and, in the individuals, best interest.
The UK GDPR includes provisions that promote accountability and governance and as such the Company has put comprehensive and effective governance measures into place to meet these provisions. The aim of such measures is to ultimately minimise the risk of breaches and to uphold the protection of personal data. This policy also serves as a reference document for employees and third parties on the responsibilities of processing, handling and accessing personal data and data subject requests.
This policy applies to all staff within the Company (meaning permanent, fixed term, and temporary staff, any third-party representatives or sub-contractors, agency workers, volunteers, interns and agents engaged with the Company in the UK or overseas). Adherence to this policy is mandatory and non-compliance could lead to disciplinary action.
“Agreement” means the agreement between Moving Buddies and the Client for the supply of services .
“Biometric data” means personal data resulting from specific technical processing relating to the physical, physiological or behavioural characteristics of a natural person, which allows or confirms the unique identification of that natural person, such as facial images or dactyloscopic data.
“Binding Corporate Rules” means personal data protection policies which are adhered to by the Company for transfers of personal data to a controller or processor in one or more third countries or to an international organisation.
“Client” means the person that purchases services from and via Moving Buddies.
“Consent” of the data subject means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.
“Data controller” means, the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
“Data processor” means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
“Data subject” means an individual who is the subject of personal data.
“Intellectual Property Rights” means all patents, rights to inventions, copyright and related rights, trade marks, business names and domain names, rights in get-up, goodwill and the right to sue for passing off, rights in designs, rights in computer software, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how) and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.
“Genetic data” means personal data relating to the inherited or acquired genetic characteristics of a natural person which give unique information about the physiology or the health of that natural person and which result, in particular, from an analysis of a biological sample from the natural person in question.
“Login Details” means the individual login details for any client, service provider or introducer that uses, accepts or refers services.
“Personal data” means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“Processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
“Profiling” means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.
“Recipient” means a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.
“The Commissioner” means the Information Commissioners Office (ICO) who are responsible for oversight and enforcing the UK GDPR.
“Third Country” means a country or territory outside the United Kingdom.
“Third Party” means a natural or legal person, public authority, agency or body other than the data subject, under our direct authority
“UK GDPR” means the United Kingdom General Data Protection Regulation, tailored by the Data Protection Act 2018 and amended by The Data Protection, Privacy and Electronic Communications (Amendments etc.) (EU Exit) Regulations 2019/2020
4 DATA PROTECTION BACKGROUND
The UK initially had The Data Protection Act 1984 in place to regulate the use of processed information that related to individuals. However, in 1995 the introduction of EU Directive 95/46/EC which set aims and requirements for member states on the protection of personal data when processing or sharing, meant an updated Act was required.
The UK subsequently developed and enacted The Data Protection Act 1998 (DPA) to ensure that British law complied with the EU Directive and to provide those with obligations under the Act, with updated rules, requirements and guidelines for processing and sharing personal data.
2018 marked the 20th anniversary of the DPA enactment and whilst there had been periodical additions or alterations to the Act, technology had advanced at a far faster rate, necessitating new regulations for the current digital age. As the UK were still an EU Member State at that time, the introduction of the General Data Protection Regulation (UK GDPR) (EU)2016/679) applied to all Member States and was enforced in the UK alongside the new Data Protection Act 2018.
4.1 UK POST BREXIT DATA PROTECTION LAW
The UK is no longer a member of the EU but have written the EU GDPR into UK law via the Withdrawal Agreement and enacted this as the UK GDPR, tailored by the Data Protection Act 2018. These two regulations have been amended by The Data Protection, Privacy and Electronic Communications (Amendments etc.) (EU Exit) Regulations 2019/2020 to ensure that they are suitable for the UK’s data protection framework post-Brexit.
4.1.1 PERSONAL DATA
Information protected under the UK GDPR is known as “personal data” and is defined as: –
“Any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”
The Company ensures that a high level of care is afforded to personal data falling within the UK GDPR’s ‘special categories’, due to the assumption that this type of information could be used in a negative or discriminatory way and is of a sensitive, personal nature to the persons it relates to.
In relation to the ‘Special categories of Personal Data’ the UK GDPR advises that: –
“Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited – unless one of the Article 9 clauses applies.”
4.1.2 THE UK GDPR PRINCIPLES
Article 5 of the UK GDPR requires that personal data shall be: –
a) processed lawfully, fairly and in a transparent manner in relation to the data subject (‘lawfulness, fairness and transparency’)
b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall, in accordance with Article 89(1), not be considered to be incompatible with the initial purposes (‘purpose limitation’)
c) adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’)
d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased, or rectified without delay (‘accuracy’)
e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) subject to implementation of the appropriate technical and organisational measures required by this Regulation in order to safeguard the rights and freedoms of the data subject (‘storage limitation’)
f) processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’).
Article 5(2) requires that ‘the controller shall be responsible for, and be able to demonstrate, compliance with the UK GDPR principles’ (‘accountability’) and requires that firms show how they comply with the principles, detailing and summarising the measures and controls that they have in place to protect personal information and mitigate the risks of processing.
4.2 THE INFORMATION COMMISSIONERS OFFICE (ICO)
The Information Commissioners Office (ICO) (hereinafter referred to as the Commissioner), is an independent regulatory office who report directly to Parliament and whose role it is to uphold information rights in the public interest. The legislation they have oversight for includes: –
- The UK GDPR (tailored by the Data Protection Act 2018)
- The Privacy and Electronic Communications Regulations (PECR)
- Freedom of Information Act 2000
- The Environmental Information Regulations 2004
The Commissioners’ mission statement is “to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals” and they can issue enforcement notices and fines for breaches in any of the Regulations, Acts and/or Laws regulated by them.
Under the UK GDPR, the Commissioner are responsible for the oversight and enforcement of the UK GDPR and Data Protection Act 2018 and for responding to complaints with regards to UK GDPR and those firms located solely in the UK.
The Company is registered with the ICO and appear on the Data Protection Register as a controller of personal information.
Our Data Protection Registration Number is ZB459743
4.3 DATA PROTECTION OFFICER
Articles 37-39, and Recital 97 of the UK GDPR detail the obligations, requirements and responsibilities on firms to appoint a Data Protection Officer and specifies the duties that the officer themselves must perform.
A Data Protection Officer (DPO) must be appointed by a firm where: –
- The processing is carried out by a public authority or body (except for courts acting in their judicial capacity)
- the core activities of the controller/processor consist of processing operations which, by virtue of their nature, their scope and/or their purposes, require regular and systematic monitoring of data subjects on a large scale
- the core activities of the controller/processor consist of processing on a large scale of special categories of data pursuant to Article 9 and personal data relating to criminal convictions and offences referred to in Article 10
Where the Company has appointed a designated approved Person, we have done so in accordance with the UK GDPR requirements and have ensured that the assigned person has an adequate and expert knowledge of data protection law. They have been assessed as being fully capable of assisting the Company in monitoring its internal compliance with the Regulation and supporting and advising employees and associated third parties with regard to the data protection.
For the DPO duties and responsibilities, please refer to our DPO Responsibilities document.
We are committed to ensuring that all personal data processed by the Company is done so in accordance with UK GDPR and its principles, along with any associated regulations and/or codes of conduct laid down by the Commissioner and local law. We ensure the safe, secure, ethical and transparent processing of all personal data and have stringent measures to enable data subjects to exercise their rights.
The Company has developed the below objectives to meet our data protection obligations and to ensure continued compliance with the legal and regulatory requirements.
The Company ensures that: –
- We protect the rights of individuals with regard to the processing of personal information
- We develop, implement and maintain a data protection policy, procedure, audit plan and training program for compliance with the UK GDPR
- Every business practice, function and activity carried out by the Company is monitored for compliance with the UK GDPR and its principles
- Personal data is only processed where we have verified and met the lawfulness of processing requirements
- We only process special category data in accordance with the UK GDPR requirements and in compliance with the Data Protection Act 2018 Schedule 1 conditions
- We record consent at the time it is obtained and evidence such consent to the Commissioner where requested
- All employees are competent and knowledgeable about their UK GDPR obligations and are provided with in-depth training in the UK GDPR, principles, regulations and how these apply to specific roles and the Company
- Individuals feel secure when providing us with personal information and know that it will be processed in accordance with our obligations and their rights under the UK GDPR
- We maintain a continuous program of monitoring, review and improvement with regard to compliance with the UK GDPR and identify gaps and non-compliance before they become a risk, implementing mitigating actions where necessary
- We keep up to date with any information or guidance published by the ICO, as well as any relevant adequacy regulation lists published by the Secretary of State
- We have robust and documented Complaint Handling and Data Breach controls for identifying, investigating, reviewing and reporting any breaches or complaints with regard to data protection
- We have appointed a responsible Person who takes responsibility for the overall supervision and ongoing compliance with the UK GDPR and performs specific duties as set out under Article 37 of the UK GDPR
- We have a dedicated Audit & Monitoring Program in place to perform regular checks and assessments on how the personal data we process is obtained, used, stored and shared. The audit program is reviewed against our data protection policies, procedures and the relevant regulations to ensure continued compliance
- We provide clear reporting lines and supervision with regard to data protection
- We store and destroy all personal information, in accordance with our retention policy and schedule which has been developed using the legal, regulatory and statutory requirements and suggested timeframes
- Any information provided to an individual in relation to their personal data held is provided in a concise, transparent, intelligible and easily accessible form, using clear and plain language
- Employees are aware of their own rights under the UK GDPR and are provided with the Article 13/14 information disclosures in the form of an Employee Privacy Notice
- Where applicable, we maintain records of processing activities in accordance with the Article 30 requirements
- We have developed and documented appropriate technical and organisational measures and controls for personal data security and have a robust Information Security program in place
6 GOVERNANCE PROCEDURES
6.1 ACCOUNTABILITY & COMPLIANCE
Due to the nature, scope, context and purposes of processing undertaken by the Company, we carry out frequent risk assessments and information audits to identify, assess, measure and monitor the impact of such processing. We have implemented adequate and appropriate technical and organisational measures to ensure the safeguarding of personal data and compliance with the UK GDPR and can evidence such measures through our documentation and practices.
Our main governance objectives are to: –
- Educate senior management and employees about the requirements under the UK GDPR and the possible impact of non-compliance
- Provide a dedicated and effective data protection training program for all employees
- Identify key stakeholders to support the data protection compliance program
- Allocate responsibility for data protection compliance and ensure that the designated person(s) has sufficient access, support and resources to perform the role
- Identify, create and disseminate the reporting lines within the data protection governance structure
The technical and organisational measures that the Company has in place to ensure and demonstrate compliance with the UK GDPR, regulations and codes of conduct, are detailed in this document and associated information security policies.
6.1.1 PRIVACY BY DESIGN
We operate a ‘Privacy by Design’ approach and ethos, with the aim of mitigating the risks associated with processing personal data through prevention via our processes, systems and activities. We have developed controls and measures (detailed below), that help us enforce this ethos.
Under Article 5 of the UK GDPR, principle (c) advises that data should be ‘limited to what is necessary’, which forms the basis of our minimalist approach. We only ever obtain, retain, process and share the data that is essential for carrying out our services and/or meeting our legal obligations and only retain data for as long as is necessary.
Our systems, employees, processes and activities are designed to limit the collection of personal information to that which is directly relevant and necessary to accomplish the specified purpose. Data minimisation enables us to reduce data protection risks and breaches and supports our compliance with the UK GDPR.
Measures to ensure that only the necessary data is collected includes: –
- Electronic collection (i.e. forms, website, surveys etc) only have the fields that are relevant to the purpose of collection and subsequent processing. We do not include ‘optional’ fields, as optional denotes that it is not necessary to obtain
- Physical collection (i.e. face-to-face, telephone etc) is supported using scripts and internal forms where the required data collection is ascertained using predefined fields. Again, only that which is relevant and necessary is collected
- We have SLA’s and bespoke agreements in place with third-party controllers who send us personal information (either in our capacity as a controller or processor). These state that only relevant and necessary data is to be provided as it relates to the processing activity we are carrying out
- We have documented destruction procedures in place where a data subject or third-party provides us with personal information that is surplus to requirement
- Forms, contact pages and any documents used to collect personal information are reviewed every quarter to ensure that they are fit for purpose and are only obtaining necessary personal information in relation to the legal basis being relied upon for the processing
We utilise encryption as a further risk prevention measure for securing the personal data that we hold. Encryption with a secret key is used to make data indecipherable unless decryption of the dataset is carried out using the assigned key.
We utilise encryption via secret key for transferring personal data to any external party and provide the secret key in a separate format. Where special category information is being transferred and/or disclosed, the Data Protection Officer is required to authorise the transfer and review the encryption method for compliance and accuracy.
Our Privacy by Design approach means that we use company-wide restriction methods for all personal data activities. Restricting access is built into the foundation of the Company’s processes, systems and structure and ensures that only those with authorisation and/or a relevant purpose, have access to personal information.
6.1.2 INFORMATION AUDIT
To enable the Company to comply with the UK GDPR, we have carried out a company-wide data protection information audit to better enable us to record, categorise and protect the personal data that we hold and process.
The audit has identified, categorised and recorded all personal information obtained, processed and shared by our company in our capacity as a controller and has been compiled on a central register which includes: –
What personal data we hold
- Where it came from
- Who we share it with?
- Legal basis for processing it
- What format(s) is it in
- Who is responsible for it?
- Disclosures and Transfers
6.2 LEGAL BASIS FOR PROCESSING (LAWFULNESS)
At the core of all personal information processing activities undertaken by the Company, is the assurance and verification that we are complying with Article 6 of the UK GDPR and our lawfulness of processing obligations. Prior to carrying out any personal data processing activity, we identify and establish the legal basis for doing so and verify these against the regulation requirements to ensure we are using the most appropriate legal basis.
The legal basis is documented on our information audit register and in our Privacy Notice and, where applicable, is provided to the data subject and the Commissioner as part of our information disclosure obligations. Data is only obtained, processed or stored when we have met the lawfulness of processing requirements, where: –
- The data subject has given consent to the processing of their personal data for one or more specific purposes
- Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
- Processing is necessary for compliance with a legal obligation to which we are subject
- Processing is necessary in order to protect the vital interests of the data subject or of another natural person
- Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Company
- Processing is necessary for the purposes of the legitimate interests pursued by the Company or by a third party (except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child).
6.2.1 RECORDS OF PROCESSING ACTIVITIES
As an organisation with less than 250 employees, the Company does not maintain records of our processing activities. However, we continually review all such activities and company size to ensure that we will being to record such information as detailed in the UK GDPR Article 30 where: –
- We employee 250 or more employees
- Processing personal data could result in a risk to the rights and freedoms of individual
- The processing is not occasional
- We process special categories of data or criminal convictions and offences
- Such records are maintained in writing, are provided in a clear and easy to read format and are readily available to the Commissioner upon request.
Acting in the capacity as a processor (or a representative), our internal records of the categories of processing activities carried out on behalf of a controller, contain the following information: –
- The full name and contact details of the processor(s) and of each controller on behalf of which the processor is acting, and, where applicable, of the controller’s or the processor’s representative, and the data protection officer
- The categories of processing carried out on behalf of each controller
- Where applicable, transfers of personal data to a third country or an international organisation (including the identification of that third country or international organisation and where applicable, the documentation of suitable safeguards)
- A general description of the processing security measures as outlined in section 13 of this document (pursuant to Article 32(1) of the UK GDPR)
As part of our obligations under the UK’s Data Protection Act 2018, Sch.1, Pt.4, where we are required to maintain a record of our processing activities in our capacity as a controller and are processing special category or criminal conviction data, as specified in Sch.1, Pt.1-3 of the Act, we also record the below information on the register: –
- Which condition is relied on?
- How the processing satisfies Article 6 of the UK GDPR (lawfulness of processing)
- Whether the personal data is retained and erased in accordance with the policies described in paragraph 30(b) of the Act (and if not, the reasons for not following those policies).
6.3 THIRD-PARTY PROCESSORS
The Company utilise external processors for certain processing activities (where applicable). We use information audits to identify, categorise and record all personal data that is processed outside of the company, so that the information, processing activity, processor and legal basis are all recorded, reviewed and easily accessible. Such external processing includes (but is not limited to): –
- IT Systems and Services
- Legal Services
- Debt Collection Services
- Human Resources
- Hosting or Email Servers
- Credit Reference Agencies
- Direct Marketing/Mailing Services
We have strict due diligence and Know Your Customer procedures and measures in place and review, assess and background check all processors prior to forming a business relationship. We obtain company documents, certifications, references and ensure that the processor is adequate, appropriate and effective for the task we are employing them for.
We audit their processes and activities prior to contract and during the contract period to ensure compliance with the data protection regulations and review any codes of conduct that they are obligated under to confirm compliance.
The continued protection of data subjects’ rights and the security of their personal information is always our top priority when choosing a processor and we understand the importance of adequate and reliable outsourcing for processing activities as well as our continued obligations under UK GDPR for data processed and handled by a third-party.
We draft bespoke Service Level Agreements (SLAs) and contracts with each processor as per the services provided and have a dedicated Processor Agreement template that details: –
The processors data protection obligations
- Our expectations, rights and obligations
- The processing duration, aims and objectives
- The data subjects’ rights and safeguarding measures
- The nature and purpose of the processing
- The type of personal data and categories of data subjects
Each of the areas specified in the contract are monitored, audited and reported on. Processors are notified that they shall not engage another processor without our prior specific authorisation and any intended changes concerning the addition or replacement of existing processors must be done in writing, in advance of any such changes being implemented.
The Processor Agreement and any associated contract reflects the fact that the processor: –
- Processes the personal data only on our documented instructions
- Seeks our authorisation to transfer personal data to a third country or an international organisation (unless required to do so by a law to which the processor is subject)
- Shall inform us of any such legal requirement to transfer data before processing
- Ensures that persons authorised to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality
- Takes all measures to security the personal data at all times
- Respects, supports and complies with our obligation to respond to requests for exercising the data subject’s rights
- Assists the Company in ensuring compliance with our obligations for data security, mitigating risks, breach notification and privacy impact assessments
- When requested, deletes or returns all personal data to the Company after the end of the provision of services relating to processing, and deletes existing copies where possible
- Makes available to the Company all information necessary to demonstrate compliance with the obligations set out in the agreement and contract
- Allows and supports audits, monitoring, inspections and reporting as set out in the contract
- Informs the Company immediately of any breaches, non-compliance or inability to carry out their duties as detailed in the contract
6.4 DATA RETENTION & DISPOSAL
The Company have defined procedures for adhering to the retention periods as set out by the relevant laws, contracts and our business requirements, as well as adhering to the UK GDPR requirement to only hold and process personal information for as long as is necessary. All personal data is disposed of in a way that protects the rights and privacy of data subjects (e.g. shredding, disposal as confidential waste, secure electronic deletion) and prioritises the protection of the personal data in all instances.
7 DATA PROTECTION IMPACT ASSESSMENTS (DPIA)
The Company does not currently carry out any processing activities that are defined as requiring a DPIA, however we continually monitor all activities against the UK GDPR Article 35 requirements and have robust DPIA procedures already developed should they be necessary.
8 DATA SUBJECT RIGHTS PROCEDURES
8.1 CONSENT & THE RIGHT TO BE INFORMED
The collection of personal and sometimes special category data is a fundamental part of the products/services offered by the Company and we therefore have specific measures and controls in place to ensure that we comply with the conditions for consent under the UK GDPR.
The data protection law defines consent as; ‘Any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her’.
Where processing is based on consent, the Company have reviewed and revised all consent mechanisms to ensure that: –
- Consent requests are transparent, using plain language and is void of any illegible terms, jargon or extensive legal terms
- It is freely given, specific and informed, as well as being an unambiguous indication of the individual’s wishes
- Consent is always given by a statement or a clear affirmative action (positive opt-in) which signifies agreement to the processing of personal data
- Consent mechanisms are upfront, clear, granular (in fine detail) and easy to use and understand
- Pre-ticked, opt-in boxes are never used
- Where consent is given as part of other matters (i.e., terms & conditions, agreements, contracts), we ensure that the consent is separate from the other matters and is not a precondition of any service (unless necessary for that service)
- Along with our company name, we also provide details of any other third party who will use or rely on the consent
- Consent is always verifiable, and we have controls in place to ensure that we can demonstrate consent in every case
- We keep detailed records of consent and can evidence at a minimum: –
- o that the individual has consented to the use and processing of their personal data
- o that the individual has been advised of our company name and any third party using the data
- o what the individual was told at the time of consent
- o how and when consent was obtained
- We have ensured that withdrawing consent is as easy, clear, and straightforward as giving it and is available through multiple options, including: –
- o Opt-out links in mailings or electronic communications
- o Opt-out process explanation and steps on website and in all written communications o Ability to opt-out verbally, in writing or by email
- Consent withdrawal requests are processed immediately and without detriment
8.1.1 CONSENT CONTROLS
The Company maintain rigid records of data subject consent for processing personal data and are always able to demonstrate that the data subject has consented to processing of his or her personal data where applicable. We also ensure that the withdrawal of consent is as clear, simple and transparent and is documented in all instances.
Where the data subject’s consent is given in the context of a written declaration which also concerns other matters, the request for consent is presented in a manner which is clearly distinguishable from those matters, in an intelligible and easily accessible form, using clear and plain language. All such written declarations are reviewed and authorised by the Data Protection Officer prior to being circulated.
Consent to obtain and process personal data is obtained by the Company through: –
- Electronic (i.e. via website form)
Any electronic methods of gaining consent are regularly reviewed and tested to ensure that a compliant Privacy Notice is accessible and displayed and that consent is clear, granular and utilises a demonstrable opt-in mechanism. Where consent is obtained verbally, we utilise scripts and checklists to ensure that all requirements have been met and that consent is obtained compliantly and can be evidenced.
Electronic consent is always by a non-ticked, opt-in action (or double opt-in where applicable), enabling the individual to provide consent after the below information has been provided. This is then followed up with an email, SMS or written confirmation of the consent to process, store and share the personal information.
Privacy Notices are used in all forms of consent and personal data collection, to ensure that we are compliant in disclosing the information required in the UK GDPR in an easy to read and accessible format.
8.1.2 ALTERNATIVES TO CONSENT
The Company recognise that there are six lawful bases for processing and that consent is not always the most appropriate option. We have reviewed all processing activities and only use consent as an option where the individual has a choice.
When reviewing the processing activity for compliance with the consent requirements, we ensure that none of the below are a factor: –
Where we ask for consent but would still process it even if it was not given (or withdrawn). If we would still process the data under an alternative lawful basis regardless of consent, we recognise it is not the correct lawful basis to use
Where we ask for consent to process personal data as a precondition of a service we are offering, it is not given as an option and consent is not appropriate
Where there is an imbalance in the relationship (i.e., with employees)
8.1.3 INFORMATION PROVISIONS
Where personal data is obtained directly from the individual (i.e. through consent, by employees, written materials and/or electronic formats (i.e. website forms, subscriptions, email etc)), we provide the below information in all instances in the form of a privacy notice: –
- The identity and the contact details of the controller and, where applicable, of the controller’s representative
- The contact details of our data protection officer
- The purpose(s) of the processing for which the personal information is intended
- The legal basis for the processing
- Where the processing is based on point (f) of Article 6(1) “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party”, details of the legitimate interests
- The recipients or categories of recipients of the personal data (if applicable)
- If applicable, the fact that the Company intends to transfer the personal data to a third country or international organisation and the existence/absence of an adequacy decision by the Commission
- o where the Company intends to transfer the personal data to a third country or international organisation without an adequate regulation by the Secretary of State, reference to the appropriate or suitable safeguards the Company has put into place and the means by which to obtain a copy of them or where they have been made available
- The period for which the personal data will be stored, or if that is not possible, the criteria used to determine that period
- The existence of the right to request access to and rectification or erasure of personal data or restriction of processing concerning the data subject or to object to processing as well as the right to data portability
- Where the processing is based on consent under points (a) of Article 6(1) or Article 9(2), the existence of the right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal
- The right to lodge a complaint with the Commissioner
- Whether providing personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether the data subject is obliged to provide the personal data and of the possible consequences of failure to provide such data
- The existence of any automated decision-making, including profiling, as referred to in Article 22(1) and (4) and explanatory information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject
The above information is provided to the data subject at the time the information is collected and records pertaining to the consent obtained are maintained and stored for 6 years from the date of consent unless there is a legal requirement to keep the information longer.
The policy is easily accessible, legible, jargon-free and is available in several formats, dependant on the method of data collection: –
Via our website
Linked to or written in full in the footer of emails
- Digital Products/Services
- On Mobile Apps
We follow the below ICO preferred steps for testing, reviewing and auditing our privacy notice(s) and opt-in consent formats prior to use and to record such assessments.
- Privacy Notices are drafted by the Data Protection Officer using the UK GDPR requirements and with the Commissioners’ guidance
- We utilise a select customer base to test the Privacy Notice in its varying formats and provide a feedback form for completion, verifying the below points: –
- a. How did you use the Privacy Notice (e.g., website, agreement, orally)?
- Did you find the information in the Privacy Notice easy to read, understand and access?
- Did you gain a full understanding of how we intend to use your data, who it will be shared with and what your rights are?
- Did you feel confident in giving consent to use your personal data after reading the notice information?
- Was there anything you did not understand?
- Did you find any errors?
- Re-testing is carried out on a new set of customers to ensure variety and independent assessment and verification
Where we rely on consent to obtain and process personal information, we ensure that it is:
- Displayed clearly and prominently
- Asks individuals to positively opt-in
- Gives them enough information to make an informed choice
- Explains the different ways we will use their information
Provides a clear and simple way for them to indicate they agree to different types of processing
Includes a separate unticked opt-in box for direct marketing
PERSONAL DATA NOT OBTAINED FROM THE DATA SUBJECT
Where the Company obtains and/or processes personal data that has not been obtained directly from the data subject, the Company ensures that the information disclosures contain in Article 14 are provided to the data subject within 30 days of our obtaining the personal data (except for advising if the personal data is a statutory or contractual requirement).
In addition to the information disclosures in section 8.1.4, where personal data has not been obtained directly from a data subject, we also provide them with information about: –
- The categories of personal data
- The source the personal data originated from and whether it came from publicly accessible sources
- Where the personal data is to be used for communication with the data subject, or a disclosure to another recipient is envisaged, the information will be provided at the latest, at the time of the first communication or disclosure.
- Where the Company intends to further process any personal data for a purpose other than that for which it was originally obtained, we communicate this intention to the data subject prior doing so and where applicable, process only with their consent.
- Whilst we follow best practice in the provision of the information noted in the relevant section of this policy, we reserve the right not to provide the data subject with the information if: –
- They already have it, and we can evidence their prior receipt of the information
- The provision of such information proves impossible and/or would involve a disproportionate effort
- Obtaining or disclosure is expressly laid down by a provision of domestic law to which the Company is subject and which provides appropriate measures to protect the data subject’s legitimate interest
- Where the personal data must remain confidential subject to an obligation of professional secrecy regulated by domestic law, including a statutory obligation of secrecy
8.4 THE RIGHT OF ACCESS
We have ensured that appropriate measures have been taken to provide information referred to in Articles 13/14 and any communication under Articles 15 to 22 and 34 (collectively, The Rights of Data Subjects), in a concise, transparent, intelligible and easily accessible form, using clear and plain language.
Data Protection Policy & Procedure Version 1 Such information is provided free of charge and is in writing, or by other means where authorised by the data subject and with prior verification as to the subject’s identity (i.e. verbally, electronic).
Information is provided to the data subject at the earliest convenience, but at a maximum of 30 days from the date the request is received. Where the retrieval or provision of information is particularly complex or is subject to a valid delay, the period may be extended by two further months where necessary. However, this is only done in exceptional circumstances and the data subject is kept informed in writing throughout the retrieval process of any delays or reasons for delay.
Where we do not comply with a request for data provision, the data subject is informed within 30 days of the reason(s) for the refusal and of their right to lodge a complaint with the Commissioner.
8.4.1 SUBJECT ACCESS REQUEST
Where a data subject asks us to confirm whether we hold and process personal data concerning him or her and requests access to such data; we provide them with: –
- The purposes of the processing
- The categories of personal data concerned
- The recipients or categories of recipient to whom the personal data have been or will be disclosed
- If the data has or will be disclosed to a third countries or international organisations and the appropriate safeguards pursuant to the transfer
- Where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period
- The existence of the right to request rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing
- The right to lodge a complaint with the Commissioner
- Where personal data has not been collected by the Company from the data subject, any available information as to the source and provider
- The existence of automated decision-making, including profiling and meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject
Subject Access Requests (SAR) are passed to the Data Protection Officer as soon as received and a record of the request is noted. The type of personal data held about the individual is checked against our Information Audit to see what format it is held in, who else has it has been shared with and any specific timeframes for access.
SARs are always completed within 30-days and are provided free of charge. Where the individual makes the request by electronic means, we provide the information in a commonly used electronic format, unless an alternative format is requested.
8.5 DATA PORTABILITY
The Company provides all personal information pertaining to the data subject to them on request and in a format, that is easy to disclose and read. We ensure that we comply with the data portability rights of individuals by ensuring that all personal data is readily available and is in a structured, commonly used and machine-readable format, enabling data subjects to obtain and reuse their personal data for their own purposes across different services.
To ensure that we comply with Article 20 of the UK GDPR concerning data portability, we keep a commonly used and machine-readable format of personal information where the processing is based on: –
- Consent pursuant to point (a) of Article 6(1)
- Consent pursuant to point (a) of Article 9(2)
- A contract pursuant to point (b) of Article 6(1); and
- Where the processing is carried out by automated means
Where requested by a data subject and if the criteria meet the above conditions, we will transmit the personal data directly from the Company to a designated controller, where technically feasible.
We utilise the below formats for the machine-readable data: –
• HTML • CSV
All requests for information to be provided to the data subject or a designated controller are done so free of charge and within 30 days of the request being received. If for any reason, we do not act in responding to a request, we provide a full, written explanation within 30 days to the data subject or the reasons for refusal and of their right to complain to the Commissioner and to a judicial remedy.
All transmission requests under the portability right are assessed to ensure that no other data subject is concerned. Where the personal data relates to more individuals than the subject requesting the data/transmission to another controller, this is always without prejudice to the rights and freedoms of the other data subjects.
8.6 RECTIFICATION & ERASURE
8.6.1 CORRECTING INACCURATE OR INCOMPLETE DATA
Pursuant to Article 5(d), all data held and processed by the Company is reviewed and verified as being accurate wherever possible and is always kept up to date. Where inconsistencies are identified and/or where the data subject or controller inform us that the data, we hold is inaccurate, we take every reasonable step to ensure that such inaccuracies are corrected with immediate effect.
The Responsible Person is notified of the data subjects request to update personal data and is responsible for validating the information and rectifying errors where they have been notified. The information is altered as directed by the data subject, with the information audit being checked to ensure that all data relating to the subject is updated where incomplete or inaccurate. Once updated, we add an addendum or supplementary statement where applicable.
Where notified of inaccurate data by the data subject, we will rectify the error within 30 days and inform any third party of the rectification if we have disclosed the personal data in question to them. The data subject is informed in writing of the correction and where applicable, is provided with the details of any third-party to whom the data has been disclosed.
If for any reason, we are unable to act in response to a request for rectification and/or completion, we always provide a written explanation to the individual and inform them of their right to complain to the Commissioner and to a judicial remedy.
8.6.2 THE RIGHT TO ERASURE
Also, known as ‘The Right to be Forgotten’, the Company complies fully with Article 5(e) and ensures that personal data which identifies a data subject, is not kept for longer than is necessary for the purposes for which the personal data is processed.
All personal data obtained and processed by the Company is categorised when assessed by the information audit and is either given an erasure date or is monitored so that it can be destroyed when no longer necessary.
8.7 THE RIGHT TO RESTRICT PROCESSING
There are certain circumstances where the Company restricts the processing of personal information, to validate, verify or comply with a legal requirement of a data subjects request. Restricted data is removed from the normal flow of information and is recorded as being restricted on the information audit.
Any account and/or system related to the data subject of restricted data is updated to notify users of the restriction category and reason. When data is restricted it is only stored and not processed in any way.
The Company will apply restrictions to data processing in the following circumstances: –
- Where an individual contest the accuracy of the personal data and we are in the process verifying the accuracy of the personal data and/or making corrections
- Where an individual has objected to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and we are considering whether we have legitimate grounds to override those of the individual
- When processing is deemed to have been unlawful, but the data subject requests restriction as oppose to erasure
- Where we no longer need the personal data, but the data subject requires the data to establish, exercise or defend a legal claim
The Data Protection Officer reviews and authorises all restriction requests and actions and retains copies of notifications from and to data subjects and relevant third parties. Where data is restricted, and we have disclosed such data to a third-party, we will inform the third-party of the restriction in place and the reason and re-inform them if any such restriction is lifted.
Data subjects who have requested restriction of data are informed within 30 days of the restriction application and are also advised of any third-party to whom the data has been disclosed. We also provide in writing to the data subject, any decision to lift a restriction on processing. If for any reason, we are unable to act in response to a request for restriction, we always provide a written explanation to the individual and inform them of their right to complain to the Commissioner and to a judicial remedy.
8.8 OBJECTIONS AND AUTOMATED DECISION MAKING
- Processing of their personal information based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling)
- Direct marketing (including profiling)
- Processing for purposes of scientific/historical research and statistics
Where the Company processes personal data for the performance of a legal task, in relation to our legitimate interests or for research purposes, a data subjects’ objection will only be considered where it is on ‘grounds relating to their particular situation’. We reserve the right to continue processing such personal data where: –
We can demonstrate compelling legitimate grounds for the processing, which override the interests, rights, and freedoms of the individual
The processing is for the establishment, exercise or defence of legal claims
Where we are processing personal information for direct marketing purposes under a previously obtained consent, we will stop processing such personal data immediately where an objection is received from the data subject. This measure is absolute, free of charge and is always adhered to.
Where a data subject objects to data processing on valid grounds, the Company will cease the processing for that purpose and advise the data subject of cessation in writing within 30 days of the objection being received.
- It is based on automated processing
- It produces a legal effect or a similarly significant effect on the individual
- In limited circumstances, the Company will use automated decision-making processes within the guidelines of the regulations. Such instances include: –
- Where it is necessary for entering into or performance of a contract between us and the individual
- Where it is authorised by law (e.g., fraud or tax evasion prevention)
- When based on explicit consent to do so
- Where the decision does not have a legal or similarly significant effect on someone
Where the Company uses, automated decision-making processes, we always inform the individual and advise them of their rights. We also ensure that individuals can obtain human intervention, express their point of view, and obtain an explanation of the decision and challenge it.
9 OVERSIGHT PROCEDURES
9.1 SECURITY & BREACH MANAGEMENT
Alongside our ‘Privacy be Design’ approach to protecting data, we ensure the maximum security of data that is processed, including as a priority, when it is shared, disclosed and transferred. Our Information Security Policies provide the detailed measures and controls that we take to protect personal information and to ensure its security from consent to disposal.
We carry out information audits to ensure that all personal data held and processed by us is accounted for and recorded, alongside risk assessments to ascertain the scope and impact a data breach could have on a data subject(s). We have implemented adequate and appropriate technical and organisational measures to ensure a level of security appropriate to the risk.
Whilst every effort and measures are taken to reduce the risk of data breaches, the Company has dedicated controls and procedures in place for such situations, along with the notifications to be made to the Commissioner and data subjects (where applicable).
Please refer to our Data Breach Policy & Procedures for specific protocols.
10 DATA SHARING
The Company takes proportionate and effective measures to protect personal data processed by us; however, we recognise the high-risk nature of disclosing and transferring personal data and as such, place an even higher priority on the protection and security of data being shared.
Where data is being shared for a legal and necessary purpose, compliant with all Articles in the UK GDPR, we utilise a process that ensures such data is encrypted with a secret key and where possible is also subject to our data minimisation methods.
We use approved, secure methods of data sharing and have dedicated points of contact within each company to minimise the risk of disclosing personal data. The Data Protection Officer reviews and authorises all disclosed or shared data with the UK and works alongside our IT Department to ensure compliant encryption and security measures are used.
11 AUDITS & MONITORING
This policy and procedure document details the extensive controls, measures and methods used by the Company to protect personal data, uphold the rights of data subjects, mitigate risks, minimise breaches and comply with the UK GDPR and associated laws and codes of conduct. In addition to these, we also carry out regular audits and compliance monitoring, with a view to ensuring that the measures and controls in place to protect data subjects and their information, are adequate, effective and compliant at all times.
The Data Protection Officer has overall responsibility for assessing, testing, reviewing and improving the processes, measures and controls in place and reporting improvement action plans to the Senior Management Team where applicable. Data minimisation methods are frequently reviewed, and new technologies assessed to ensure that we are protecting data and individuals to the best of our ability.
All reviews, audits and ongoing monitoring processes are recorded by the Data Protection Officer and copies provided to Senior Management and are made readily available to the Commissioner where requested.
The aim of internal data protection audits is to: –
- Ensure that the appropriate policies and procedures are in place
- To verify that those policies and procedures are being followed
- To test the adequacy and effectiveness of the measures and controls in place
- To detect breaches or potential breaches of compliance
- To identify risks and assess the mitigating actions in place to minimise such risks
- To recommend solutions and actions plans to Senior Management for improvements in protecting data subjects and safeguarding their personal data
- To monitor compliance with the UK GDPR and demonstrate best practice
Through our strong commitment and robust controls, we ensure that all staff understand, have access to and can easily interpret the UK GDPR requirements and its principles and that they have ongoing training, support and assessments to ensure and demonstrate their knowledge, competence and adequacy for the role. Our Training & Development Policy & Procedures and Induction Policy detail how new and existing employees are trained, assessed and supported and include: –
- UK GDPR Workshops & Training Sessions
- Assessment Tests
- Coaching & Mentoring
- Scripts and Reminder Aids
- Access to the UK GDPR policies, procedures, checklists and supporting documents Employees are continually supported and trained in the UK GDPR and requirements and the Company’s own objectives and obligations around data protection.
The Company has appointed Data Protection Lead whose role it is to identify and mitigate any risks to the protection of personal data, to act in an advisory capacity to the business, its employees and upper management and to actively stay informed and up to date with all legislation and changes relating to data protection.
The Data Protection Lead will work in conjunction with the Compliance Officer, IT Manager and Training Officer to ensure that all processes, systems and staff are operating compliantly and within the requirements of the UK GDPR and its principles.
The Data Protection Lead has overall responsibility for due diligence, privacy impact assessments, risk analysis and data transfers where personal data is involved and will also maintain adequate and effective records and management reports in accordance with the UK GDPR and our own internal objectives and obligations.
Staff who manage and process personal or special category information will be provided with extensive data protection training and will be subject to continuous development support and mentoring to ensure that they are competent and knowledge for the role they undertake.