Search:
Choose a category...
Choose a category...


We take care to protect the privacy and data of customers and users of www.forsyths-online.co.uk  These policyies explain how we collect, store and use data about you.




forsyths-online - Privacy Policy

Policy prepared by: S Forsyth

Approved by the Directors on: 18 May 2018

Next review date: 12 months annually from the above date

 

Policy scope

This policy applies to: forsyths and forsyths-online, the trading name of Intalite (Lancs) Limited

Registered in England and Wales Company Number 1643918

www.forsyths-online.co.uk is owned and operated by Intalite (Lancs) Limited

Introduction

We take care to protect the privacy of customers and users of www.forsyths-online.co.uk  This privacy policy explains how we collect, store and use data about you.

Cookies

During normal use of www.forsyths-online.co.uk   we collect and store statistical information to analyse how parts of this website are used. This data is anonymous and contains no personally identifiable data about you. For more information see our cookies page.

Web beacons

Our email newsletters and e-shots use web beacons (single, invisible 1x1 pixel images that are downloaded when emails are opened). The web beacon itself does not contain any personal data but allows us to monitor whether emails have been correctly received, opened and clicked on and to improve the overall email experience we provide.

Personal data you submit

On our Contact page within the website you have the option to submit personal information to us so that we might send you further information.

Third parties

We will not disclose any personal information we collect about you to a third party without your consent. In connection with any application, request or enquiry you make, your information will be passed directly to the relevant contact within the company.

By submitting your personal information through this website, you are consenting to it being processed by www.forsyths-online.co.uk in the manner described above.

Further details

If you have submitted personal information through this website and wish us to cease using it for the purposes described above, please email: info@forsyths-online.co.uk

If you require clarity or further information, please contact us on:

Tel: 01253 7355555

Email: info@forsyths-online.co.uk

 

 

forsyths-online - Data Protection

Policy prepared by: S Forsyth

Approved by the Directors on: 18 May 2018

Next review date: 12 months annually from the above date

Data Protection Registration Number: A8317558

 

Introduction

Forsyths-Online needs to gather and use certain information about individuals.

These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.

This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law.

Why this policy exists

This data protection policy ensures forsyths-online:

  • ·         Complies with data protection law and follows good practice
  • ·         Protects the rights of staff, customers and partners
  • ·         Is open about how it stores and processes individuals’ data
  • ·         Protects itself from the risks of a data breach

Data protection law

The Data Protection Act 1998 describes how organisations, including forsyths-online, 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 unlawfully.

forsyths-online ensure that personal information is:

1.       processed fairly and lawfully

2.       obtained only for specified, lawful purposes

3.       adequate, relevant and not excessive

4.       accurate and kept up to date

5.       not to be held for any longer than necessary

6.       processed in accordance with the rights of data subjects

7.       protected in appropriate ways

8.       not to be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection.

People, risks and responsibilities

Policy scope:

forsyths and forsyths-online, the trading name of Intalite (Lancs) Limited

Registered in England and Wales Company Number 1643918

www.forsyths-online.co.uk is owned and operated by Intalite (Lancs) Limited

This policy applies to:

The head office of Intalite (Lancs) Limited

All branches of forsyths and the website, forsyths-online

All staff and volunteers Intalite (Lancs) Limited

All contractors, suppliers and other people working on behalf of the company

It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

Names of individuals

Postal addresses

Email addresses

Telephone numbers

…plus any other information relating to individuals

Data protection risks

This policy helps to protect Intalite (Lancs) Limited from some very real data security risks, including:

Breaches of confidentiality.

For instance, information being given out inappropriately.

Failing to offer choice.

For instance, all individuals should be free to choose how the company uses data relating to them.

Reputational damage

For instance, the company could suffer if hackers successfully gained access to sensitive data.

Responsibilities

Everyone who works for or with Intalite (Lancs) Limited has some responsibility for ensuring that data is collected, stored and handled appropriately.

Each employee that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.

However, these people have key areas of responsibility:

The board of directors is ultimately responsible for ensuring that Intalite (Lancs) Limited meets its legal obligations.

The Intalite (Lancs) Limited data protection officer is responsible for:

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 Intalite (Lancs) Limited hold 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.

Intalite (Lancs) Limited Directors are responsible for:

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 and/or Directors are responsible for:

Approving any data protection statements attached to communications such as emails and letters.

Addressing any data protection queries from other staff to ensure marketing initiatives abide by data protection principles.

General guidelines

The only people able to access data covered by this policy should be those who need it for their work.

Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.

Intalite (Lancs) Limited will provide training to all employees to help them understand their responsibilities when handling data.

Employees should keep all data secure, by taking sensible precautions and following the guidelines below.

In particular, strong passwords must be used and they should never be shared.

Personal data should not be disclosed to unauthorised people, either within the company or externally.

Data should be regularly reviewed and updated if it is found to be out of date If no longer required, it should be deleted and disposed of.

Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.

Data storage

These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller.

When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.

These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:

When not required, the paper or files should be kept in a locked drawer or filing cabinet.

Employees should make sure paper and printouts are not left when unauthorised people could see them, like on a printer.

Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

Data should be protected by strong passwords that are changed regularly and never shared between employees.

If data is stored on removable media (like a CD or DVD), these should only be uploaded to an approved cloud computing services.

Servers containing personal data should be sited in a secure location, away from general office space.

Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.

Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.

All servers and computers containing data should be protected by approved security software and a firewall.

Data Use

Personal data is of no value to Intalite (Lancs) Limited unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:

When working with personal data employees should ensure the screens of their computers are always locked when left unattended.

Personal data should not be shared informally. In particular it should never be sent by email, as this form of communication if not secure.

Data must be encrypted before being transferred electronically.

Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.

Data accuracy

The law requires Intalite (Lancs) Limited to take reasonable steps to ensure data is kept accurate and up to date.

The more important it is that the personal data is accurate, the greater the effort Intalite (Lancs) Limited should put into ensuring its accuracy.

It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.

Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.

Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.

Intalite (Lancs) Limited will make it easy for individuals to update the information the company hold about them. For instance, via the company website.

Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.

Subject access requests

All individuals who are the subject of personal data held by the company are entitled to:

Ask what information the company holds about them and why.

Ask how to gain access to it.

Be informed how to keep it up to date.

If an individual contacts the company requesting this information, this is called a subject access request.

Subject access requests from individuals should ideally be made by email, addressed to the data controller at Intalite (Lancs) Limited, 61/63 Clifton Street Lytham Lancashire FY8 5ER . The data controller can supply a standard request form, although individuals do not have to use this.

Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 40 days.

The data controller will always verify the identity of anyone making a subject access request before handing over any information.

Disclosing data for other reasons

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, Intalite (Lancs) Limited will disclose requested data. However, the company will ensure the request is legitimate, seeking assistance from the Directors and from the company legal advisers where necessary.

Providing information

Intalite (Lancs) Limited 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

To these ends, the company has a Privacy Policy, setting out how data relating to individuals is used by the company.