Data Protection Principles
AIS 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.
General Provisions
This policy applies to all personal data processed by AIS, the company and its staff shall take responsibility for the company’s ongoing compliance with this policy.
This policy is reviewed annually.
The company shall register with the Information Commissioner’s Office as an organisation that processes personal data.
Lawful Fair and Transparent Processing
To ensure its processing of data is lawful, fair and transparent, AIS maintains a Register of Systems.
The Register of Systems is reviewed annually.
Individuals have the right to access their personal data and any such requests made to the company shall be dealt with in a timely manner.
Lawful Purposes
All data processed by the company is completed on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
The company shall note the appropriate lawful basis in the Register of Systems.
Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent is clearly available and systems are in place to ensure such revocation is reflected accurately in the company’s systems.
Data Minimisation
AIS ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
Accuracy
The Company takes reasonable steps to ensure personal data is accurate.
Where necessary for the lawful basis on which data is processed, steps are put in place to ensure that personal data is kept up to date.
Archiving and Removal
AIS ensures that personal data is kept for no longer than necessary, the Company has put in place an archiving policy for each area in which personal data is processed and review this process annually.
The archiving policy considers what data should/must be retained, for how long, and the reason for retention.
Security
AIS ensure that personal data is stored securely using modern software that is kept-up-to-date.
Access to personal data is limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
When personal data is deleted it is done safely and such that the data is irrecoverable.
Appropriate back-up and disaster recovery solutions are in place.
Should you require any further information or assistance regarding the policy detailed above then please contact the office manager via email:
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