Consulting Civil and Structural Engineers

Company Data Protection Policy

Responsibilities

Nigel Smith is the director with overall responsibility for IT security strategy.
Christine Phillips has day to day operational responsibility for implementing this policy.
Action PC's is the IT partner organisation we use to help with our planning and support.
Nigel Smith is the data protection officer who will advise on data protection laws and best practices.

Review process

We will review this policy yearly.
In the meantime, if you have any questions, suggestions or feedback, please contact:
Christine Phillips

accounts at smithfoster dot com.

Our email address is spelt out above to protect us against the ever increasing problem of spam.
Phone: 01202 540888

Policy brief & purpose

Our Company Data Protection Policy refers to our commitment to treat information of employees, customers, suppliers and any 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 must follow this policy. Contractor, 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, drawings 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 unauthorised or illegal access by internal or external parties

Our data will not be:

  • Communicated informally
  • Stored for more than a specified amount of time
  • Distributed to any party other than the ones agreed upon by the data's owner (exempting legitimate requests from law enforcement authorities.)

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 authorisation etc.)

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.





 

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