Reload Media General Data Protection Regulation Policy
From 25 May 2018, existing data protection duties will be tightened up under the EU General Data Protection Regulation (GDPR). The UK government has committed to implementing the GDPR irrespective of Brexit and has a new Data Protection Bill currently progressing through Parliament.
We are committed to protecting your personal information and to being transparent about what information we hold. RELOAD MEDIA LIMITED understands its obligations to you to help you understand how and why we process your personal data.
Our website is operated by RELOAD MEDIA LIMITED and whose registered address is 25 The Green, Handsacre Nr Rugeley, Staffordshire WS154DP (“We”) are committed to protecting and preserving the privacy of our visitors when visiting our site or communicating electronically with us.
This policy sets out how we process any personal data we collect from you or that you provide to us through our website. We confirm that we will keep your information secure and that we will comply fully with all applicable UK Data Protection legislation and regulations. Please read the following carefully to understand what happens to personal data that you choose to provide to us, or that we collect from you when you visit this site.
By visiting www.reloadmedia.co.uk (our website) you are accepting and consenting to the practices described in this policy.
We are committed to:
- ensuring that we comply with the eight data protection principles
- meeting our legal obligations as laid down by the Data Protection Act 1998
- processing your data lawfully, fairly and in a transparent way
- only collecting your data for specified, explicit and legitimate purposes only
- keeping personal data up to date and accurate
- only keeping necessary data in relation to the purposes for which they are processed
- complying with an individual’s right to be forgotten
- ensuring that data subjects’ rights can be appropriately exercised
- to give individuals access to their personal data when requested, within 1 month
- providing adequate security measures to protect personal data
- ensuring that a nominated officer is responsible for data protection compliance and provides a point of contact for all data protection issues
- ensuring that all staff are made aware of good practice in data protection
- providing adequate training for all staff responsible for personal data
- to complete an annual data protection audit to ensure compliance with new regulation
- ensuring that everyone handling personal data knows where to find further guidance
- ensuring that queries about data protection, internal and external to the business, is dealt with effectively and promptly
- regularly reviewing data protection procedures and guidelines within the business
- informing individuals of any and all 3rd party’s which your data is shared with and why
- inform all individuals of who and how to access further information regarding their data and how to make a complaint regarding security breaches
- giving instruction and access to amending/updating personal data by the individual when required
Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive.
Like many sites, we use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.
Why we hold your personal data
We are required to hold your personal data for various legal and practical purposes, without which we would be unable to work with you. Holding your personal data enables us to meet various administrative and legal obligations (e.g. for tax purposes). We will also process your personal information in other circumstances, provided you have given your consent for us to do so.
Types of information
We may collect, store and use the following kinds of personal information about individuals who visit and use our website:
Information you supply to us:
You may supply us with information about you by filling in forms on our website. This includes information you provide when you submit a contact/enquiry form, application form. The information you give us may include your name, address, e-mail address and phone number.
Information we keep about you
The information we hold about you is primarily information you provided when applying for your tenancy.
- Name & Address details
- Date of birth
- Any references
- National Insurance Number & Tax Code
- Bank account & credit/debit card details
- Details of any known disability
- Emergency contact details
- Employment history with the organisation
- Employment terms & conditions (e.g. pay, hours of work, holidays, benefits, absence)
- Photographs of you
- your visa requirements; copies of passports, visas, and other documents required to ensure compliance with Home Office requirements.
How data will be used and kept
- Personal data shall be processed fairly and lawfully and shall be obtained for one or more specified and lawful purposes and shall not be further used in any manner incompatible with that purpose or those purposes.
- Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
- Personal data shall be accurate and, where necessary, kept up to date. It is the employee’s duty to ensure that any change in personal data must notify HR in order to keep personnel files accurate and log any changes with HMRC.
- Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
- Personal Data which is no longer required is disposed of appropriately i.e. shredded or deleted.
- Personal data shall be processed in accordance with the rights of data subjects under the Data Protection Act 1998.
- Appropriate technical and organisational measures shall be taken against unauthorised and unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
- Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
How long data is kept
RELOAD MEDIA LIMITED will share your personal data where it’s necessary to provide you with the services you want, for example your data will be shared with:
- Relevant data will be shared with contractors, local authorities (if required), Credit Reference Agency
- Relevant data may be shared with your next of kin but only with your consent or in an emergency.
- Relevant data may be shared with Home Office, UK Visas and Immigration (UKVI) in order to fulfil RELOAD MEDIA LIMITED legal obligations
- Data may be shared with reputable “data processors” for the purposes of sending communications (e.g. MailChimp).
- With your permission we may share information about you for publicity and marketing purposes online, in print and on social media.
Otherwise, the RELOAD MEDIA LIMITED does not share data with any third party, except as allowed for in other privacy notices or required by law. We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.
Your rights – access to your personal data
You have the right to ensure that your personal data is being processed lawfully (“Subject Access Right”). Your subject access right can be exercised in accordance with data protection laws and regulations. Any subject access request must be made in writing to Gemma Holder – 01543 25052. We will provide your personal data to you within the statutory time frames. To enable us to trace any of your personal data that we may be holding, we may need to request further information from you. If you have a complaint about how we have used your information, you have the right to complain to the Information Commissioner’s Office (ICO).
The security of your Personal Information is important to us but remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.
Where a breach is likely to result in a high risk to the rights and freedoms of individuals, RELOAD MEDIA LIMITED will notify ICO and the individual/s ASAP.
Information Commissioner’s Office
Helpline: 0303 123 1113
Data Protection Network