The Safety Business



General Data Protection Policy

1.0 POLICY STATEMENT

The Safety Business Ltd is committed to a policy of protecting the rights and freedoms of individuals with respect to the processing of all data held by it which affects their privacy, whether in their personal or family life, business or professional capacity. This has been in compliance with Data Protection Act 1998 (DPA) and now encompasses the General Data Protection Regulation (GDPR)

The Safety Business Ltd holds a limited range of personal data about individuals and clients, defined as data subjects in the GDPR. Such data may only be processed in accordance with this policy.

 

2.0 PRINCIPLES

All data users must comply with Data Protection Principles. The Principles define how data can be legally processed. 'Processing' includes obtaining, recording, holding or storing information and carrying out any operations on the data, including adaptation, alteration, use, disclosure, transfer, erasure and destruction.

  • Personal data shall be processed fairly and lawfully.
  • Personal data shall be held only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or purposes.
  • Personal data shall be adequate, relevant and not excessive in relation to the purpose for which it is processed.
  • Personal data shall be accurate and where necessary kept up to date.
  • Personal data processed for any purpose shall not be kept for longer than is necessary for that purpose.
  • Personal data shall be processed in accordance with the rights of the data subject under the GDPR.
  • Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of the data.
  • Personal data shall not be transferred to a country or a territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

The GDPR defines both personal data and sensitive personal data. Data users must ensure that the necessary conditions are satisfied for the processing of personal data and in addition that the extra, more stringent, conditions are satisfied for the processing of sensitive personal data. "Personal data" has a broad ranging definition and can include not only items such as home and work address, age, telephone number and schools attended but also photographs and other images, if focussed on an individual and disclosing information which is biographical in a significant sense. "Sensitive personal

data" consists of racial/ethnic origin, political opinion, religious or similar beliefs, trade union membership, physical or mental health or condition, sexual life and criminal record.

 

3.0 STATUS OF THE POLICY

The policy has been approved by The Safety Business Ltd’s Directors. Any breach will be taken seriously and may result in action being taken under the appropriate disciplinary code.

The Safety Business Ltd staff have a responsibility to ensure compliance with the GDPR and this Code, and to develop and encourage good information handling practices, within their areas of responsibility.

All users of personal data within the business have a responsibility to ensure that they process the data in accordance with the six Principles and other conditions set down in the GDPR.

The Safety Business Ltd will perform periodic audits to ensure compliance with this Regulation and to ensure that the notification is kept up-to-date.

Handling of Personal Data

All staff are responsible for complying with the eight data protection principles: The use of personal data by staff is governed by the following:

  • The Safety Business Ltd staff should only use personal data for The Safety Business Ltd work related duties.
  • The use of personal data should be limited to the minimum consistent with the achievement of The Safety Business Ltd objectives.
  • If possible data should be de-personalised to reduce identification of the subject.

 

4.0 – RETENTION OF DATA

The Safety Business Ltd data

The GDPR gives data subjects the right to access personal data held about them. The Safety Business Ltd recognises that all formal subject access requests must be responded to within the 30-day period prescribed by the GDPR and must be notified to the Data Protection Officer as soon as they are received. Any cases of doubt as to whether a request for access to personal data is a subject access request under the GDPR must be referred to the Data Protection Officer without delay.

Client data

The Safety Business Ltd holds and processes client data under specific contracts and is not directly responsible for dealing with requests for access to this information. Any such requests received by The Safety Business Ltd will be re-directed to the client for authorised release of the requested information.

Personal data must only be kept for the length of time necessary to perform the processing for which it was collected. This applies to both electronic and non-electronic personal data.

The Safety Business Ltd clients are responsible for defining the retention periods for their data held at The Safety Business Ltd and should advise The Safety Business Ltd when historical data should be removed from The Safety Business Ltd records management system.

 

5.0 – DATA TRANSFER

The Safety Business Ltd understands that when personal data is transferred between parties the data must only be processed in a manner consistent with the original purpose for which the data was collected. Personal data can only be transferred out of the European Economic Area under certain circumstances. The GDPR lists the factors to be considered to ensure an adequate level of protection for the data and some exemptions under which the data can be exported.

 

6.0 – DATA SECURITY

All The Safety Business Ltd users of personal data must ensure that all personal data they hold is kept securely. They must ensure that it is not disclosed to any unauthorised third party in any form either accidentally or otherwise.

Call us on 0207 724 4038 or email us at info@thesafetybusiness.co.uk to find out how we can help you with workplace health and safety.

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