Data Protection Policy
Paul Jackson Landscaping & Fencing
|Company||means Paul Jackson Landscaping & Fencing|
|GDPR||means the General Data Protection Regulation.|
|Responsible Person||Means Paul Jackson|
|Register of Systems||means a register of all systems or contexts in which personal data is processed by the company.|
1. Data protection principles
Paul Jackson Landscaping & Fencing is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
- processed lawfully, fairly and in a transparent manner in relation to individuals;
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
- processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
2. General provisions
- This policy applies to all personal data processed by Paul Jackson Landscaping & Fencing.
- The Responsible Person shall take responsibility for the Paul Jackson Landscaping & Fencing ongoing compliance with this policy.
- This policy shall be reviewed at least annually.
3. Lawful, fair and transparent processing
- To ensure its processing of data is lawful, fair and transparent, the Paul Jackson Landscaping & Fencing shall maintain a Register of Systems.
- The Register of Systems shall be reviewed at least annually.
- Individuals have the right to access their personal data and any such requests made to the Paul Jackson Landscaping & Fencing shall be dealt with in a timely manner.
4. Lawful purposes
- All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
- Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the systems.
5. Data minimisation
- Paul Jackson Landscaping & Fencing shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
- Paul Jackson Landscaping & Fencing shall take reasonable steps to ensure personal data is accurate.
- Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
7. Archiving / removal
- To ensure that personal data is kept for no longer than necessary, Paul Jackson Landscaping & Fencing shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
- The archiving policy shall consider what data should/must be retained, for how long, and why.
- Paul Jackson Landscaping & Fencing shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
- Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
- When personal data is deleted this should be done safely such that the data is irrecoverable.
The General Data Protection Regulation (GDPR) comes into force on 25 May 2018. It updates the law on data protection, and is set to affect all organisations that control or process personal data. That could be customer records, employee data – basically any data that relates to an identifiable natural living person.
To comply with the GDPR law, we have put into practice some policies to ensure we meet these new regulations and keep your data safe.
Any initial information taken by Paul Jackson Landscaping and Fencing (name, address and contact details), are securely filed in a locked filing cabinet.
This information is kept securely on file until any projects are complete, and either kept for future reference or securely destroyed using a cross cut shredder.
Further customer details are kept securely within an accounting/invoicing application on secure computer systems and used purely for accounting and/or HMRC records.
Please note, no payment details are ever kept or recorded with the exception of method of payment (BACS, cheque etc.) and dates invoices are paid.
Your data is very important to us and will never be shared with any third parties.