Source: http://leadhandler.co.uk/data-protection-policy.html
Timestamp: 2019-01-24 02:10:45
Document Index: 138145462

Matched Legal Cases: ['art 21', 'art 21', 'art 24', 'art 18', 'arts 22', 'art 25']

﻿ Data Protection Policy | Automate your Sales Lead Handling Process at leadhandler.co.uk
This Policy sets out the obligations of Services Direct Internet Ltd (“the Company”) regarding data protection and the rights of customers and their business contacts (“data subjects”) in respect of their personal data under the General Data Protection Regulation (“the Regulation”).
A "Customer" is a customer of Services Direct Internet Ltd for whom we may hold personal data and act as a Data Processor.
a. processed lawfully, fairly, and in a transparent manner in relation to the data subject;
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 not be considered to be incompatible with the initial purposes;
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 Regulation in order to safeguard the rights and freedoms of the data subject;
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 prior to entering into a contract;
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 child.
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, personal data provided to or submitted via contact enquiry forms by our Customers for which we act as a Data Processor).
The Company shall ensure that all personal data collected and processed is kept accurate and up-to-date. The accuracy of data shall be checked when it is collected and at regular intervals thereafter as specified by each individual Customer. Where any inaccurate or out-of-date data is found, all reasonable steps will be taken without delay to amend or erase that data, as appropriate.
The Company’s data protection officer can be contacted at compliance@leadhandler.co.uk.
a. The name and details of the Company, its data protection officer, and any applicable third party data controllers;
b. The purposes for which the Company processes personal data;
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 relates;
d. Details (and categories) of any third parties that will receive personal data from the Company;
e. Details of any transfers of personal data to non-EEA countries including all mechanisms and security safeguards;
f. Details of how long personal data will be retained by the Company; and
g. Detailed descriptions of all technical and organisational measures taken by the Company to ensure the security of personal data.
a. The purpose(s) for which personal data is being processed and the processing operations to be carried out on that data;
b. Details of the legitimate interests being pursued by the Company;
c. An assessment of the necessity and proportionality of the data processing with respect to the purpose(s) for which it is being processed;
d. An assessment of the risks posed to individual data subjects; and
e. Details of the measures in place to minimise and handle risks including safeguards, data security, and other measures and mechanisms to ensure the protection of personal data, sufficient to demonstrate compliance with the Regulation.
11.The Rights of Data Subjects
d. The right to erasure (also known as the ‘right to be forgotten’);
h. Rights with respect to automated decision-making and profiling.
a. Details of the Company including, but not limited to, the identity of its Data Protection Officer;
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;
c. Where applicable, the legitimate interests upon which the Company is justifying its collection and processing of the personal data;
d. Where the personal data is not obtained directly from the data subject, the categories of personal data collected and processed;
e. Where the personal data is to be transferred to one or more third parties, details of those parties;
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, including but not limited to the safeguards in place (see Part 24 of this Policy for further details concerning such third country data transfers);
g. Details of the length of time the personal data will be held by the Company (or, where there is no predetermined period, details of how that length of time will be determined);
h. Details of the data subject’s rights under the Regulation;
i. Details of the data subject’s right to withdraw their consent to the Company’s processing of their personal data at any time;
j. Details of the data subject’s right to complain to the Information Commissioner’s Office (the ‘supervisory authority’ under the Regulation);
k. Where applicable, details of any legal or contractual requirement or obligation necessitating the collection and processing of the personal data and details of any consequences of failing to provide it;
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.
a. Where the personal data is obtained from the data subject directly, at the time of collection;
a. If the personal data is used to communicate with the data subject, at the time of the first communication; or b. If the personal data is to be disclosed to another party, before the personal data is disclosed; or c. In any event, not more than one month after the time at which the Company obtains the personal data.
All subject access requests received must be forwarded to the Company’s data protection officer at compliance@leadhandler.co.uk
a. It is no longer necessary for the Company to hold that personal data with respect to the purpose for which it was originally collected or processed;
b. The data subject wishes to withdraw their consent to the Company holding and processing their personal data;
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);
d. The personal data has been processed unlawfully;
e. The personal data needs to be erased in order for the Company to comply with a particular legal obligation.
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. 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).
The Company processes personal data using automated means on behalf of our Customers. Automated processing includes collection of personal data from enquiry emails and forms, automated Emails, eShots and Text (SMS) Messaging.
c. Text file
a. The decision is necessary for the entry into, or performance of, a contract between the Company and the data subject;
b. The decision is authorised by law; or
c. The data subject has given their explicit consent.
a. Clear information explaining the profiling will be provided, including its significance and the likely consequences;
b. Appropriate mathematical or statistical procedures will be used;
c. Technical and organisational measures necessary to minimise the risk of errors and to enable such errors to be easily corrected shall be implemented; and
d. All personal data processed for profiling purposes shall be secured in order to prevent discriminatory effects arising out of profiling (see Parts 22 and 23 of this Policy for more details on data security).
a. First Name, Last Name, Telephone Number, Mobile Phone Number, Email Address, Postal Address, Social Media Account handles (The Company may store this above information acting as a Data Processor for a Customer to maintain contact with the data subject.)
b. Further information as specified by an individual Customer (Acting as a Data Processor for a Customer, the Company may store other personal information such as specific interests, investment information, or other personal information.)
a. All emails containing personal data must be encrypted;
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 securely using secure deletion.
c. Personal data may be transmitted over secure networks only; transmission over unsecured networks is not permitted in any circumstances;
d. Personal data may not be transmitted over a wireless network if there is a wired alternative that is reasonably practicable;
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. Where Personal data is to be sent by facsimile transmission the recipient should be informed in advance of the transmission and should be waiting by the fax machine to receive the data;
g. Where Personal data is to be transferred in hardcopy form it should be passed directly to the recipient;
h. No personal data may be shared informally and if an employee, agent, sub-contractor, 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 the respective Customer.
i. 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;
j. 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 the respective Customer;
k. 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 other parties at any time;
l. 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 computer and screen before leaving it;
m. 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.
n. 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 taken);
o. All personal data stored electronically should be backed up daily with backups stored onsite and offsite. All backups should be encrypted using 128 bit encryption;
p. All electronic copies of personal data should be stored securely using passwords and 128 bit data encryption;
q. 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;
r. 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 access to passwords;
s. Where personal data held by the Company is used for marketing purposes, it shall be the responsibility of each Customer 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 quarterly.
a. All employees, agents, contractors, or other parties working on behalf of the Company shall be made fully aware of both their individual responsibilities and the Company’s responsibilities under the Regulation and under this Policy, and shall be provided with a copy of this Policy;
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;
c. All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately trained to do so;
d. All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately supervised;
e. Methods of collecting, holding and processing personal data shall be regularly evaluated and reviewed;
f. The performance of those employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be regularly evaluated and reviewed;
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.
The Company may from time to time transfer (‘transfer’ includes making available remotely) personal data to countries outside of the EEA. The transfer of personal data to a country outside of the EEA shall take place only if one or more of the following applies:
a. The transfer is to a country, territory, or one or more specific sectors in that country (or an international organisation), that the European Commission has determined ensures an adequate level of protection for personal data;
b. The transfer is to a country (or international organisation) which provides appropriate safeguards in the form of a legally binding agreement between public authorities or bodies; binding corporate rules; standard data protection clauses adopted by the European Commission; compliance with an approved code of conduct approved by a supervisory authority (e.g. the Information Commissioner’s Office); certification under an approved certification mechanism (as provided for in the Regulation); contractual clauses agreed and authorised by the competent supervisory authority; or provisions inserted into administrative arrangements between public authorities or bodies authorised by the competent supervisory authority;
c. The transfer is made with the informed consent of the relevant data subject(s);
d. 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);
e. The transfer is necessary for important public interest reasons;
f. The transfer is necessary for the conduct of legal claims;
g. 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
h. 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.
All personal data breaches must be reported immediately to the Company’s data protection officer. 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. In the event that a personal data breach is likely to result in a high risk (that is, a higher risk than that described under Part 25.2) to the rights and freedoms of data subjects, the data protection officer must ensure that all affected data subjects are informed of the breach directly and without undue delay.
a. The categories and approximate number of data subjects concerned;
b. The categories and approximate number of personal data records concerned;
c. The name and contact details of the Company’s data protection officer (or other contact point where more information can be obtained);
d. The likely consequences of the breach;
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 possible adverse effects.
This Policy shall be deemed effective as of 5th April 2018. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.
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