Data Protection Policy Introduction

The Data Protection Act 2018 (the Act) regulates the way in which all personal data is held and processed. This is a statement of the data protection policy adopted by Vouch Online Ltd. It applies to all Vouch Online Ltd employees. In order to operate efficiently Vouch Online Ltd needs to collect and use information about the people with whom we work. This includes current, past and prospective employees, reviewers, professional experts, stakeholders, delegates and others with whom we communicate. Vouch Online Ltd regards the lawful and correct treatment of personal information as integral to our successful operation, and to maintaining the confidence of the people we work with. To this end we fully endorse and adhere to the principles of the Act. Vouch Online Ltd is registered as a data controller on the register kept by the Information Commissioner.

Purpose

The purpose of this policy is to ensure that everyone handing personal information at Vouch Online Ltd is fully aware of the requirements of the Act and complies with data protection procedures and that data subjects are aware of their rights under the Act.

Scope: Information Covered by the Act

'Personal data' covered by the Act is essentially any recorded information which identifies a living individual. Personal data held by Vouch Online Ltd will include contact information for a variety of stakeholders and other personal details.

Responsibility for Vouch Online Ltd compliance with the Act

The directors of Vouch Online Ltd have overall responsibility for compliance with the Act but individual members of staff are responsible for the proper use of the data they process.

Policy Statement

The principles of the Act require require that personal information must:

  • Be processed fairly and lawfully.
  • Not be used for a purpose for which it was not collected.
  • Be adequate, relevant and not excessive for the purpose.
  • Be accurate and up-to-date.
  • Not be kept longer than necessary.
  • Be processed in accordance with the data subject's rights.
  • Be kept secure and protected from unauthorised processing, loss or destruction.
  • Be transferred only to those countries outside the European Economic Area that provide adequate protection for personal information.

In order to meet the requirements of the principles Vouch Online Ltd will:

  • Fully observe conditions regarding the fair collection and use of information.
  • Meet its legal obligations to specify the purposes for which information is used.
  • Collect and process appropriate information, and only to the extent that it is needed to fulfil operational needs or to comply with any legal requirements.
  • Ensure the quality of the information used.
  • Hold personal information on Vouch Online Ltd systems for as long as is necessary for the relevant purpose, or as long as is set out in any relevant contract held with Vouch Online Ltd or Vouch Online Ltd 's Records Retention Schedule.
  • Ensure that the rights of people about whom information is held can be fully exercised under the Act (these include: the right to be informed that processing is being undertaken; the data subject's right of access to their personal information; the right to prevent processing in certain circumstances; the right to correct, rectify, block or erase information which is regarded as wrong information).
  • Take appropriate technical and organisational security measures to safeguard personal information and;
  • Ensure that personal information is not transferred outside of Vouch Online Ltd without suitable safeguards.

Vouch Online Ltd responsibilities for data protection and confidential information
Vouch Online Ltd will ensure that there is someone with specific responsibility for data protection in the organisation. The nominated person is currently the Information and Records Manager. The Information and Records Manager may be contacted at:
Information and Records Manager
Vouch, Broomhall Hall, 8-10 Broomhall Road, Sheffield, S10 2DR
Email hello@vouch.co.uk

Vouch Online Ltd will ensure that:

  • Everyone managing and handling personal information understands that they are responsible for following good data protection practice.
  • This policy is available to each member of staff.
  • Everyone managing and handling personal information is appropriately trained and supervised.
  • Queries about handling personal information are promptly and courteously dealt with and clear information is available to all staff.

Staff responsibilities for data protection and confidential information

  • All staff should be aware of the requirements of the Act and how the rules apply to them.
  • All staff must complete data protection induction and annual training.
  • All staff have a responsibility to ensure that they respect confidential information in their possession and maintain information security. Disclosure of confidential information gained as part of your employment to a third party, or assisting others in disclosure, will be viewed by Vouch Online Ltd with the utmost seriousness.
  • All staff are responsible for ensuring personal information is kept no longer than is necessary.

For further advice, please contact the Information and Records manager.

Privacy Statement

Vouch Online Ltd respects your privacy. The information that you provide us with, or that is gathered automatically, helps us to monitor our services and provide you with the most relevant information.

GDPR

Privacy is very important to us.
We have appointed Athene secure Ltd as our Data Protection Officer (DPO) and gained Cyber Essentials Plus accreditation.
If, in future, you want to know or have any queries regarding data protection or our policies, all you have to do is ask – just send an email to dpo@vouch.co.uk and we can help resolve your query. You also have a right to lodge a complaint with the ICO if you wish.

Subject Access Requests

Under the Act individuals have the right to access personal information Vouch Online Ltd may hold about them. If you wish to request such information please email hello@vouch.co.uk

Data Protection Complaints Procedure

Vouch Online Ltd aims to comply fully with its obligations under the Act. If you have any questions or concerns regarding Vouch Online Ltd 's management of personal data, including your right to access data about yourself, or if you feel Vouch Online Ltd holds inaccurate information about you, please contact Vouch Online Ltd 's Information and Records Manager (details above). If you feel that your questions or concerns have not been dealt with adequately or that a subject access request you have made to Vouch Online Ltd has not been fulfilled you can use Vouch Online Ltd 's complaints procedure: If you are still dissatisfied, you have the right to contact the office of the Information Commissioner, the independent body overseeing compliance with the Act: http://ico.org.uk/.