Data protection policy for Merchamp Optical Ltd.
1. POLICY STATEMENT
Everyone has rights regarding the way in which their personal data in handled. During the course of our activities we will collect, store and process personal data about You (our customers) and we recognise that the correct and lawful treatment of this data will maintain confidence in the organisation and will provide for successful business operations.
Data users are obliged to comply with this policy when processing personal data on our behalf. Any breach of this policy may result in disciplinary action.
2. ABOUT THIS POLICY
The types of personal data Merchamp Optical Ltd. (We) may be required to handle include information about current and past customers and others that we communicate with. The personal data, which may be held on paper or on a computer or other media, is subject to certain legal safeguards specified in the Data Protection Act 1988 and 2003 (as amended) (the Act) and other regulations.
This policy and any other documents referred to in it sets out the basis on which we will process any personal data we collect from data subjects, or that is provided to us by data subjects or other sources.
This policy does not form part of any employee’s contract of employment and may be amended at any time.
3 USES FOR PERSONAL DATA:
We may use and disclose your personal data (including sensitive personal data) for our health care operations. Health care operations are activities necessary for us to operate our health care businesses. For example, this includes:
- processing payments via credit/debit cards.
- monitoring the performance of the staff in providing services to you.
- we may use your personal data as part of our efforts to continually improve the quality and effectiveness of the products and services we provide.
- we may process your personal data to create de-identified data, which is stripped of your identifiable data and no longer identifies you.
Further details of the types of data we collect and the processing we carry out are contained in Schedule 1.
4. ABOUT US
The Data Protection Officer is responsible for ensuring compliance with the Data Protection Act and with this policy. That post is held by Marese McKiernan who can be contacted at email@example.com . Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to the Data Protection Officer.
As a business, we are obliged to register with the Data Protection Commissioner as we process sensitive personal data.
5. DEFINITION OF DATA
Data is information which is stored electronically, on a computer, or in certain paper-based filing systems. Data subjects for the purpose of this policy include all living individuals about whom we hold personal data. A data subject need not be an Irish national or resident. All data subjects have legal rights in relation to their personal information.
Personal data means data relating to a living individual who can be identified from that data (or from that data and other information in our possession). Personal data can be factual (for example, a name, address or date of birth) or it can be an opinion about that person, their actions and behaviour.
Data controllers are the people who or organisations which determine the purposes for which, and the manner in which, any personal data is processed. They are responsible for establishing practices and policies in line with the Act. We are the data controller of all personal data used in our business for our own commercial purposes.
Data users are those of our employees whose work involves processing personal data. Data users must protect the data they handle in accordance with this data protection policy and any applicable data security procedures at all times.
Data processors include any person or organisation that is not a data user that processes personal data on our behalf and on our instructions. Employees of data controllers are excluded from this definition but it could include suppliers which handle personal data on Merchamp Optical Ltd.’s behalf.
Processing is any activity that involves use of the data. It includes obtaining, recording or holding the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring personal data to third parties.
6. DATA PROTECTION PRINCIPLES
Anyone processing personal data must comply with the eight enforceable principles of good practice. These provide that personal data must be:
(a) Processed fairly and lawfully.
(b) Processed for limited purposes and in an appropriate way.
(c) Adequate, relevant and not excessive for the purpose.
(e) Not kept longer than necessary for the purpose.
(f) Processed in line with data subjects’ rights.
(h) Not transferred to people or organisations situated in countries without adequate protection.
7. FAIR AND LAWFUL PROCESSING
The Act is not intended to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the data subject.
For personal data to be processed lawfully, they must be processed on the basis of one of the legal grounds set out in the Act. These include, among other things, the data subject’s consent to the processing, or that the processing is necessary for the performance of a contract with the data subject, for the compliance with a legal obligation to which the data controller is subject, or for the legitimate interest of the data controller or the party to whom the data is disclosed. When sensitive personal data is being processed, additional conditions must be met. When processing personal data as data controllers in the course of our business, we will ensure that those requirements are met.
8. PROCESSING FOR LIMITED PURPOSES
In the course of our business, we may collect and process the personal data set out in the Schedule. This may include data we receive directly from a data subject (for example, by completing forms or by corresponding with us by mail, phone, email or otherwise) and data we receive from other sources (including, for example, business partners, sub-contractors in technical, payment and delivery services, credit reference agencies and others).
We will only process personal data for the specific purposes set out in the Schedule or for any other purposes specifically permitted by the Act. We will notify those purposes to the data subject when we first collect the data or as soon as possible thereafter.
9. NOTIFYING DATA SUBJECTS
If we collect personal data directly from data subjects, we will inform them about:
- (a) The purpose or purposes for which we intend to process that personal data.
- (b) The types of third parties, if any, with which we will share or to which we will disclose that personal data.
- (c) The means, if any, with which data subjects can limit our use and disclosure of their personal data.
If we receive personal data about a data subject from other sources, we will provide the data subject with this information as soon as possible thereafter.
We will also inform data subjects whose personal data we process that we are the data controller with regard to that data, and who the Data Protection Officer is.
10. ADEQUATE, RELEVANT AND NON-EXCESSIVE PROCESSING
We will only collect personal data to the extent that it is required for the specific purpose notified to the data subject.
11. ACCURATE DATA
We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at regular intervals afterwards. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.
12. TIMELY PROCESSING
We will not keep personal data longer than is necessary for the purpose or purposes for which they were collected. We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required.
13. PROCESSING IN LINE WITH DATA SUBJECT’S RIGHTS
We will process all
personal data in line with data subjects’ rights, in particular their right to:
(a) Request access to any data held about them by a data controller
(b) Prevent the processing of their data for direct-marketing purposes.
(c) Ask to have inaccurate data amended
(d) Prevent processing that is likely to cause damage or distress to themselves or anyone else.
14. DATA SECURITY
We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.
We will put in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. Personal data will only be transferred to a data processor if he agrees to comply with those procedures and policies, or if he puts in place adequate measures himself.
We will maintain data security by protecting the confidentiality, integrity and availability of the personal data, defined as follows:
(a) Confidentiality means that only people who are authorised to use the data can access it.
- (b) Integrity means that personal data should be accurate and suitable for the purpose for which it is processed.
- (c) Availability means that authorised users should be able to access the data if they need it for authorised purposes. Personal data should therefore be stored on the companies central computer system in a secure online webserver instead of individual PCs.
Security procedures include:
Secure lockable desks and cupboards. Desks and cupboards should be kept locked if they hold confidential information of any kind. (Personal information is always considered confidential.)
Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed when they are no longer required.
Equipment. Data users must ensure that individual monitors do not show confidential information to passers-by and that they log off from their PC when it is left unattended.
15. TRANSFERRING PERSONAL DATA TO A COUNTRY OUTSIDE THE EEA
We may transfer any personal data we hold to a country outside the European Economic Area (”EEA”), provided that one of the following conditions applies:
- (a) The country to which the personal data are transferred ensures an adequate level of protection for the data subjects’ rights and freedoms.
- (b) The data subject has given his/her consent.
- (c) The transfer is necessary for one of the reasons set out in the Act, including the performance of a contract between us and the data subject, or to protect the vital interests of the data subject.
- (d) The transfer is legally required on important public interest grounds or for the establishment, exercise or defence of legal claims.
- (e) The transfer is authorised by the relevant data protection authority where we have adduced adequate safeguards with respect to the protection of the data subjects’ privacy, their fundamental rights and freedoms, and the exercise of their rights.
Subject to the requirements in Clause 15.1 above, personal data we hold may also be processed by staff operating outside the EEA who works for us or for one of our suppliers. That staff maybe engaged in, among other things, the fulfilment of contracts with the data subject, the processing of payment details and the provision of support services.
16. DISCLOSURE AND SHARING OF PERSONAL INFORMATION
We may share personal data we hold with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in the Companies Act 2014.
We may also disclose personal data we hold to third parties:
(a) In the event that we sell or buy any business or assets, in which case we may disclose personal data we hold to the prospective seller or buyer of such business or assets.
(b) If we or substantially all of our assets are acquired by a third party, in which case personal data we hold will be one of the transferred assets.
(c) If we are under a duty to disclose or share a data subject’s personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the data subject or other agreements; or to protect our rights, property, or safety of our employees, customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
We may also share personal data we hold with selected third party data processors for the purposes set out in the Schedule
17. DEALING WITH SUBJECT ACCESS REQUESTS
Data subjects must make a formal request for information we hold about them. This must be made in writing. Employees who receive a written request should forward it to [their line manager OR the Data Protection Officer] immediately.
When receiving telephone enquiries, we will only disclose personal data we hold on our systems if the following conditions are met:
(a) We will check the caller’s identity to make sure that
information is only given to a person who is entitled to it.
(b) We will suggest that the caller put their request in writing if we are not sure about the caller’s identity and where their identity cannot be checked.
Our employees will refer a request to their line manager [or the Data Protection Officer] for assistance in difficult situations. Employees should not be bullied into disclosing personal information.
18. CHANGES TO THIS POLICY
We reserve the right to change this policy at any time.