The General Data Protection Regulations (GDPR) comes into force on 25th May 2018 superseding the UK’s Data Protection Act 1998. The
UK is currently passing its own Data Protection Bill through Parliament which will go over and above the GDPR requirements.
It is a legal requirement for the Advanced Maintenance UK Ltd to comply with the GDPR. It is also Advanced Maintenance UK Ltd.’s policy to ensure any personal data held by us in whatever form be treated with sensitivity and privacy, as befits such information.
Advanced Maintenance UK Ltd is registered with the Information Commissioners Office (ICO) - Registration Reference Z2474095.
Advanced Maintenance UK Ltd needs to keep certain information about its employees, customers, and suppliers for financial and commercial reasons and to enable us to monitor performance, to ensure legal compliance and for health and safety purposes.
This policy sets out how we seek to protect personal data and ensure that staff understands the rules governing their use of personal data to which they have access in the course of their work.
In particular, this policy requires staff to ensure that the Data Protection Officer and/or the GDPR Support Team be consulted before any significant new data processing activity is initiated to ensure that relevant compliance steps are addressed.
Data Protection Officer - To ensure the implementation of this policy Advanced Maintenance UK Ltd has designated Hazel as the Data Protection Officer. All enquiries relating to the holding of personal data should be referred to her in the first instance.
Sensitive Personal Data - In most cases where Advanced Maintenance UK Ltd processes sensitive personal data, they will require the data subject's explicit consent to do this unless exceptional circumstances apply or we are required to do this by law (e.g. to comply with legal obligations to ensure health and safety at work).
Any such consent will need to clearly identify what the relevant data is, why it is being processed and to whom it will be disclosed.
Accuracy and Relevance - Advanced Maintenance UK Ltd will ensure that any personal data they process is done lawfully, fairly and transparently.
The data collected on a subject should be adequate, relevant and limited to what is necessary in relation to the purposes for which it is being collected.
Personal data shall be accurate, where necessary kept up to date and kept only for the period of time required to complete the processing task for which it is obtained.
Individuals may ask that Advanced Maintenance UK Ltd correct inaccurate personal data relating to them. If you believe that information held is inaccurate you should record the fact that the accuracy of the information is disputed and inform the Data Protection Officer in writing.
Access to Personal Data - Access to all personal data is restricted to limited staff. Employment checks are carried out on personnel as applicable to their role and/or the service they are delivering. Employees will obtain Disclosure Barring Service checks and complete relevant security clearances as required.
Right to be Forgotten - A data subject may request that any information held on them is deleted or removed, and any third parties who process or use that data must also comply with the request. An erasure request can only be refused if an exemption applies.
Data Audit and Register - Regular data audits to manage and mitigate risks will inform Advanced Maintenance UK Ltd’s data register. This contains information on what data is held, where it is stored, how it is used, who is responsible and any further regulations or retention timescales that may be relevant.
I.T Security - Personal data stored electronically will be protected by Advanced Maintenance UK Ltd.’s security policies and processes. Advanced Maintenance UK Ltd operates an Acceptable Use Policy, a Password Policy and a Breach of Data Policy.
Accesses to all systems are restricted to limited employees as required for the application of their job role.
Only Advanced Maintenance UK Ltd issued USB drives must be used by Advanced Maintenance UK Ltd’s employees. All third-party USB drives must be checked by the IT department before they are used in our Advanced Maintenance UK Ltd systems.
Our business continuity arrangements identify how we will protect and recover the personal information we hold.
Transferring Data Internationally - There are restrictions on international transfers of personal data. You must not transfer personal data anywhere outside the EEA without first consulting the Data Protection Officer.
Reporting Breaches - All members of staff have an obligation to report actual or potential data protection compliance failures. This allows us to:
Any breach of the Data Protection Policy, either deliberate or through negligence, may lead to disciplinary action being taken and could in some cases result in a criminal prosecution.
Third-Party Access to Advanced Maintenance UK Ltd.’s ICT Systems - With the exception of our primary IT support partner access to Advanced Maintenance UK Ltd systems is restricted and can only be accessed as agreed with the System Administrator.
All third-party providers are bound by confidentiality and security clauses within the service level agreements agreed.
Subject Access Requests - You are entitled to know what personal information Advanced Maintenance UK Ltd holds about you, why it is being held and who Advanced Maintenance UK Ltd discloses your information to.
Storage of Data - Hard copy personal data, whether related to our employees; suppliers or our customers are held in secure cabinets with access restricted to limited staff. This personal data is not routinely carried in transit however where it is required to be transported it will be held in secure containers.
Electronic personal information held locally will be held with restricted access to limited staff. This will be password controlled via the Network Login. This personal data is not routinely carried in transit however where it is required to be transported it will be held on encrypted USB drives.
Obsolete and unused IT equipment is stored for a short period to ensure all information required has been removed and then destroyed by our IT Company to a military grade level.
Retention of Records and Data - For some records and data, there are statutory retention periods with statutory authorities. For other records, there are no statutory retention periods however there are either recommended retention periods or retention periods required by third-party organisations.
Advanced Maintenance UK Ltd will retain records in accordance with the relevant authorities’ recommendations and guidelines.
Disposal of Data - All hard copy personal data and IT equipment including hard drives are disposed of in a secure manner by an approved waste disposal contractor and relevant waste transfer notes obtained.
All hard copy personal data is either securely shredded on-site or disposed of offsite via secured facilities. Hard drives are shredded at an off-site facility.
Electronic data is removed from our systems either through deletion or if required, archiving. All archived records are secured stored with limited access.
Debt Collection Rights - By obtaining Advanced Maintenance UK Ltd.’s services you are agreeing to Advanced Maintenance UK Ltd.’s terms and conditions which include the GDPR Information Security Management System.
Advanced Maintenance UK Ltd, where ever possible, handles late payments and debt collections internally; however, occasionally there are circumstances that mean that Advanced Maintenance UK Ltd is required to handle debt collection externally by outsourcing to a professional debt collection specialist.
Whether debt collection is handled internally or externally there is always a requirement to pass the data connected to the outstanding payment on to the debt collector.
To ensure compliance with GDPR, Advanced Maintenance UK Ltd’s Information Security Management Systems lifecycle concludes once payment has been received for delivery of services. This means that Advanced Maintenance UK Ltd does not allow for any designated data destruction to happen until any outstanding invoices are paid in full.
Marketing - Clients may be contacted for marketing purposes. No marketing materials may be e-mailed to any other individuals or companies without prior permission of the recipient.
Managers should check our compliance with legal obligations such as copyright or licensing requirements when downloading or copying information, and when publishing documents.
The Information Security Management System Manual is subject to continuous review and improvement.