From the 25th May 2018 all companies processing the personal data of EU citizens will need to comply with the GDPR. These new data regulations bring with them a number of new obligations, as well as the potential of hefty fines for those who do not comply.
What’s more concerning is that in a survey carried out by YouGov. in 2017, a staggering 62% of UK businesses admitted they did now know what the GDPR was. With this in-mind, we have created this short guide as an insight in to the GDPR with some key information and considerations.
The GDPR applies to ‘personal data’’ which is defined by the ICO as “any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.”
This definition relates to personal data, including name, identification number, location data or online identifier, reflecting changes in technology and the way organisations collect information about people.
The ICO also write that “The GDPR applies to both automated personal data and to manual filing systems where personal data are accessible according to specific criteria. This could include chronologically ordered sets of manual records containing personal data.
Personal data that has been pseudonymised – eg key-coded – can fall within the scope of the GDPR depending on how difficult it is to “attribute the pseudonym to a particular individual.”
The GDPR refers to sensitive personal data as “special categories of personal data”. To learn more about these categories, visit www.ico.org.uk and see articles 9 and 10.
Under GDPR compliance, our company’s policy is as below :
Property Hub Limited (‘we’ or ‘us’ or ‘our’) are committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. We have always had a robust and effective data protection program in place which complies with existing law and abides by the data protection principles. However, we recognise our obligations in updating and expanding this program to meet the demands of the GDPR and the [UK’s Data Protection https://ico.org.uk/media/1624219/preparing-for-the-gdpr-12-steps.pdf / Information Commissioner’s Office (ICO)].
Property Hub Limited are dedicated to safeguarding the personal information under our remit and in developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of, and appreciation for the new Regulation. Our preparation and objectives for GDPR compliance have been summarised in this statement and include the development and implementation of new data protection roles, policies, procedures, controls and measures to ensure maximum and ongoing compliance.
GDPR is an update to the current Data Protection Act. Coming into force on 25th May 2018, it provides individuals with a greater control and transparency over who uses their data, and how. Following the introduction of GDPR, all personal data collected by a business must be done so with explicit consent by the data subject via a straight forward, no non-sense opt in method (this means no pre-ticked opt-in boxes or other methods of default consent.)
To help with GDPR, the ICO (Information Commissioner’s Office) have created an in-depth guide on how businesses should prepare for compliance following the regulation update. This guide explains the provisions of the GDPR to help organisations comply with its requirements. It is created for, and particularly important to those who have day-to-day responsibility for data protection.
Property Hub Limited already have a consistent level of data protection and security across our organization, however it is our aim to be fully compliant with the GDPR by [25th May 2018]. Our preparation includes: -
In addition to the policies and procedures mentioned above that ensure individuals can enforce their data protection rights, we provide easy to access information via [our website, in the office, during induction etc] of an individual’s right to access any personal information that Property Hub Limited processes about them and to request information about: -
Property Hub Limited takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures, including: -
Property Hub Limited have designated Sachinkumar Gupta as our Data Protection Officer (DPO) and have appointed a data privacy team to develop and implement our roadmap for complying with the new data protection Regulation. The team are responsible for promoting awareness of the GDPR across the organisation, assessing our GDPR readiness, identifying any gap areas and implementing the new policies, procedures and measures.
Property Hub Limited understands that continuous employee awareness and understanding is vital to the continued compliance of the GDPR and have involved our employees in our preparation plans. We have implemented an employee training program specific to which will be provided to all employees prior to May 25th, 2018, and forms part of our induction and annual training program.
If you have any questions about our preparation for the GDPR, please contact Data Protection Officer (DPO)/ Sachinkumar Gupta.
Property Hub Limited
38 Court Parade
Tel: 020 8903 1002
Biometric Data - any personal data relating to the physical, physiological, or behavioral characteristics of an individual which allows their unique identification.
Consent - freely given, specific, informed and explicit consent by statement or action signifying agreement to the processing of their personal data.
Data Concerning Health - any personal data related to the physical or mental health of an individual or the provision of health services to them.
Data Controller - the entity that determines the purposes, conditions and means of the processing of personal data.
Data Erasure - also known as the Right to be Forgotten, it entitles the data subject to have the data controller erase his/her personal data, cease further dissemination of the data, and potentially have third parties cease processing of the data.
Data Portability - the requirement for controllers to provide the data subject with a copy of his or her data in a format that allows for easy use with another controller.
Data Processor - the entity that processes data on behalf of the Data Controller
Data Protection Authority - national authorities tasked with the protection of data and privacy as well as monitoring and enforcement of the data protection regulations within the Union
Data Protection Officer - an expert on data privacy who works independently to ensure that an entity is adhering to the policies and procedures set forth in the GDPR.
Data Subject - a natural person whose personal data is processed by a controller or processor.
Delegated Acts - non-legislative acts enacted in order to supplement existing legislation and provide criteria or clarity
Derogation - an exemption from a law.
Encrypted Data - personal data that is protected through technological measures to ensure that the data is only accessible/readable by those with specified access.
Enterprise - any entity engaged in economic activity, regardless of legal form, including persons, partnerships, associations, etc.
Filing System - any specific set of personal data that is accessible according to specific criteria, or able to be queried.
Genetic Data - data concerning the characteristics of an individual which are inherited or acquired which give unique information about the health or physiology of the individual.
Group of Undertakings - a controlling undertaking and its controlled undertakings.
Legitimate Interest - is one of the six lawful bases for processing personal data. You must have a lawful basis in order to process personal data in line with the ‘lawfulness, fairness and transparency’ principle.
Main Establishment - the place within the Union that the main decisions surrounding data processing are made; with regard to the processor.
Personal Data - any information related to a natural person or ‘Data Subject’, that can be used to directly or indirectly identify the person.
Personal Data Breach - a breach of security leading to the accidental or unlawful access to, destruction, misuse, etc. of personal data.
Privacy by Design - a principle that calls for the inclusion of data protection from the onset of the designing of systems, rather than an addition.
Privacy Impact Assessment - a tool used to identify and reduce the privacy risks of entities by analysing the personal data that are processed and the policies in place to protect the data.
Processing - any operation performed on personal data, whether or not by automated means, including collection, use, recording, etc.
Profiling - any automated processing of personal data intended to evaluate, analyse, or predict data subject behaviour.
Pseudonymisation - the processing of personal data such that it can no longer be attributed to a single data subject without the use of additional data, so long as said additional data stays separate to ensure non-attribution.
Recipient - entity to which the personal data are disclosed.
Regulation - a binding legislative act that must be applied in its entirety across the Union.
Representative - any person in the Union explicitly designated by the controller to be addressed by the supervisory authorities.
Right to be Forgotten - also known as Data Erasure, it entitles the data subject to have the data controller erase his/her personal data, cease further dissemination of the data, and potentially have third parties cease processing of the data.
Right to Access - also known as Subject Access Right, it entitles the data subject to have access to and information about the personal data that a controller has concerning them.
Subject Access Right - also known as the Right to Access, it entitles the data subject to have access to and information about the personal data that a controller has concerning them.
Supervisory Authority - a public authority which is established by a member state in accordance with article 46.