Data and Privacy Policy Statement
Halo Property Security Ltd General Data Protection Regulations (GDPR) Policy refers to our commitment to treat information of employees, customers, stakeholders s and all other interested parties with the utmost care confidentiality. With this policy, we ensure that we gather, store and handle data fairly, transparently and with respect towards individual rights.
ONLINE:
This Policy refers to all parties (employees, Job candidates, customers, suppliers etc.) who provide any information to us.
WHO IS COVERED UNDER THE GENERAL DATA PROTECTION POLICY
Employees of our company must follow this policy, Contractors, consultants, partners and any other external party are also covered. Generally our policy refers to anyone we collaborate with or acts on our behalf and may need occasional access to our data.
ELEMENTS OF THE POLICY
As part of our operations, we need to obtain and process information. This information includes any offline or online data that makes a person identifiable such as names, address, usernames and passwords, digital foot prints, photographs, social security numbers, financial data etc. Our company collects this information in a transparent way and only with the full cooperation and knowledge of interested parties. Once this information is available to us , the following procedures apply;
Our Data will be:
- Accurate and kept up to date.
- Collected fairly and for lawful purposes only
- Processed by the company within its legal and moral boundaries
- Protected against any unauthorised or illegal access by internal or external parties
Our Data will not be:
- Communicated informally
- Stored for more than a specified amount of time, agreed with client employees
- Transferred to organisations, countries that do not have adequate data protection policies
- Distributed to any party other than the ones agreed upon by the data’s owner ( exempting legitimate requests from law enforcement authorities)
In addition to ways of handling data the company has direct obligations towards the people whom the data belongs specifically we must:
- Let People know which of their data is collected
- Inform people about how we’ll process their data
- Inform people about who has access to their information
- Have provisions in cases of lost, corrupted or compromised data
- Allow people to request that we modify, erase reduce or correct data contained in our databases
Card Payments over the Phone
- Check amount to be paid by the customer and key in details directly to the card machine
- Email or post customer copy of receipt directly to the customer.
- File merchant copy receipts for 12 months in a secure facility and then shred in a cross shredder.
ACCURACY
Halo Property Security will take reasonable steps to keep personal data up to date and accurate.
Personal data will be stored for 6 Years after an employee has worked for the organisation and brief details for longer. Unless the Organisation is specifically asked by an individual to destroy their details it will normally keep them on file for future reference. The Managing Director has responsibility for authorising the destruction of personnel files.
STORAGE
Personal data that is kept in paper-based format is held in a secure cabinet and electronically on a password protected computer system.
Every Effort is made to ensure that the paper based data is stored in organised and secure systems
Halo Property Security operate a clear desk policy at all times.
Halo property Security will send emails for the purposes of marketing, recipients will have to have double subscribed to this service Halo Property Services Ltd will retain history of the recipient’s agreement to be contacted with marketing materials. Relevant Emails will then be sent to the recipient for a fixed period time before engaging the recipient to re-subscribe to the service. An unsubscribe procedure is in place at all times. Halo Property Security will also send emails to customers without permission however these emails will only be transactional, for example a customer buys a service from Halo property security through the website confirmation of delivery of service and invoices will be sent to the recipients via email.
USE OF PHOTOGRAPHS
Where applicable Halo Property Security will seek consent from individuals before displaying photographs in which they appear. If this is not possible (for Example, a large group photo). The organisation will remove any photograph if a complaint is received. This policy also applies to photographs published on the organisations website or in a newsletter.
EXTERNAL DATA RECORDS
Halo Property Services Ltd, obtains personal data (such as names, addresses, card payments and phone numbers) from clients, suppliers, contractors / interested parties. This Data is obtained, stored and processed solely to assist staff in the efficient running of services. Personal details supplied are only used to send material that is potentially useful. Most of this information is stored on the organisation’s database.
Halo property Security Ltd obtain personal data and information from clients and members in order to provide services. This data is stored and processed only for the purposes outlined in the agreement and service specification signed by the client /member.
CONSENT
Personal data is collected in person, over the phone and using other methods such as e-mail. Written consent is not requested as it is assumed that the consent has been granted when an individual freely gives their own details. Personal Data will not be passed on to anyone outside the organisation without explicit consent from t the data owner unless there is a legal duty of disclosure under other legislation, in which case HR or a member of Management Team will discuss and agree disclosure with the directors.
ACCESS
Only the Organisations staff will normally have access to personal data.
All staff are made aware of the General Data Protection Regulations Policy and their obligation not to disclose personal data to anyone who is not supposed to have it. Information supplied is kept in a secure filing, paper and electronic system and is only accessed by those individuals involved in the delivery of the service. Information will not be passed on to anyone outside the organisation without their explicit consent, excluding statutory bodies e.g. HM revenue and Customs Individuals will be supplied with a copy of any of their personal data held by the organisation if a request is made. All confidential post must be opened by the addressee only.
COMPLIANCE
Compliance with the (GDPR) is the responsibility of all staff, paid or unpaid. Halo Property security Ltd will regard any unlawful breach of any provision of the Act by any staff, paid or unpaid as a serious matter which will result in disciplinary action. Any employee who breaches this policy statement will be dealt with under the disciplinary procedure which may result in dismissal for gross misconduct. Any such breach could also lead to criminal prosecution.
RETENTION OF DATA
No documents will be stored longer than is necessary. Any data stored indefinitely will be in a secure environment be it electronic or paper. All document containing personal data will be disposed of securely in accordance with the Data protection principles. If data is maintained this will be held securely.
ACTIONS
To exercise data we are committed to:
- Restrict and monitor access to sensitive data
- Develop transparent data collection procedures
- No use of Authorised software
- Train employees in online privacy and security measures
- Build secure networks to protect online data from Cyberattacks using up to date cyber essentials and Anti-Virus Software.
- Establish clear procedures for reporting privacy breaches or data misuse.
- Include contract Clauses or communicate statements on how we handle data.
- Establish data protection practices (documents shredding, secure locks, data encryption, frequent backups, access authorisation)
Our data protection provisions will appear on our website.
DISCLOSURE BARRING SERVICE (DBS)
Halo property security Ltd will act in accordance with the DBS’s Code of practice. Copies of Disclosures are kept no longer than is required. In most cases this is no longer than 6 months in accordance with the DBS code of practice. There may be circumstances where it is deemed appropriate to exceed this limit e.g. in the case of disputes
RESPONSIBILITIES Of EMPLOYEES
During the course of their duties with HALO Property Security Ltd, where staff will be dealing with information such as names/addresses/ phone number/e-mail addresses, card payments of other staff and clients. They may be told or overhear sensitive information while working for the company. The General Data Protection Regulations (GDPR) gives specific guidance on how this information should be dealt with. In short to comply with the law, personal information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully, Staff, paid or unpaid must abide by this policy.
DISCIPLINARY CONSEQUENCES:
All principles described in this policy must be strictly followed. A breach of data protection guidelines will invoke disciplinary and possibly legal action. This policy applies to all those employed by HALO property security ltd.
