Source: https://www.apreco.com/general-data-protection-regulations-gdpr-policy/
Timestamp: 2020-01-27 09:32:47
Document Index: 584562513

Matched Legal Cases: ['art 21', 'art 21', 'art 4', 'arts 22', 'art 21', 'art 18']

General Data Protection Regulations (GDPR) Policy - Apreco
This Policy sets out the obligations of Apreco Ltd (“the Company”) regarding data protection and the rights of Employees, Customers, Suppliers and Contractors (“data subjects”) in respect of their personal data under the General Data Protection Regulation (“the Regulation”).
b) collected and stored by Apreco Ltd for the sole purposes of Apreco Ltd Business and an individual’s relationship with Apreco Ltd. This will include,
but is not limited to, sales communications, internal marketing of events, notifications of publications and news, logistics communications;
d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the
purposes for which they are processed, is erased or rectified without delay;
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 is 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 subject to implementation of the appropriate technical and organisational measures required by the
f) processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against
b) processing is necessary for the performance of a contract to which the data subject is a party or in order to take steps at the request of the data subject
f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a
4.1 The Company collects and processes the personal data set out in Part 21 of this Policy. This may include personal data received directly from data
subjects (for example, contact details used when a data subject communicates with us) and data received from third parties (for example, delivery contact details for goods going direct to sites).
4.2 The Company only processes personal data for the specific purposes set out in Part 21 of this Policy (or for other purposes expressly permitted by the
Regulation). The purposes for which we process personal data will be informed to data subjects at the time that their personal data is collected, where it is collected directly from them, or as soon as possible (not more than one calendar month) after collection where it is obtained from a third party.
The Company will only collect and process personal data for and to the extent necessary for the specific purpose(s) informed to data subjects as under Part 4,
The Company shall ensure that all personal data collected and processed is kept secure and protected against unauthorised or unlawful processing and against
accidental loss, destruction or damage. Further details of the data protection and organisational measures which shall be taken are provided in Parts 22 and 23 of this Policy.
9.1 The Company does not require by law to have a designated Data Protection Officer however it has appointed a nominated data controller for administrative
purposes – Vicky Weston, Apreco Ltd, WR6 5AY.
9.2 The Company shall keep written internal records of all personal data collection, holding, and processing, which shall incorporate the following
a) The name and details of the Company, its data protection administrator, and any applicable third party data controllers;
c) Details of the categories of personal data collected, held, and processed by the Company; and the categories of data subject to which that personal data
The Company shall carry out Privacy Impact Assessments when and as required under the Regulation. Privacy Impact Assessments shall be overseen by the
Managing Director and shall address the following areas of importance:
b) The purpose(s) for which the personal data is being collected and will be processed (as detailed in Part 21 of this Policy) and the legal basis justifying
that collection and processing;
f) Where the personal data is to be transferred to a third party that is located outside of the European Economic Area (the “EEA”), details of that transfer,
l) Details of any automated decision-making that will take place using the personal data (including but not limited to profiling), including information on
how decisions will be made, the significance of those decisions and any consequences.
13.1 A data subject may make a subject access request (“SAR”) at any time to find out more about the personal data which the Company holds about them. The
Company is normally required to respond to SARs within one month of receipt (this can be extended by up to two months in the case of complex and/or
numerous requests, and in such cases the data subject shall be informed of the need for the extension).
13.2 All subject access requests received must be forwarded to Vicky Weston the Company’s data protection administrator, Apreco Ltd, WR6 5AY.
13.3 The Company does not charge a fee for the handling of normal SARs. The Company reserves the right to charge reasonable fees for additional copies of
information that has already been supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests
14.1 If a data subject informs the Company that personal data held by the Company is inaccurate or incomplete, requesting that it be rectified, the
personal data in question shall be rectified, and the data subject informed of that rectification, within one month of receipt the data subject’s notice (this can be extended by up to two months in the case of complex requests, and in such cases the data subject shall be informed of the need for the extension).
14.2 In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of any rectification of that personal
c) The data subject objects to the Company holding and processing their personal data (and there is no overriding legitimate interest to allow the
Company to continue doing so) (see Part 18 of this Policy for further details concerning data subjects’ rights to object);
e) The personal data needs to be erased in order for the Company to comply with a particular legal obligation:
15.2 Unless the Company has reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and the data subject
informed of the erasure, within one month of receipt of the data subject’s request (this can be extended by up to two months in the case of complex
requests, and in such cases the data subject shall be informed of the need for the extension).
15.3 In the event that any personal data that is to be erased in response to a data subject request has been disclosed to third parties, those parties shall be
informed of the erasure (unless it is impossible or would require disproportionate effort to do so).
16.1 Data subjects may request that the Company ceases processing the personal data it holds about them. If a data subject makes such a request, the Company shall retain only the amount of personal data pertaining to that data subject that is necessary to ensure that no further processing of their personal
data takes place.
16.2 In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of the applicable restrictions on
processing it (unless it is impossible or would require disproportionate effort to do so).
17.1 The Company processes personal data using automated means from the Customer’s use of the Website www.apreco.com.
17.2 Where data subjects have given their consent to the Company to process their personal data in such a manner or the processing is otherwise required for the performance of a contract between the Company and the data subject, data subjects have the legal right under the Regulation to receive a copy of their
personal data and to use it for other purposes (namely transmitting it to other data controllers, e.g. other organisations).
a) PDF Document
17.5 All requests for copies of personal data shall be complied with within one month of the data subject’s request (this can be extended by up to two months
in the case of complex requests in the case of complex or numerous requests, and in such cases the data subject shall be informed of the need for the extension).
18.1 Data subjects have the right to object to the Company processing their personal data based on legitimate interests (including profiling), direct
marketing (including profiling), and processing for scientific and/or historical research and statistics purposes.
18.2 Where a data subject objects to the Company processing their personal data based on its legitimate interests, the Company shall cease such processing
forthwith, unless it can be demonstrated that the Company’s legitimate grounds for such processing override the data subject’s interests, rights and freedoms; or the processing is necessary for the conduct of legal claims.
18.3 Where a data subject objects to the Company processing their personal data for direct marketing purposes, the Company shall cease such processing
subject must, under the Regulation, ‘demonstrate grounds relating to his or her particular situation’. The Company is not required to comply if the
research is necessary for the performance of a task carried out for reasons of public interest.
19.1 In the event that the Company uses personal data for the purposes of automated decision-making and those decisions have a legal (or similarly
significant effect) on data subjects, data subjects have the right to challenge to such decisions under the Regulation, requesting human intervention,
expressing their own point of view, and obtaining an explanation of the decision from the Company.
a) Company name, contact name, address, telephone number and email addresses when processing sales orders or purchase orders on company software.
b) Company name, address, telephone numbers, email addresses, VAT registration number and Company Registration number & banking details when setting up new Customers and Suppliers on company software to create internal Client and Supplier database.
c) Company contact details as above plus credit check information, trade references and financial documents when considering account facilities for
d) Employee Names, address, telephone number, email address, date of birth, National Insurance Number, PAYE details, bank account details, emergency
contact details, next of kin and work history details/references, relevant medical records and any criminal record information if declared.
e) Online Identifiers such as Cookies, Browsing History, IP address.
b) Where any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it
should be securely deleted and disposed of. Hardcopies should be shredded, and electronic copies should be deleted.
e) Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely. The email
itself should be deleted. All temporary files associated therewith should also be deleted;
f) No personal data may be shared informally and if an employee, agent, subcontractor, or other party working on behalf of the Company requires access
to any personal data that they do not already have access to, such access should be formally requested from Mike Hodges, Managing Director, Apreco
g) All hardcopies of personal data, along with any electronic copies stored on physical, removable media should be stored securely in a locked box, drawer,
cabinet or similar;
h) No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of the Company
or not, without the authorisation of Mike Hodges, Managing Director, Apreco Ltd;
i) Personal data must be handled with care at all times and should not be left unattended or on view to unauthorised employees, agents, sub-contractors or
j) If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the
k) No personal data should be stored on any mobile device (including, but not limited to, laptops, tablets and smartphones), whether such device belongs to
the Company or otherwise without the formal written approval of Mike Hodges, Managing Director, Apreco Ltd; and, in the event of such approval, strictly in
accordance with all instructions and limitations described at the time the approval is given, and for no longer than is absolutely necessary.
l) No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging
to agents, contractors, or other parties working on behalf of the Company where the party in question has agreed to comply fully with the letter and spirit
of this Policy and of the Regulation (which may include demonstrating to the Company that all suitable technical and organisational measures have been
m) All personal data stored electronically should be backed up regularly with backups stored onsite and offsite. All backups are encrypted and securely
stored in a locked Server Room.
n) All electronic copies of personal data should be stored securely using passwords.
o) All passwords used to protect personal data should be changed regularly and should not use words or phrases that can be easily guessed or otherwise
compromised. All passwords must contain a combination of uppercase and lowercase letters, numbers, and symbols.
p) Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on
behalf of the Company, irrespective of seniority or department. If a password is forgotten, it must be reset using the applicable method. IT staff do not have
q) Where personal data held by the Company is used for marketing purposes, it shall be the responsibility of The Sales and Marketing Manager to ensure that
no data subjects have added their details to any marketing preference databases including, but not limited to, the Telephone Preference Service, the
Mail Preference Service, the Email Preference Service, and the Fax Preference Service. Such details should be checked at least once every 2
b) Only employees, agents, sub-contractors, or other parties working on behalf of the Company that need access to, and use of, personal data in order to carry
out their assigned duties correctly shall have access to personal data held by the Company;
f) The performance of those employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be regularly
g) All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be bound to do so in accordance with
the principles of the Regulation and this Policy by contract;
h) All agents, contractors, or other parties working on behalf of the Company handling personal data must ensure that any and all of their employees who
are involved in the processing of personal data are held to the same conditions as those relevant employees of the Company arising out of this
Policy and the Regulation;
i) Where any agent, contractor or other party working on behalf of the Company handling personal data fails in their obligations under this Policy that party
shall indemnify and hold harmless the Company against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.
a) The transfer is made with the informed consent of the relevant data subject(s);
b) The transfer is necessary for the performance of a contract between the data subject and the Company (or for pre-contractual steps taken at the request of
the data subject);
c) The transfer is necessary for the conduct of legal claims;
d) The transfer is necessary to protect the vital interests of the data subject or other individuals where the data subject is physically or legally unable to give their consent; or
e) The transfer is made from a register that, under UK or EU law, is intended to provide information to the public and which is open for access by the public in general or otherwise to those who are able to show a legitimate interest in accessing the register.
25.2 If a personal data breach occurs and that breach is likely to result in a risk to the rights and freedoms of data subjects (e.g. financial loss, breach of
confidentiality, discrimination, reputational damage, or other significant social or economic damage), the data protection officer must ensure that the
Information Commissioner’s Office is informed of the breach without delay, and in any event, within 72 hours after having become aware of it.
e) Details of the measures taken, or proposed to be taken, by the Company to address the breach including, where appropriate, measures to mitigate its