As part of our Company operations, the Company must obtain and process information. This information includes any offline or online data that makes a person identifiable such as names, addresses, usernames and passwords, digital footprints, photographs, social security numbers, financial data etc.
The company collects this information in a transparent way and only with the full cooperation and knowledge of interested parties. Once this information is available to the Company must also follow this process, the following rules apply.
data shall be:
- Accurate and kept up-to-date
- Collected fairly and for lawful purposes only
- Processed by the company within its legal boundaries
- Protected against any unauthorised or illegal access by internal or external parties
data shall not be:
- Communicated informally
- Stored for more than an amount of time as specified by UK Information Governance guidelines (see References).
- Transferred to organisations, states or countries that do not have adequate data protection policies
- Distributed to any party other than those agreed upon by the data’s owner (see definition of data owners and processors as defined in the Company’s GDPR Procedure (PR834). This is exempting legitimate requests from law enforcement authorities.
In addition to ways of handling the data, the Company has direct obligations towards people to whom the data belongs.
Specifically the Company must:
- Let the data owner know which of their data is collected
- Inform people about how the Company will process their data
- Inform people about who has access to their information
- Have provisions in cases of lost, corrupted or compromised data
- Allow people to request that we modify, erase, reduce or correct data contained in our databases
To exercise data protection CFMS is committed to:
- Restrict and monitor access to sensitive data
- Develop transparent data collection procedures
- Train employees in online privacy and security measures
- Build secure networks to protect online data from cyberattacks
- Establish clear procedures for and handling privacy breaches or data misuse
- Include contract clauses or communicate statements on how the Company handles data
- Establish data protection practices (document shredding, secure locks, data encryption, frequent backups, access authorisation etc.)