DATA PROTECTION POLICY

Statement

Noden Truck Centre Ltd collects and uses information about people and organisations with whom it communicates

The personal information will be dealt with properly and securely however it is collected, recorded and used.

Noden Truck Centre regards the lawful and correct treatment of personal information as very important to the successful and efficient performance of its functions and to maintain confidence between those with whom it deals.

To this end Noden Truck Centre fully adheres to all stipulations as detailed in all current data protection legislation.

 

Purpose

The purpose of this policy is to ensure that the staff of Noden Truck Centre is clear about the purpose and principles of Data Protection and to ensure that is has guidelines and procedures in place which are consistently followed.

Failure to adhere to the relevant data protection acts is unlawful and could result in legal action being taken against the company and or its staff.

The General Data Policy Regulations 2018 regulate the processing of information relating to individuals and companies. This includes the obtaining, holding, using or disclosing of such information and covers computerised records and as well as manual filing systems.

Data users must comply with the data protection principles of good practice which underpin the regulations. To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person or company unlawfully.

To this end Noden Truck Centre and its staff follow the principles detailed below:

  1. Data will be adequate and relevant and not excessive
  2. Data will be accurate and up to date
  3. Data will not be held any longer than necessary
  4. The rights of the individual will be respected
  5. Data will be kept safe from unauthorised access, accidental loss or damage
  6. Data will not be transferred to any outside company or individual without the express written consent of the Data subjects

Noden Truck Centre employees will apply these principles to all personal data held on computer or in manual filing systems during the course of their duties.

 

Procedures

Internal data records

Noden Truck Centre obtains personal data (names, addresses, phone numbers, email addresses) application forms (electronic or paper) and references and in some cases other documents from staff and persons applying for positions within the company or companies applying for credit facilities.

 

Access

The contact details of staff & or applicants for positions within the company will only be made available to other members of staff with legitimate reasons to access such information once given authority from upper management.

Contact details of staff or applicants will not be passed onto to anyone outside the company without their explicit consent.

 A copy of staff emergency contact details will be kept in an emergency file for Health & Safety reasons.

Staff will be supplied of a copy of their personal data held by the company on request.

All confidential post must be opened by the addressee only.

 

Accuracy 

Noden Truck Centre will take reasonable steps to keep personal data up to date and accurate.

Personal data of employees will be kept for 3 years after the employee has left the business.

Personal data of job candidates will be destroyed on completion of the interview process unless that person becomes an employee of the company.

 

Storage

Personal data is kept in secure paper based systems and on a password protected computer system.

 

External data records

Noden Truck Centre obtains data (such as names, addresses, email addresses, and phone numbers) from customers and suppliers. This data is obtained, stored and processed solely to assist staff in the efficient running of the company.

Personal data will not be passed on to anyone outside the company without the explicit consent from the data owner unless legally bound to do so under other legislation.

 

Access

Only staff requiring the data to carry out their normal duties will have access to the data. Anything outside this will require the express consent of the Managing Director.

Information supplied is kept in secure filing paper and electronic systems.

All staff are aware of the Data Protection Policy and their obligation is not to disclose any data to any person or organisation that should not have access to it. If any doubt of the legitimacy of request for data, the request should be referred to the Managing Director.

Individuals or organisations will be given a copy of any personal data held if requested and said data will be destroyed if so instructed by the data owner.

If a person or organisation ceases to use the services offered by Noden Truck Centre all data will be destroyed after a 6 month period unless instructed in writing to do so earlier by the data owner.

 

Compliance

Compliance with all data protection legislation is a requirement of all staff. Noden Truck Centre will regard any unlawful breach of any provision of current legislation as a serious matter which may result in disciplinary action. Any employee who breaches this policy statement may be dealt with under the disciplinary procedure which may result in dismissal for gross misconduct.

 

 

DOCUMENT CODE : DATA/02

DATE OF ISSUE: 18/04/18

ISSUED BY: ALAN NODEN

REVISION NUMBER: 0

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Noden Truck Centre Ltd.