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Data Protection Policy
Context and Overview
Seascape Photographer 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.
Why this policy exists
This data protection policy ensures Seascape Photographer:
Data Protection Law
The Data Protection Act 1998 describes how organisations - including Seascape Photographer 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 principals. These say that personal data must:
People, risks and responsibilities
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:
Data protection risks
This policy helps to protect Seascape Photographer from some very real data security risks including:
Everyone who works for or with Seascape Photographer has some responsibility for ensuring data is collected, stored and handled appropriately.
Each member of staff 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:
ο Keeping updated about data protection responsibilities, risks and issues
ο Reviewing all data protection procedures and related policies, in
line with an agreed schedule
ο Arranging data protection training and advice for the people
covered by this policy
ο Handling data protection questions from staff and anyone else
covered by this policy
ο Dealing with requests from individuals to see the data Seascape photographer holds about them (also called 'subject access requests').
ο Checking and approving any contracts or agreements with third
parties that may handle the company's sensitive data.
ο Ensuring all systems, services and equipment used for storing data
meet acceptable security standards.
ο Performing regular checks and scans to ensure security hardware
and software is functioning properly.
ο Evaluating any third-party services the company is considering
using to store or process data. For instance, cloud computing
ο Approving any data protection statements attached to
communications such as emails and letters.
ο Addressing any data protection queries from journalists or media
outlets like newspapers.
ο Where necessary, working with other staff to ensure marketing
initiatives abide by data protection principles.
General Staff Guidelines
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to Roy Fraser.
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 Seascape Photographer 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:
The law requires Seascape Photographer 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 Seascape Photographer 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.
Subject access requests
All individuals who are the subject of personal data held by Seascape Photographer are entitled to:
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, addressed to the data controller at firstname.lastname@example.org The data controller can supply a standard request form, although individuals do not have to use this.
Individuals will be charged £10 per subject access request. 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 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, Seascape Photographer, 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.
Seascape Photographer 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.
[This is available on request. A version of this statement is also available on the company's website]
At Seascape Photographer, we are committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information about people, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
Who are we?
We are Seascape Photographer. We take and supplylandscape photographs.
How do we collect information from you?
We obtain information about you when you use our services.
What information is being collected?
Clients & suppliers - names, work addresses, work telephone numbers, personal telephone numbers, email addresses.
Employees - Tax & National Insurance details, DBS details, application details, pay information, addresses, personal telephone numbers, email addresses, passports.
Who is collecting it?
Employees of Seascape Photographer and our website provider, Art Storefronts.
How is it collected?
By personal contact by using our website www.seascapephotographer.co.uk
Why is it being collected and how will it be used?
To enable Seascape Photographer to take payments for landscape photograph orders, contact and inform clients and to provide a service to our customers.
Who will it be shared with?
Information will be shared with HMRC ( HM Revenue & Customs) together with sub-contractors where personal information is required to fulfill a contract with us.
Identity and contact details of any data controllers
Information need will be assessed twice a year or on contact by individuals.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email email@example.com or telephone on 07836205629
How you can access and update your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at firstname.lastname@example.org Alternatively you can telephone 07836205629
You have the right to ask for a copy of the information we hold about you (we will charge £10 for information requests) to cover our costs in providing you with details of the information we hold about you.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it's treated securely. Any sensitive information is stored securely on our Amazon Server.
Once we receive your information, we make our best effort to ensure its security on our systems.
All members of staff have an obligation to report actual or potential data protection compliance failures to the data controller
(Roy Fraser). This allows us to:
Investigate the failure and take remedial steps if necessary.
Everyone must observe this policy. Roy Fraser has overall responsibility for this policy. He will monitor it regularly to make sure it is being adhered to.
Consequences of failing to comply
We take compliance with this policy very seriously. Failure to comply puts both you and the Company at risk.
If you have any questions or concerns about anything in this policy, do not hesitate to contact Roy Fraser.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in March 2018.
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