Data Protection Policy Statement.

NINE56 Ltd takes its responsibility to secure customer’s, employees and suppliers data seriously and this document will detail the policy and procedures put in place to ensure that security. It will also disclose the third parties with whom data is shared for the purpose of processing and administration.

Policy brief & purpose

 

Our data protection policy statement refers to our commitment to treat information of employees, customers, stakeholders and other interested parties with the utmost care and confidentiality.

 

With this policy, we ensure that we gather, store and handle data fairly, transparently and with respect towards individual rights.

 

Scope

 

This policy refers to all parties (employees, job candidates, customers, suppliers etc.) who provide any amount of information to us.

 

Who is covered under the Data Protection Policy?

 

Employees of our company and its subsidiaries must follow this policy. Contractors, consultants, partners and any other external entity are also covered. Generally, our policy refers to anyone we collaborate with or acts on our behalf and may need occasional access to data.

 

Policy elements

 

As part of our operations, we need to 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.

 

Our 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 us, the following rules apply.

 

Our data will be:

 

Accurate and kept up-to-date

Collected fairly and for lawful purposes only

Processed by the company within its legal and moral boundaries

Protected against any unauthorized or illegal access by internal or external parties

 

Our data will not be:

 

Communicated informally

Stored for more than a specified amount of time

Transferred to organizations, states or countries that do not have adequate data protection policies

Distributed to any party other than the ones agreed upon by the data’s owner (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 we must:

Let people know which of their data is collected

Inform people about how we’ll 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

 

Actions

 

To exercise data protection we’re 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 reporting privacy breaches or data misuse

Include contract clauses or communicate statements on how we handle data

Establish data protection practices (document shredding, secure locks, data encryption, frequent backups, access authorization etc.)

Our data protection provisions will appear on our website.

 

Disciplinary Consequences

 

All principles described in this policy must be strictly followed. A breach of data protection guidelines will invoke disciplinary and possibly legal action.

 

External Organisations with whom we will share data.

 

Employees:

 

Office Staff:

 

Data relating to office staff will be shared with:

 

Thorpe Chartered Accountants: Payroll Data.

Xero.com: Payroll Data, Addresses.

Barclays Bank PLC: Account Data.

HMRC: Payroll Data.

 

 

Drivers:

 

Data relating to office staff will be shared with:

 

Thorpe Chartered Accountants: Payroll Data.

Xero.com: Payroll Data, Addresses.

Barclays Bank PLC: Account Data.

HMRC: Payroll Data.

Road Transport Solutions: Tachograph and drivers hours data, Driving Licence data, Driver CPC data.

Dangerous Goods Safety Advisor: Tachograph and drivers hours data, Driving Licence data, Driver CPC data, ADR Certification.

Office of the Traffic Commissioner: We are required by the terms of our licence to share information relating to road traffic offences committed in company vehicles and private vehicles.

 

Haulage Clients:

 

Thorpe Chartered Accoutants: Accounts Data including rates.

Xero.com: Addresses, Invoicing Information, Accounting Information.

Credit Referencing Agencies: Address Data, Negative Accounting Data.

 

Photography Clients:

 

Thorpe Chartered Accoutants: Accounts Data including rates.

Xero.com: Addresses, Invoicing Information, Accounting Information.

Paypal: Accounting information including rates.

Photodeck: Payment information, email addresses, postal addresses.

Race Circuits: Company Name, where required Contract Information.