Data protection policy
GILDACROFT LTD 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.
This data protection policy ensures GILDACROFT LTD:
The Data Protection Act 1998 describes how organisations — including GILDACROFT LTD 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 eight 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 GILDACROFT LTD from some very real data security risks, including:
Everyone who works for or with GILDACROFT LTD 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:
Handling data protection questions from staff and anyone else covered by this policy.
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 GILDACROFT LTD unless the business can make use of it. The data collected/sourced by GILDACROFT LTD is only used for internal servicing reasons. We collect data on our clients which are necessary for us to provide effective support. We do not pass on the information collected or share with any 3rd parties. The data is simply used to allow us to administer our client networks. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.
When we sign a new client. It is the Directors role to introduce the Marketing Manager. The Marketing Manager will then contact the end user asking for consent to collect/obtain the relevant information from the client (ie. Names and email addresses) and ask for consent for adding them to our mailing list. It is the Directors responsibility to obtain the technical information that will be used to help administer the clients network. Prior to working with new clients, the Director would have issued a services agreement to the end user asking them to sign. Within that agreement is a section about GDPR and GILDACROFT LTD having the rights to collect customer information to be used for administering/supporting the network.
Staff should be aware that any information that can be used to identify a person such as an IP address, name, email, gender, ethnicity, passport etc is considered sensitive information. This data should be safeguarded and not shared or left exposed. Staff should report to Ravi Kara if they have any questions or are unsure about what is sensitive or personal data.
This information should only be saved/stored if 100% necessary and can only be used for internal use only and used to better assist the supporting of the client network.
The law requires GILDACROFT LTD 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 GILDACROFT LTD 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.
Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
GILDACROFT LTD will hold client data as long as the client is under contract as per our terms and conditions and services agreement. We will hold that data until subjects request it to be removed or the customer is no longer a client of ours. We shall not hold data any longer than needs be.
All staff members have an obligation to report data protection breaches or contact the DPO if they have concerns of such a breach. This will allow the appropriate personnel to investigate further and take the appropriate steps to fix the issue in a timely manner.
How do you collect data and what do you do with it once it is collected? A privacy notice should be published on your company’s website. It advises consumers and staff what the collected data is being used for, how long it is kept for and who it will be shared with.
GILDACROFT LTD at times act as both the Data Controller and Data Processor. We act as the controller by holding this information on clients. However, act as the
All individuals who are the subject of personal data held by GILDACROFT LTD are entitled to:
Be informed how to keep it up to date.
If an individual contacts the company requesting this information, this is called a subject access request.
Customers have the right to request their information. Staff should inform Ravi Kara about this, and will aim to provide the relevant data within 14 days. Customers also have the right to be forgotten which means GILDACROFT LTD would need to remove all information held about that customer.
If a customer requests this information, they should pass the request to Ravi Kara who would then handle the request directly with the customer. Subject access requests from individuals should be made by email, addressed to the data controller at email@example.com The data controller can supply a standard request form, although individuals do not have to use this.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
GILDACROFT LTD aims to ensure that individuals are aware that their data is being processed, and that they understand:
To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.