Anthea Lettings Data Protection Policy
CONTEXT AND OVERVIEW
Policy prepared by: Keeley Bill
Approved by management on: 1st May 2018
Policy became operational on: 2nd May 2018
Next review date: 30th April 2019
Anthea Lettings 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 for business purposes.
This policy describes how this personal data must be collected, handled and stored to meet the companies data protection standards – and to comply with the law.
WHY THIS POLICY EXISTS
This data protection policy ensures Anthea Lettings:
- Complies with data protection law and follow good practice
- Protects the rights of staff, customers and partners
- Is open about how it stores and processes individuals data
- Protects itself from the risks of a data breach
DATA PROTECTION LAW
The Data Protection Regulations describes how organisations – Including Anthea Lettings 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:
- Be processed fairly and lawfully
- Be obtained only for specific lawful purposes
- Be adequate, relevant and not excessive
- Be accurate and kept up to date
- Not be held longer than necessary
- Processed in accordance with the rights of data subjects
- Be protected in appropriate ways
- Not be transferred outside the European Economic (EEA)
PEOPLE, RISKS AND RESPONSIBILITIES
This policy applies to:
- The head office of Anthea Lettings
- All branches of Anthea Lettings
- All Staff and volunteers of Anthea Lettings
- All contractors, suppliers and any other people working on behalf of Anthea Lettings
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protectioion Act. This can include:
- Names of individuals
- Postal addresses
- Email addresses
- Telephone numbers
- And any other information relating to individuals
DATA PROTECTION RISKS
This policy helps to protect Anthea Lettings from some very real data security risks, including:
- Breaches of confidentiality – For instance information being given out inappropriately
- Failing to offer choice – For instance, all individuals should be free to choose how the company uses data relating to them.
- Reputational damage – For instance, the company could suffer if hackers successfully gained access to sensitive data.
Everybody who works for or with Anthea Lettings has some responsibility for ensuring data is collected, stored and handled appropriately.
Each Team that handles 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:
- The directors are ultimately responsible for ensuring that Anthea Lettings meets its legal obligations.
- The data protection officer is responsible for:
- Keeping the directors updated about data protection responsibilities
- Reviewing all data protection procedures and related policies, in line with an agreed schedule
- Arranging data protection training and advice for the people covered by this policy
- Handling data protection questions from staff and anyone else covered by this policy
- Dealing with requests from individuals to see the data Anthea Lettings holds about them (also called subject access requests).
- Checking and approving any contracts or agreements with third parties that may handle the companies’ sensitive data.v
- The IT manager is responsible for:
- Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
- Performing regular checks and scans to ensure security hardware and software is functioning properly.
- Evaluating any 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 protect protection statements 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
GENERAL 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 managers.
- Anthea Lettings will provide training to all employees to help them understand their responsibilities when handling data.
- Employees should keep all data secure, by taking precautions and following the guidelines below.
- In particular, strong passwords must be used and they should never be shared within the company or externally.
- Personal data should not 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 files should be kept in a locked drawer or filing cabinet.
- Employees should make sure paper and prittouts 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 (CD/DVD/USB) these should be kept locked away securely when not being used.
- Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
- Servers containing personal data should be sited 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 firewall.
Personal data is of no value to Anthea Lettings 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 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 authorised external contacts.
- Personal data should never be transferred outside of the European Economic Area.
The law requires Anthea Lettings 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 Anthea Lettings 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.
- Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.
- Staff should take every opportunity to ensure data is updated. For instance by confirming a customers details when they call.
- Anthea Lettings will make it easy for data subjects to update the information Anthea Lettings holds about them. For instance, via the company website.
- Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored number, it should be removed from the 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 of personal data held by Anthea Lettings 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 contacts the company requesting this information, this is called a subject access request.
Subject access requests from individuals should be made by email, or letter addressed to the data controller at email@example.com or Anthea Lettings, 2 Drayton Park, London N5 1NU. The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making an access request before 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, Anthea Lettings will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from legal advisors where necessary.
Anthea Lettings 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 requests that individuals read and sign the declaration, setting out how data relating to individuals is used by the company.