– Data Policy Statement

1. Introduction

1.1 Background to the General Data Protection Regulation (‘GDPR’)

The General Data Protection Regulation 2016 replaces the EU Data Protection Directive of 1995 and supersedes the laws of individual Member States that were developed in compliance with the Data Protection Directive 95/46/EC. Its purpose is to protect the “rights and freedoms” of natural persons (i.e. living individuals) and to ensure that personal data is not processed without their knowledge, and, wherever possible, that it is processed with their consent.

1.2 Definitions used by the organisation (drawn from the GDPR)

Material scope (Article 2) – the GDPR applies to the processing of personal data wholly or partly by automated means (i.e. by computer) and to the processing other than by automated means of personal data (i.e. paper records) that form part of a filing system or are intended to form part of a filing system.

Territorial scope (Article 3) – the GDPR will apply to all controllers that are established in the EU (European Union) who process the personal data of data subjects, in the context of that establishment. It will also apply to controllers outside of the EU that process personal data in order to offer goods and services or monitor the behavior of data subjects who are resident in the EU.

1.3 Article 4 definitions

Establishment – the main establishment of the controller in the EU will be the place in which the controller makes the main decisions as to the purpose and means of its data processing activities. The main establishment of a processor in the EU will be its administrative centre. If a controller is based outside the EU, it will have to appoint a representative in the jurisdiction in which the controller operates to act on behalf of the controller and deal with supervisory authorities.

Personal data – any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Special categories of personal data – personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade-union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

Special categories of personal data – personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade-union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

Data controller – the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.

Data subject – any living individual who is the subject of personal data held by an organisation.

Processing – any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Profiling – is any form of automated processing of personal data intended to evaluate certain personal aspects relating to a natural person, or to analyse or predict that person’s performance at work, economic situation, location, health, personal preferences, reliability, or behavior. This definition is linked to the right of the data subject to object to profiling and a right to be informed about the existence of profiling, of measures based on profiling and the envisaged effects of profiling on the individual.

Personal data breach – a breach of security leading to the accidental, or unlawful, destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed. There is an obligation on the controller to report personal data breaches to the supervisory authority and where the breach is likely to adversely affect the personal data or privacy of the data subject.

Data subject consent – means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data.

Child – the GDPR defines a child as anyone under the age of 16 years old, although this may be lowered to 13 by Member State law. The processing of personal data of a child is only lawful if parental or custodian consent has been obtained. The controller shall make reasonable efforts to verify in such cases that consent is given or authorised by the holder of parental responsibility over the child.

Third party – a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

Filing system – any structured set of personal data which are accessible according to specific criteria, whether centralised, decentralised or dispersed on a functional or geographical basis.

2. Policy statement

2.1 The Board of Directors and management of Security Contracting Solutions Ltd, located at St Andrews Castle 33 St Andrews Street Bury St Edmunds Suffolk are committed to compliance with all relevant EU and Member State laws in respect of personal data, and the protection of the “rights and freedoms” of individuals whose information Security Contracting Solutions Ltd collects and processes in accordance with the General Data Protection Regulation (GDPR).

2.2 Compliance with the GDPR is described by this policy and other relevant policies such as the Information Security Policy, along with connected processes and procedures.

2.3 The GDPR and this policy apply to all of Security Contracting Solutions Ltd’s personal data processing functions, including those performed on customers’, clients’, employees’, suppliers’ and partners’ personal data, and any other personal data the organisation processes from any source.

2.4 Security Contracting Solutions Ltd has established objectives for data protection and privacy, which are in PIMS and GDPR Objectives Record.

2.5 [Data Protection Officer (DPO)] / [GDPR Owner] is responsible for reviewing the register of processing annually in the light of any changes to Security Contracting Solutions Ltd’s activities (as determined by changes to the data inventory register and the management review) and to any additional requirements identified by means of data protection impact assessments. This register needs to be available on the supervisory authority’s request.

2.6 This policy applies to all Employees/Staff and interested parties of Security Contracting Solutions Ltd such as outsourced suppliers. Any breach of the GDPR or this PIMS will be dealt with under Security Contracting Solutions Ltd’s disciplinary policy and may also be a criminal offence, in which case the matter will be reported as soon as possible to the appropriate authorities.

2.7 Partners and any third parties working with or for Security Contracting Solutions Ltd, and who have or may have access to personal data, will be expected to have read, understood and to comply with this policy. No third party may access personal data held by Security Contracting Solutions Ltd without having first entered into a data confidentiality agreement SCS403v2 confidentiality agreement, which imposes on the third party obligations no less onerous than those to which Security Contracting Solutions Ltd is committed, and which gives Security Contracting Solutions Ltd the right to audit compliance with the agreement.

3. Responsibilities and roles under the General Data Protection Regulation

3.1 Security Contracting Solutions Ltd data controller is Ian Aitchison under the GDPR.

3.2 and all those in managerial or supervisory roles throughout Security Contracting Solutions Ltd are responsible for developing and encouraging good information handling practices within Security Contracting Solutions Ltd; responsibilities are set out in individual job descriptions.

3.3 [Data Protection Officer (DPO)] / [GDPR Owner] (Data Protection Officer (DPO) Job Description and Data Protection Job Description Responsibilities), a role specified in the GDPR, should be a member of the senior management team, is accountable to [Board of Directors] of Security Contracting Solutions Ltd for the management of personal data within Security Contracting Solutions Ltd and for ensuring that compliance with data protection legislation and good practice can be demonstrated. This accountability includes:

3.3.1 development and implementation of the GDPR as required by this policy; and

3.3.2 security and risk management in relation to compliance with the policy.

3.4 [Data Protection Officer (DPO)], who [Board of Directors] considers to be suitably qualified and experienced, has been appointed to take responsibility for Security Contracting Solutions Ltd’s compliance with this policy on a day-to-day basis and, in particular, has direct responsibility for ensuring that Security Contracting Solutions Ltd complies with the GDPR, as do [Manager/Executive’s in respect of data processing that takes place within their area of responsibility.

3.5 The [Data Protection Officer (DPO)] / [GDPR Owner] have specific responsibilities in respect of procedures such as the Subject Access Request Procedure and are the first point of call for Employees/Staff seeking clarification on any aspect of data protection compliance.

3.6 Compliance with data protection legislation is the responsibility of all Employees/Staff of Security Contracting Solutions Ltd who process personal data.

3.7 Security Contracting Solutions Ltd’s Training Policy sets out specific training and awareness requirements in relation to specific roles and Employees/Staff of Security Contracting Solutions Ltd generally.

3.8 Employees/Staff of Security Contracting Solutions Ltd are responsible for ensuring that any personal data about them and supplied by them to Security Contracting Solutions Ltd is accurate and up-to-date.

4. Data protection principles

All processing of personal data must be conducted in accordance with the data protection principles as set out in Article 5 of the GDPR. Security Contracting Solutions Ltd’s policies and procedures are designed to ensure compliance with the principles.