Approved by board / management on: 14/09/2019
Policy became operational on: 14/09/2019
Next review date: 14/09/2020
What personal data do we collect?
It is the nature of the services we provide that requires us to collect and process personal data. This will, at a minimum, include:
– Your name
– Your phone number and/or email address
– Origin and destination addresses
We collect only the data we need in order to deliver our service to you. If you don’t provide us with personal data, we’ll try to provide the service but it may be impossible. (N.B. Please do not provide us with the personal data of anyone else without their permission, unless you have obtained the explicit consent from that person.)
How else we have obtained your personal data?
We never purchased data from direct marketing firms, nor do we collect personal information from publicly accessible sources.
How do we use your personal data?
We limit the use of personal data to ensuring we deliver the service you have requested. Furthermore, we retain your personal data only for as long as is necessary to deliver you this service. Under certain circumstances we will retain your personal data longer if it is part of an accounting record which we are obliged by law to retain for 7 years. Where this is the case, your personal data will be archived. Records in an archived state means access to them is greatly restricted. After that, unless we need it for a particular investigation, we securely destroy records your personal data is contained within in line with our retention schedule. Destruction of paper records is done securely and appropriately. For example, we securely shred paper records in line with the British Standard for secure destruction of confidential material (BS EN 15713).
To whom might we disclose your personal data?
If another organisation helps us to provide the service, we’ll also make your personal data available to them. If this involves transferring information to a country not recognised by the Information Commissioner’s Office as providing equivalent protection, we’ll use additional safeguards approved by UK or EU regulations. We shall only disclose your personal data to third parties in circumstances that are necessary for delivering the service agreed with you. For example, the accountancy firm we use. We have never and will never sell your personal data. If there are attacks on our services, or other criminal activity, we may share information with the police or similar public body.
How do we secure your personal data?
Unfortunately, no data transmission over the internet or any other network can be guaranteed as 100% secure, but we take appropriate steps to try to protect the security of your personal data. For example, we encrypt all personal data disclosed to third parties. Likewise, Drainflow Ltd servers and all data stored locally are protected by a hardware firewall that is preventing unauthorised intrusion into the network. Software solutions are also in place which constantly scan for malware and viruses on the network. All staff are required to ensure that any paper files not in current use are stored in cabinets that remain locked at all times when offices are unoccupied. Any paper documentation containing personal data is shredded once it becomes superfluous. Access to personal data is restricted to authorised users on a need-to-know basis. In the event of a data breach involving your personal data which presents a high risk we will contact you immediately.
Inaccuracies and corrections
We would like to keep your personal data accurate and up to date. If you become aware of any errors, noted on our correspondence with you for example, then please let us know by phoning or emailing us.
How to contact us and exercise your rights?
Under the General Data Protection Regulation 2018 (GDPR) you have certain rights over your personal data that
– To receive a copy of your personal data that we hold;
– To ask us to correct any errors; and
– To delete it once we no longer need it.
To contact us regarding those rights, or anything else in this data privacy statement, please write to our compliance officer, Alison Knight, by email (email@example.com) or at our postal address below:
5 Pulloxhill Rd,
If you don’t feel we’ve dealt with your request appropriately, you have the right to appeal to the Information Commissioner’s Office (https://ico.org.uk/about-the-ico/jobs/departments/foi-complaints-and-appeals-department).
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