Data protection Policy 05/18
Urdang Data Protection Policy
Dated: May 2018
The Company is fully committed to compliance with the requirements of the General Data
Protection Regulation (GDPR) and all other data protection legislation currently in force. The
Regulation applies to anyone processing personal data and sets out principles which should
be followed and gives rights to those whose data is being processed.
To this end, the Company endorses fully and adheres to the Data Protection Principles listed
below. When processing data we will ensure that it is:
● processed lawfully, fairly and in a transparent way (‘lawfulness, fairness and
transparency’)
● processed no further than the legitimate purposes for which that data was collected
(‘purpose limitation’)
● limited to what is necessary in relation to the purpose (‘data minimisation’)
● accurate and kept up to date (‘accuracy’)
● kept in a form which permits identification of the data subject for no longer than is
necessary (‘storage limitation’)
● processed in a manner that ensures security of that personal data (‘integrity and
confidentiality’)
● processed by a controller who can demonstrate compliance with the principles
(‘accountability’)
These rights must be observed at all times when processing or using personal information.
Therefore, through appropriate management and strict application of criteria and controls,
the Company will:
● observe fully the conditions regarding having a lawful basis to process personal
information
● meet its legal obligations to specify the purposes for which information is used
● collect and process appropriate information only to the extent that it is necessary to fulfil
operational needs or to comply with any legal requirements
● ensure the information held is accurate and up to date
● ensure that the information is held for no longer than is necessary
● ensure that the rights of people about whom information is held can be fully exercised
under the GDPR (i.e. the right to be informed that processing is being undertaken, to
access personal information on request; to prevent processing in certain circumstances,
and to correct, rectify, block or erase information that is regarded as wrong information)
● take appropriate technical and organisational security measures to safeguard personal
information
● ensure that personal information is not transferred outside the EU, to other countries or
international organisations without an adequate level of protection
Data protection Policy 05/18
EMPLOYEES PERSONAL INFORMATION
Throughout employment and for as long as is necessary after the termination of
employment, the Company will need to process data about you. The kind of data that the
Company will process includes:
● any references obtained during recruitment
● details of terms of employment
● payroll details
● tax and national insurance information
● details of job duties
● details of health and sickness absence records
● details of holiday records
● information about performance
● details of any disciplinary and grievance investigations and proceedings
● training records
● contact names and addresses
● correspondence with the Company and other information that you have given the
Company
The Company believes that those records used are consistent with the employment
relationship between the Company and yourself and with the data protection principles. The
data the Company holds will be for management and administrative use only but the
Company may, from time to time, need to disclose some data it holds about you to relevant
third parties (e.g. where legally obliged to do so by HM Revenue & Customs, where
requested to do so by yourself for the purpose of giving a reference or in relation to
maintenance support and/or the hosting of data in relation to the provision of insurance).
In some cases the Company may hold sensitive data, which is defined by the legislation as
special categories of personal data, about you. For example, this could be information about
health, racial or ethnic origin, criminal convictions, trade union membership, or religious
beliefs. This information may be processed not only to meet the Company's legal
responsibilities but, for example, for purposes of personnel management and administration,
suitability for employment, and to comply with equal opportunity legislation. Since this
information is considered sensitive, the processing of which may cause conc ern or distress,
you will be asked to give express consent for this information to be processed, unless the
Company has a specific legal requirement to process such data.
ACCESS TO DATA
You may, within a period of one month of a written request, inspect and/or have a copy,
subject to the requirements of the legislation, of information in your own personnel file and/or
other specified personal data and, if necessary, require corrections should such records be
faulty. If you wish to do so you must make a written request to your line Manager. The
Company is entitled to change the above provisions at any time at its discretion.
Data protection Policy 05/18
DATA SECURITY
You are responsible for ensuring that any personal data that you hold and/or process as part
of your job role is stored securely.
You must ensure that personal information is not disclosed either orally or in writing, or via
web pages, or by any other means, accidentally or otherwise, to any unauthorised third
party.
You should note that unauthorised disclosure may result in action under the disciplinary
procedure, which may include dismissal for gross misconduct. Personal information should
be kept in a locked filing cabinet, drawer, or safe. Electronic data should be coded,
encrypted, or password protected both on a local hard drive and on a network drive that is
regularly backed up. If a copy is kept on removable storage media, that media must itself be
kept in a locked filing cabinet, drawer, or safe.
When travelling with a device containing personal data, you must ensure both the device
and data is password protected. The device should be kept secure and where possible it
should be locked away out of sight i.e. in the boot of a car. You should avoid travelling with
hard copies of personal data where there is secure electronic storage available. When it is
essential to travel with hard copies of personal data this should be kept securely in a bag
and where possible locked away out of sight i.e. in the boot of a car.
