DATA PROTECTION POLICY
Webquire Limited needs to gather and use certain information about individuals or business.
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 GDPR law.
WHY THIS POICY EXISTS
This Data protection policy ensures Webquire Limited:
· Complies with Data protection law and follow good practice.
· Protects the right of Individual, customers, and partners.
· Is open about how it stores and process individual’s data
· Protects itself from the risk of a data breach
DATA PROTECTION LAW
The General Data Protection Regulation (GDPR) (EU) 2016/679 affect from 25th May,2018 The GDPR aims primarily to give control to citizens and residents over their personal data and to simplify the regulatory environment for international business by unifying the regulation within the EU.
These rules apply regardless of weather 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:
1. Be processed fairly and lawfully
2. Be obtained only from specific, lawful purposes
3. Be adequate, relevant and not excessive
4. Be accurate and kept up to date
5. Not be held for any longer than necessary
6. Processed in accordance with the rights of data subjects
7. Be protected in appropriate ways.
8. Not be transferred outside the European Economic Area(EEA), unless that country or territory also ensures an adequate level of protection.
PEOPLE, RISK AND RESPONSIBILITIES
This policy applies to:
· The Head Office Webquire Limited
· The Outsources company DG International
· All staff of Both Companies
· All contractors, suppliers and other people working on behalf of Webquire Limited.
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of data protection Act. This can include:
· Name of Individuals
· Postal Addresses
· Email Addresses
· Telephone, Mobile numbers
· Plus, any other information relating to individuals
Everyone who works for or with Webquire Limited has same 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 a key area of responsibility:
· The Board of Directors is ultimately responsible for ensuring that Webquire Limited meets its legal obligations.
· The Data protection officer is responsible for:
1. Keeping the board updated about data protection responsibilities, risks and issues.
2. Reviewing all data protection procedures and related policies, in line with an agreed schedule.
3. Arranging data protection training and advice for the people covered by this policy.
4. Handling data protection questions from staff and anyone else covered by this policy.
5. Dealing with requests from individuals to see the data Webquire Limited holds about them (also called ‘subject access requests’).
6. Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.
The IT Manager is responsible for:
· Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
· Performing regular check and scans to ensure security hardware and software is functioning properly.
· Evaluating and third-party services the company is considering using to store or process data. For instance, cloud computing services.
The Marketing manager is Responsible for:
· Approving any data protection statement attached to communications such as emails and letters.
· Addressing any Data protection queries from journalists or media outlets like newspapers.
· Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.
GERNERAL STAFF GUIDELINES
· The only people able to access data covered by this policy should be those who need it for their work.
· Data should not be shared informally. When access to confidential information is required, employees can request it from their line manager
· Webquire Limited will provide training to all employees to help them understand their responsibilities when handling data.
· Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
· In particular, Strong Passwords must be Used, and they should never be shared.
· Personal data should not be disclosed to unauthorised people, either within the company or externally.
· Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.
· Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.
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 not required, the paper or file should be kept in a locked drawer or filing cabinet.
· Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.
· Data printouts should be shredded and disposed of securely when no longer required.
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and, malicious hacking attempts:
· Data should be protected by strong passwords that are changed regularly and never shared between employees.
· If data is stored on removable media (like a usb memory stick or dvd), these should be kept locked away securely when not being used.
· Data should be only being stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
· Servers containing personal data should be site in a secure location, away from general office space.
· Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.
· Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
· All servers and computers containing data should be protected by approved security software and a firewall.
Personal data is of no value to Webquire Limited 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:
· When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.
· Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.
· Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to an authorised external contact.
· Personal data should never be transferred outside of the European Economic Area.
· Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.
The law requires Webquire Limited 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 Webquire Limited should put into ensuring its accuracy.
It is the responsibility of all employee who works with data to take reasonable steps to ensure it is kept as accurate and up to data as possible.
· Data will be held in a one palace. Staff should not create any unnecessary additional data sets.
· Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
· Webquire Limited will make it easy for data subject to update the information Webquire Limited hold about them. For instance, via the website.
· Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from database.
· It is the marketing managers responsibility to ensure marketing databases are checked against industry suppression files every six months.
SUBJECT ACCESS REQUESTS
All individuals who are the subject to personal data held by Webquire Limited are entitled to:
· Ask what information the company holds about them and why.
· Ask how to gain access to it.
· Be informed how to keep it up to date.
· Be informed how the company is meeting its data protection obligations.
If an individual contact the company requesting this information, this is called subject access request.
Subject access requests from individuals should be made by email, addressed to data controller at Send Email The data controller can supply a standard request form, although individuals do not have to use this.
Individual subject access request if free of charge service. 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 handing over any information.
DISCLOSING DATA FOR OTHER REASONS
In certain circumstances, the data protection act allows personal data to be disclosed to Law enforcement agencies without the consent of the data subject.
Under these circumstances, Webquire Limited 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.
COSTUMERS LEGEL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. See below to find out more about these rights:
• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.
If you wish to exercise any of the rights set out above, please contact us
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Webquire Limited aims to ensure that individuals are aware that their data is being processed, and that they understand:
· How the data is being used.
· How to exercise their rights.
To These ends, the company has a privacy statemen, setting out how data relating to individual is used by the company.