Data Protection Policy Overview

The website www.ukvitest.co.uk carry out activities related to SELT test booking & need to gather and record certain information about individuals.

This Data Protection policy details & explains how this personal data must be collected, handled and stored to be compliant with the Data Protection laws UK.

The GDPR (General Data Protection Regulation) applies to the Processing of Personal Data wholly or partly by automated or manual means (eg. By a computer or human intervention).

Data Protection Policy Scope

• To be compliant with Data Protection laws in respect of Personal data.
• To make sure the rights and freedom of individuals whose information is collected and processed are protected.
• To save & protect an organization from the risk of a Data breach.

Data Protection Act 2018

The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR) and describes how organizations-including (www.ukvitest.co.uk) –must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed to anyone unlawfully.

The Data protection Act is underpinned by below important principles. These say that personal data must:

1. Be processed fairly and lawfully.
2. Be obtained only for specific, lawful purposes.
3. Be adequate, relevant and not excessive.
4. Be accurate and kept up to date.
5. Not be held for any longer than necessary.
6. Processed in accordance with the rights of data subjects.
7. Be protected in appropriate ways.

Data Protection policy Coverage

The Data Protection laws and this policy applies to all of www.ukvitest.co.uk staff, branches, head office, all teachers, administrators, managers and other people working on behalf of www.ukvitest.co.uk

This policy will help www.ukvitest.co.uk protection from data security risks : Breach of Confidentiality : Information being given out inappropriately Failure to offer freedom to individuals for their Personal data handling choice

Responsibilities (Data Protection)

All employees who work for or with (www.ukvitest.co.uk) has responsibility for ensuring data is collected, stored and handled appropriately & within legal framework.

The board of directors is ultimately responsible for ensuring that (www.ukvitest.co.uk) meets its legal obligation to comply with Data Protection laws

The Data Protection officer’s responsibility:

• Keeping the board updated about data protection responsibilities, risks and issues
• Reviewing all data protection procedures and related policies, in line with an agreed schedule.
• Arranging data protection training and advice for the people covered by this policy.
• Handling data protection questions from staff and anyone else covered by this policy.
• Dealing with requests from individuals to see the data (www.ukvitest.co.uk) holds about them (also called “subject access requests”).
• Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

The IT manager’s responsibility:

• Co ordinating with IT development team & ensuring all systems, services and equipment used for storing data meet acceptable security standards.
• Performing regular checks and scans to ensure security hardware and software is functioning properly.
• Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.

The Marketing manager’s responsibility

• Any Approval of data protection statements attached to communications such as emails and letters.
• Addressing any data protection queries from media like newspapers.
• Where necessary working with other staff to ensure any marketing initiative abide by data protection rules.

Data Protection policy Accuracy and relevance

We as a business will ensure that any personal data we process is accurate, adequate, relevant and not excessive, given the purpose for which it was obtained. We will not process personal data obtained for one purpose for any unconnected purpose unless the individual concerned has agreed to this or would otherwise reasonably expect this. Individuals may ask that we correct inaccurate personal data relating to them. If you believe that information is inaccurate you should record the fact that the accuracy of the information is disputed and inform the DPO.

Data security under this Data protection

The organization must keep personal data secure against loss or misuse. Where other organisations process personal data as a service on our behalf, the DPO will establish what, if any, additional specific data security arrangements need to be implemented in contracts with those third party organisations.

Employee Guidelines for Data handling under this policy

• The only employees to access data covered by this policy should be those who need it for their professional work commitment being employed by the company.
• Data should not be shared informally. When access to confidential information is required, employees can request it from their managers.
• (www.ukvitest.co.uk) will provide training to all employees to help them understand their responsibilities when handling data lawfully.
• Employee should keep all data secure, by taking utmost precautions and following the guidelines below.
• In particular, strong passwords must be used and should never be shared.
• Personal data should not be disclosed to unauthorised people within or outside organization.
• Data should be regularly reviewed and updated . If no longer required, it should be deleted according to the policies framed.
• Employee should request help from their manager or the Data protection officer if they are unsure about any aspect of data protection.

Storing Data securely under this Data Protection policy

• In cases when data is stored on printed paper, it should be kept in a secure place where unauthorised personnel or any person outside the organization cannot access it.
• The Printed data should be shredded when it is no longer needed.
• The Data stored on a computer should be protected by strong passwords that are changed regularly. We encourage all staff to use a password manager to create and store their passwords.
• Data stored on CDs or memory sticks must be encrypted or password protected and locked away securely when they are not being used
• The Directors & Officers must approve any cloud used to store data
• Servers containing personal data must be kept in a secure location, away from general office space
• Data should be regularly backed up in line with the company’s backup procedures
• Data should never be saved directly to mobile devices such as laptops, tablets or smartphones
• All servers containing sensitive data must be approved and protected by security software
• All possible technical measures must be put in place to keep data secure

Data retention under this policy

We must retain personal data for no longer than is necessary. What is necessary will depend on the circumstances of each case, taking into account the reasons that the personal data was obtained, but should be determined in a manner consistent with our data retention guidelines.

Data Usage policy

• All employees & personnel within organization should ensure the screen of their computers are always locked when left unattended while working with Personal data.
• The organization staff should ensure that Personal data should not be shared informally. In particular, it should never be sent by email as this form of communication is not secure.
• All Personal data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorized external contacts.
• Personal data may be transferred outside of the UK as long as Data Protection policies are implemented outside also with the permission of Board of Directors and DPO.
• Managers should make sure that employees should not save copies of personal data to their own computers.

Subject Access Requests handling

All individual who are the subject of personal data held by  (www.ukvitest.co.uk) are entitled to:

• Can ask us what information the company holds about them and reason,
• Ask us how to gain access to the copy of data
• Be informed how to keep it up to date.
• Be informed how the company is meeting its data protection obligation.

If an individual contacts the company requesting this information, this is called a subject access request. Subject access request from individuals should be made by email, addressed to info@ukvitest.co.uk or dpopost@gmail.com The data controller can supply a standard request form, although individuals do not have to use this. The data controller will aim to provide the relevant data within 14 days. The data controller will always verify the identity of individual making a subject access request before handing over any information.

Information about Data Handling

The website www.ukvitest.co.uk  aims to ensure that individuals are aware that their data is being processed, and that they understand:

• How the data is being used
• How to exercise their rights

We must always inform the individual of how their data is being used by the company i.e. in the privacy notice.