GDPR DATA PROTECTION POLICY
1. Introduction: To run business operations PaulScobie.com needs to collect, store and process data belonging to a diverse variety of identifiable individuals. These can include: Current, past and prospective employees; customers, prospects and business contacts; contractors and suppliers; users and subscribers to websites; visitors; personal data belonging to PaulScobie.com clients (third party data) and other individuals with whom the organization has a relationship.
This policy describes how these personal data records are collected, stored and handled to meet the company’s data protection standards and comply with relevant legislation relating to data privacy, including the GDPR. Breaches of confidentiality and failure to respect the rights of individuals, can lead to fines, legal actions and reputational damage.
2. Scope: The policy applies to all people, processes and systems in all group organizations that have access to, or use, personal data pertaining to citizens. These include employees, contractors, directors, board members and any third parties who have access to the data for lawful reasons.
3. Data Privacy
3.1 GDPR Principles : The EU GDPR describes how organizations must collect, store and handle personal data. There are a number of fundamental principles upon which the GDPR is based. These state that personal data should be:
• Collected and processed legally, fairly and the individual should be aware what data is collected, for how long and for what purpose;
• Collected only for the purpose specified and agreed and not used for any other purpose, with some exceptions, for example public interest;
• “Minimized”, i.e. no more data should be collected than is required to fulfill the purpose for which they were obtained;
• Accurate and kept up to date, completed and corrected;
• Not retained for longer than they are required, with some exceptions in public interest;
• protected, through the appropriate systems and procedures, against unauthorized or unlawful processing or accidental loss, modification, destruction or damage;
• Not transferred to a country outside the EU-approved list of nations, unless the appropriate security and contractual clauses are in place. The organization is responsible for, and must be able to demonstrate compliance with, the above requirements. This can be in relation to current and future, planned, processing activities or systems.
3.2 Lawful Basis / Consent: Unless there is a valid contractual or legal reason (lawful basis) for collecting and processing a person’s data, it is often necessary to obtain their explicit consent. In the case of children (under 13 years old in the UK and between 13 and 16 in other EU countries), the consent of a parent or legal guardian must be obtained for their data to be collected and processed. Special category or sensitive data needs particularly careful consideration and the processing of this data is prohibited, unless there is a lawful basis for collecting and processing them. People must be clearly told how their data will be used, on what basis and for how long, at the time it is collected. A clear explanation must also be given of their rights in relation to the data, including the right to withdraw consent. In cases where the data is obtained from a third party, this information should be provided within a month of the data being acquired by the organization.
3.3 Complying with the GDPR: PaulScobie.com is committed to complying with the GDPR and other relevant legislation in relation to the privacy of individuals whose data the organization collects, holds and processes. The following measures are taken to support the principles and rights specified by the legislation:
• All staff and third parties involved in handling personal data understand their responsibilities in terms of data protection and privacy.
• Training in data security and privacy has been provided to all staff.
• Policies and codes of conduct are in place to ensure data protection and privacy.
• There are regular reviews of policies and procedures around personal data.
• Privacy by design and by default, including Data Protection Impact Assessments, is adopted for all new or changed systems and processes impacting personal data.
• Data is disposed of as required by the data retention policies and the GDPR.
• Controls are in place around transfers of personal data to non-EU approved countries.
• Contractual agreements are in place with third party Processors, Joint Controllers and cloud service providers; they adequately handle personal data privacy and security; and the appropriate data transfer security measures are in place.
• All processing activities and transfers involving personal data records have been identified by the organization and are covered by the measures above and respect the requirements of the GDPR.
• The risks for each type of personal data have been assessed and controls are in place to mitigate risks.
• The lawful basis for processing personal data has been defined and all processing is lawful and justified.
• Valid Privacy Notices are in place for all individuals whose personal data is collected, held and processed.
• Special category data is identified and handled in the appropriate manner, given its sensitivity.
• Rules regarding consent are followed.
• Processes are in place to enable individual citizens to exercise their rights in relation to their personal data and these requests are handled within the required timeframes.
• The organization has documented all personal data processing activities and can demonstrate the appropriate data protection and privacy measures are in place, as well as compliance with the GDPR.
• These measures and controls are regularly reviewed, as part of the management review of data privacy and protection.
4. Data Management: In order to protect personal data when they are being used or processed, the organization has the following policy:
• When working with personal data, employees must ensure that screens are locked when not in use or left unattended. Employees should avoid having their screens overlooked when working with personal data.
• Induction training, and regular follow-up training, for all employees on data security, data management and physical security.
• A clean desk policy is in place.
• Personal data should not be shared informally. In particular, it should not be sent by email without secure encryption.
• Data must be encrypted before being transferred electronically.
• Employees should not save copies of personal data to their own computers. Data should be accessed and updated on a centrally and securely held version.
• Data must be held in as few places as necessary and the creation of unnecessary data sets avoided.
• Data should be updated as inaccuracies are discovered.
• Marketing databases should be checked against industry suppression files on a regular basis.
5. Cloud Security: Where data are stored in, or transferred to, a cloud environment, the organization collaborates with the cloud service provider to satisfy itself that the security measures employed by the cloud provider are adequate and appropriate. The organization carries out regular data audits to ascertain which personal data are stored in the cloud.
6. IT Security:
• Access Control – access is only given to users who are authorized to use systems; and the user only has permission to use functionality appropriate to their current role. Every user must use their own unique user ID and a strong password and must not share log-in credentials. Passwords are changed every 3 months. When personnel leave the organization, access and passwords are cancelled immediately. The same process is followed in the case of long-term absence.
• Malware Protection – the organization has installed anti-virus and anti-malware software that constantly scans the network to detect and prevent threats. Alerts are dealt with promptly following detection. This software is reviewed for the latest updates and patches, which are deployed in a controlled way as quickly as possible after release, to ensure any vulnerabilities are removed. Staff are trained to, as far as possible, recognize phishing emails and websites and to exercise extreme caution when opening emails and using the internet.
• No personal data is stored on individual PCs and Laptop computers. Data may be uploaded to approved cloud service providers and transferred to clients using secure FTP sites or unique password encryption.
• Secure Configuration – of hardware and software. Unused software and services, especially old versions of widely used software, are removed from devices to reduce the number of potential threats. Regular checks are made on what software or services are running on the network and any unnecessary or unknown software is reviewed for removal. Regular vulnerability scans and penetration tests are run to test the network and systems for weaknesses. Vulnerabilities are addressed promptly. Default passwords for hardware and software are changed.
Amendments: Please note that this GDPR Data Protection Policy is subject to change from time to time. It was last updated in April 2022