Janine Kathleen needs to gather and use certain information about individuals
These can include Customers, suppliers, business contacts, employees, and other people the
has a relationship with or may need to contact.
This policy describes how your 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 Janine Kathleen Complies with data protection law and follows 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 Act 1998 describes how
including Janine Kathleen 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 personal data must:
- 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 for any longer than necessary
- Processed in accordance with the rights of data subjects
- Be protective in appropriate ways
- Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection
People Risk and Responsibilities
This Policy applies to:
- The head office of Janine Kathleen
- All Branches of Janine Kathleen
- All Staff and volunteers of Janine Kathleen
contracters, suppliers and other people working on behalf of Janine Kathleen
It applies to all data that the company holds relating to identifiable individuals, even if that
information technically falls outside of the Data
This can include:
- Names of individuals
- Postal addresses
- Email addresses
- Telephone numbers
- …..plus any other information relating to individuals
Data Protection Risks
- This Policy helps to protect Janine Kathleen from some very real data security risks, including:
- Breaches of Confidentiality. For instance,
informationbeing 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.
Everyone who works for or with Janine Kathleen has some responsibility for ensuring data is
collected, stored and handled appropriately.
Each team 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:
- The owner is ultimately responsible for ensuring that Janine Kathleen meets its legal
- The owner (or designated person), Janine Kathleen Shapiro, is responsible for: o Keeping the board updated about data protection responsibilities, risks
issues. o Reviewing all data protection procedures and related policies, in line with an
agreed scheduled. o Arranging data protection training and advice for the people covered by this
policy. o Handling data protection questions from staff and anyone else covered by this
policy. o Dealing with requests from individuals to see the data [Company Name] holds
about them (also called ‘subject access request’) o Checking and approving any contracts or agreements with third parties that may
handle the company’s sensitive data.
- The [IT Manager ], [name], is responsible
for :o Ensuring all systems, services andequipment used for storing data meet acceptable
security standards. o Performing regular checks and scans to ensure security hardware and software is
functioning properly. o Evaluating any third-party services the company is considering using to store or process
data. For instance, cloud computing services.
- The [Marketing Manager],[name], is responsible for:
o Approving any data protection statements attached to communications such as emails
o Addressing any data protection queries from journalists or media outlets like
o Where necessary, working with other staff to ensure marketing initiatives abide by data
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.
- [Company Name] will provide training to all employees to help them understand their responsibilities when handling data.
- Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
- In particular, strong passwords must be used and they should never be shared.
- Personal data should not be disclosed to
unauthorisedpeople, 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
delatedand 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
cannot see it.
for some reason:
- When not required, the paper or files should be kept in a locked drawer or
fillingcabinet . Employees should make sure paper and printouts are not left where unauthorisedpeople 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
- Data should be protected by strong passwords that are changed regularly and never shared
betweenemployees . If data is stored on removable media (like a CD or DVD), 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 approvedcloud 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 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 a firewall.
Personal data is of no value to Janine Kathleen unless the business can make use of it.
However, it is when personal data is accessed and use 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 always locked when left unattached.
- 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
- Personal data should never be transferred outside of the European economic area
. Employees should not save copies of personal data to their own computers . Always access and update the central copy of any data.
The law requires Janine Kathleen 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 Janine
Kathleen should put into ensuring its accuracy.
It is the responsibility of all employees and contractors 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
additional data sets.
- Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
- Janine Kathleen will make it easy for data subjects to update the information Janine Kathleen 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 telephone number, it should be removed from the database
- It is the marketing manager’s responsibility to ensure marketing databases are checked against industry suppression files every six months.
Subjects Access Requests:
All individuals who are the subject of personal data held by Janine Kathleen 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 informedhow 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, addressed to the data controller at
Individuals will be charged R10 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.
from other reason:
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, Janine Kathleen 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 advisors where necessary.
Janine Kathleen 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 has a privacy statement, setting out how data relating to individuals is used by the company.