Bellegrove Ceramics Plc
PRIVACY NOTICE
At Bellegrove Ceramics Plc we are committed to protecting your privacy
As part of our everyday business we encounter and retain a certain amount of information relating to individuals
This can include employees, contractors, suppliers, customers and othe business contacts
This policy sets out to ensure that this company complies with data protection laws, is not in breach of these laws and protects the rights of employees, contractors, suppliers, customers and other business contacts
Data Protection Act
The Data Protecton Act 1998 sets out the procedures for organisations to collect, handle and store personal information kept in electronic, paper or other formats
Basic principles
Personal information should be collected in an appropriate manner, securely stored and not disclosed unlawfully
Should be obtained only for specific, relevant and lawful reasons
Should be adequate for the purpose without being excessive
Should be collected in accordance with the individuals rights, regularly updated and held only for as long as necessary
Adequtely protected
Retained within the EU or territories ensuring an adequate level of protection
This policy relates to
All data held by Bellegrove Ceramics Plc, its employees, contractors, agents and others relating to individuals held at it's
branches and offices including individuals names, addresses, telephone numbers, email addresses and any other information
Our Responsibilites
Neill Lebbell has been appointed as the Data Protection Manager, his responsibilities include
Reviewing and updating all data protection procedures
Keeping the Board of Directors informed regarding its data protection responsibilities
Arranging training and informing staff members regarding the company's data protection responsibilities
including implementing general guidance as follows:
instructing staff members as to their personal responsibilities
advising on precautions for keeping data secure
setting up secure passwords and adhering to the principle that these should not be shared
ensuring computers are locked when unattended
ensuring personal data is not shared via email or any other unsecured communication
ensuring employees only save personal data to the company's secure network and not to their personal devices
not sharing data with unauthorised individuals
encrypting data sent externally to trusted recipients
ensuring data is not transferred outside of the EU unless a trusted territory known to have an adequate level of protection
reviewing data on a regular basis and updating or deleting based on its ongoing requirement
checking and ensuring the accuracy of personal data held
confirming data accuracy when in direct contact with the individual
correcting errors in the accuracy of data held at the point these errors are discovered
based on the specific requirement keeping data held to a minimum and not duplicated
preventing the access of personal data unless specificlly required for their work
not sharing data with unauthorised individuals
Assessing and overseeing third party contracts handling or storing personal data on behalf of the company
Ensuring Hardware and Software applications used for storing data areadequately protected and functioning
Ensuring advertising and marketing activities are in line with the basic principles as set out in the Data Protection Act
Assessing and approving statements attached to correspondence and email
Handling requests from individuals to inspect their personal held by the company
Reviewing and updating data storage procedures
For hard copy data held in paper format this should be stored in a secure place inaccesible to unauthorised persons
Data printouts and paper format documents in use should not be left unattended where unauthorised persons can view them
Data printouts and paper format documents not in use should be stored in a locked cabinet
Data printouts and paper format documents no longer required should be shredded
All electronically stored data should be held on the company's approved network and servers
The company's network and servers should be protected by a firewall and anti-virus software
Data should not be saved on laptops or personal devices
A secure and reliable backup regime should be established on a regular and frequent basis
Backup data stored on removable or external drives should be securely stored to avoid unauthorised access
On-line or cloud back ups should only be held by authorised reputable providers
Backups should be tessted on a regular basis
Inspection of personal data
This is known as a Subject Access Request as set out in Section 7 of the Data Protection Act. It enables individuals to find out
What personal data this company holds about them
Why we hold this data
Who we disclose it to
A Subject Access Request should be in writing to the Data Protection Manager at the company
Verification of the identity of such requests will be made by the company prior to disclosing any personal data
The Data Protection Act permits the legitimate disclosure of personal data without the permission of the individual to law
enforcement agencies. In such circiumstances the company will employ best endeavours to ensure the request is lawful.
Review of this Policy
This policy was adopted in May 2018 and will be reviewed and updated on a regular basis.
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