|Company||means Whitestone Cleaning.|
|GDPR||means the General Data Protection Regulation.|
|Responsible Party||means the Party or Organisation responsible for ensuring the policy is enforced.|
|Register of Systems||means a register of all systems or contexts in which personal data is processed by the Company.|
Whitestone Cleaning needs to gather and use certain information about individuals.
These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards and to comply with the law.
Whitestone Cleaning is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
This data protection policy ensures Whitestone Cleaning:
The Data Protection Act 1998 describes how organisations – including Whitestone Cleaning must collect, handle and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials.
To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully,
The Data Protection Act is underpinned by with important principles. These say that personal data must:
This policy applies to:
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998.
This can include:
This policy helps to protect Whitestone Cleaning from some very real data security risks, including
Everyone who works for or with Whitestone Cleaning has some responsibility for ensuring data is collected, stored and handled appropriately.
Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.
However, these people have key areas of responsibility:
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller.
When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.
These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
Personal data is of no value to Whitestone Cleaning unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
The law requires Whitestone Cleaning to take reasonable steps to ensure data is kept accurate and up to date.
The more important it is that the personal data is accurate, the greater the effort Whitestone Cleaning should put into ensuring its accuracy.
It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
All individuals who are subject of personal data held by Whitestone Cleaning are entitled to:
If an individual contacts the company requesting this information, this is called a subject access request.
Subject access requests from individuals should be made by email, addressed to the data controller at firstname.lastname@example.org . The data controller can supply a standard request form, although individuals do not have to do this.
Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
In certain circumstances, the Data Protection Act allows personal data to be disclosed by law enforcement agencies without the consent of the data subject.
Under these circumstances, Whitestone Cleaning will disclose requested data, however, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.
Whitestone Cleaning aims to ensure that individuals are aware that their data is being processed, and that they understand:
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the company shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).