This Privacy Standard Policy reflects the new General Data Protection Regulation (GDPR) in force from 25 May 2018 and sets out how TDS Holdings Ltd (TDS) and its subsidiaries handle the Personal Data of our customers, suppliers, employees, workers and other third parties.
This Privacy Standard Policy applies to all Personal Data TDS process regardless of the media on which that data is stored or whether it relates to past or present employees, workers, customers, clients or supplier contacts, shareholders, website users or any other Data Subject.
This Privacy Standard Policy applies to all TDS Personnel. You must read, understand and comply with this Privacy Standard Policy when processing Personal Data on our behalf and attend training on its requirements. This Privacy Standard Policy sets out what we expect from you in order for TDS to comply with applicable law. Your compliance with this Privacy Standard Policy is mandatory. Any breach of this Privacy Standard Policy may result in disciplinary action.
TDS recognise that the correct and lawful treatment of Personal Data will maintain confidence in the organisation and will provide for successful business operations. Protecting the confidentiality and integrity of Personal Data is a critical responsibility that we take seriously at all times.
TDS is responsible for overseeing this Privacy Standard Policy. Please email Vicky Perkins at email@example.com with any questions about the operation of this Privacy Standard Policy or the GDPR or if you have any concerns that this Privacy Standard Policy is not being or has not been followed.
In particular, you must always contact TDS Holdings Ltd using the email firstname.lastname@example.org in the following circumstances:
TDS adhere to the principles relating to processing of Personal Data set out in the GDPR which require Personal Data to be:
TDS are responsible for and must be able to demonstrate compliance with the data protection principles listed above (Accountability).
Personal data must be processed lawfully, fairly and in a transparent manner in relation to the Data Subject.
TDS may only collect, process and share Personal Data fairly and lawfully and for specified purposes. The GDPR restricts our actions regarding Personal Data to specified lawful purposes. These restrictions are not intended to prevent processing, but ensure that we Process Personal Data fairly and without adversely affecting the Data Subject.
The GDPR allows processing for specific purposes, some of which are set out below:
You must identify and document the legal ground being relied on for each processing activity.
Any Data Controller including TDS must only process Personal Data on the basis of one or more of the lawful bases set out in the GDPR, which include Consent.
A Data Subject consents to processing of their Personal Data if they indicate agreement clearly either by a statement or positive action to the processing. Consent requires affirmative action so silence, pre-ticked boxes or inactivity are unlikely to be sufficient. If consent is given in a document which deals with other matters, then the consent must be kept separate from those other matters.
Data Subjects must be easily able to withdraw consent to processing at any time and withdrawal must be promptly honoured. Consent may need to be refreshed if you intend to process Personal Data for a different and incompatible purpose which was not disclosed when the Data Subject first consented.
Unless we can rely on another legal basis of processing, explicit consent is usually required for processing Sensitive Personal Data. Usually we will be relying on another legal basis (and not require explicit consent) to process most types of Sensitive Data. It is likely that most employees will not process information of this type as any sensitive data that may be stored in personnel records has restricted access.
We will need to evidence consent captured and keep records of all consents so that the Company can demonstrate compliance with consent requirements.
The GDPR requires Data Controllers to provide detailed, specific information to Data Subjects depending on whether the information was collected directly from Data Subjects or from elsewhere. Such information must be provided through appropriate Privacy Notices or Fair Processing Notices which must be concise, transparent, intelligible, easily accessible, and in clear and plain language so that a Data Subject can easily understand them.
Whenever we collect Personal Data directly from Data Subjects, including for human resources or employment purposes, we must provide the Data Subject with all the information required by the GDPR including the identity of the Data Controller and DPO, how and why we will use, process, disclose, protect and retain that Personal Data through a Fair Processing Notice which must be presented when the Data Subject first provides the Personal Data.
When Personal Data is collected indirectly (for example, from a third party or publically available source), you must provide the Data Subject with all the information required by the GDPR as soon as possible after collecting/receiving the data. You must also check that the Personal Data was collected by the third party in accordance with the GDPR and on a basis which contemplates our proposed processing of that Personal Data.
Personal Data must be collected only for specified, explicit and legitimate purposes. It must not be further processed in any manner incompatible with those purposes.
TDS cannot use Personal Data for new, different or incompatible purposes from that disclosed when it was first obtained unless you have informed the Data Subject of the new purposes and they have consented where necessary.
Personal Data must be adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed.
TDS may only process Personal Data when performing your job duties requires it and cannot process Personal Data for any reason unrelated to your job duties.
TDS may only collect Personal Data that you require for your job duties: do not collect excessive data. Ensure any Personal Data collected is adequate and relevant for the intended purposes.
Your personal information will be retained as long as necessary to achieve the purpose for which it was collected and for any period thereafter as legally required or permitted by the applicable law.
Personal Data must be accurate and, where necessary, kept up to date. It must be corrected or deleted without delay when inaccurate.
TDS will ensure that the Personal Data we use and hold is accurate, complete, kept up to date and relevant to the purpose for which we collected it. You must check the accuracy of any Personal Data at the point of collection and at regular intervals afterwards. You must take all reasonable steps to destroy or amend inaccurate or out-of-date Personal Data.
Personal Data must not be kept in an identifiable form for longer than is necessary for the purposes for which the data is processed.
TDS must not keep Personal Data in a form which permits the identification of the Data Subject for longer than needed for the legitimate business purpose or purposes for which we originally collected it including for the purpose of satisfying any legal, accounting or reporting requirements.
TDS will maintain retention policies and procedures to ensure Personal Data is deleted after a reasonable time for the purposes for which it was being held, unless a law requires such data to be kept for a minimum time.
TDS will take all reasonable steps to destroy or erase from our systems all Personal Data that we no longer require in accordance with all TDS’s applicable records retention schedules and policies. This includes requiring third parties to delete such data where applicable.
TDS will ensure Data Subjects are informed of the period for which data is stored and how that period is determined in any applicable Privacy Notice or Fair Processing Notice.
Personal Data must be secured by appropriate technical and organisational measures against unauthorised or unlawful processing, and against accidental loss, destruction or damage.
TDS will develop, implement and maintain safeguards appropriate to our size, scope and business, our available resources, the amount of Personal Data that we own or maintain on behalf of others and identified risks (including use of encryption and Pseudonymisation where applicable). We will regularly evaluate and test the effectiveness of those safeguards to ensure security of our processing of Personal Data. You are responsible for protecting the Personal Data we hold. You must implement reasonable and appropriate security measures against unlawful or unauthorised processing of Personal Data and against the accidental loss of, or damage to, Personal Data. You must exercise particular care in protecting Sensitive Personal Data from loss and unauthorised access, use or disclosure.
TDS must follow all procedures and technologies we put in place to maintain the security of all Personal Data from the point of collection to the point of destruction. You may only transfer Personal Data to third-party service providers who agree to comply with the required policies and procedures and who agree to put adequate measures in place, as requested.
TDS must maintain data security by protecting the confidentiality, integrity and availability of the Personal Data, defined as follows:
We must comply with and not attempt to circumvent the administrative, physical and technical safeguards we implement and maintain in accordance with the GDPR and relevant standards to protect Personal Data.
The GDPR requires Data Controllers to notify any Personal Data Breach to the Information Commissioners Office (ICO) and, in certain instances, the Data Subject.
We have put in place procedures to deal with any suspected Personal Data Breach and will notify Data Subjects or ICO where we are legally required to do so.
If you know or suspect that a Personal Data Breach has occurred, do not attempt to investigate the matter yourself. Immediately contact the person or team designated as the key point of contact for Personal Data Breaches at email@example.com. You should preserve all evidence relating to the potential Personal Data Breach.
The GDPR restricts data transfers to countries outside the European Economic Area (EEA) in order to ensure that the level of data protection afforded to individuals by the GDPR is not undermined. You transfer Personal Data originating in one country across borders when you transmit, send, view or access that data in or to a different country.
We consider it unlikely that TDS employees will transfer data outside of the EEA, but please contact firstname.lastname@example.org if you are sending data to a different country.
Data Subjects have rights when it comes to how TDS handle their Personal Data. These include rights to:
You must verify the identity of an individual requesting data under any of the rights listed above.
You must immediately forward any Data Subject request you receive to email@example.com.
The Data Controller must implement appropriate technical and organisational measures in an effective manner, to ensure compliance with data protection principles. TDS is responsible for, and must be able to demonstrate, compliance with the data protection principles.
TDS must have adequate resources and controls in place to ensure and to document GDPR compliance.
The GDPR requires us to keep full and accurate records of all our data processing activities.
These records should include, at a minimum, the name and contact details of the Data Controller, clear descriptions of the Personal Data types, Data Subject types, processing activities, processing purposes, third-party recipients of the Personal Data, Personal Data storage locations, Personal Data transfers, the Personal Data’s retention period and a description of the security measures in place. In order to create such records, data maps should be created which should include the detail set out above together with appropriate data flows.
We are required to ensure all TDS Personnel have undergone adequate training to enable them to comply with data privacy laws. We must also regularly test our systems and processes to assess compliance.
We must regularly review all the systems and processes under your control to ensure they comply with this Privacy Standard Policy and check that adequate governance controls and resources are in place to ensure proper use and protection of Personal Data.
TDS are subject to certain rules and privacy laws when marketing to our customers.
For example, a Data Subject’s prior consent is required for electronic direct marketing (for example, by email or text). The limited exception for existing customers known as “soft opt in” allows organisations to send marketing texts or emails if they have obtained contact details in the course of a sale to that person, they are marketing similar products or services, and they gave the person an opportunity to opt out of marketing when first collecting the details and in every subsequent message.
The right to object to direct marketing must be explicitly offered to the Data Subject in an intelligible manner so that it is clearly distinguishable from other information.
A Data Subject’s objection to direct marketing must be promptly honoured. If a customer opts out at any time, their details should be removed as soon as possible. This involves retaining just enough information to ensure that marketing preferences are respected in the future.
Generally we are not allowed to share Personal Data with third parties unless certain safeguards and contractual arrangements have been put in place.
We may only share the Personal Data we hold with another employee, agent or representative of TDS (which includes our holding company along with its subsidiaries) if the recipient has a job-related need to know the information.
We may only share the Personal Data we hold with third parties, such as our service providers if:
We reserve the right to change this Privacy Standard Policy at any time without notice to you so please check back regularly to obtain the latest copy of this Privacy Standard Policy.
Glossary of DEFINITIONS:
Technical & Development Services (TDS) Holdings Ltd & its Subsidiaries: To include TDS Limited, TDS Midlands Ltd, TDS Southern Ltd, TDS Northern Ltd, TDS South West Ltd, TDS Partners LLP.
Personnel: all TDS employees, workers contractors, agency workers, consultants, directors, members and others.
Consent: agreement which must be freely given, specific, informed and be an unambiguous indication of the Data Subject’s wishes by which they, by a statement or by a clear positive action, signifies agreement to the processing of Personal Data relating to them.
Data Controller: the person or organisation that determines when, why and how to process Personal Data. It is responsible for establishing practices and policies in line with the GDPR. We are the Data Controller of all Personal Data relating to our Company Personnel and Personal Data used in our business for our own commercial purposes.
Data Subject: a living, identified or identifiable individual about whom we hold Personal Data. Data Subjects may be nationals or residents of any country and may have legal rights regarding their Personal Data.
EEA – European Economic Area.
Explicit Consent: consent which requires a very clear and specific statement (that is, not just action).
GDPR: the General Data Protection Regulation ((EU) 2016/679). Personal Data is subject to the legal safeguards specified in the GDPR.
ICO: Information Commissioners Office – www.ico.org.uk
Personal Data: any information identifying a Data Subject or information relating to a Data Subject that we can identify (directly or indirectly) from that data alone or in combination with other identifiers we possess or can reasonably access. Personal Data includes Sensitive Personal Data and Pseudonymised Personal Data but excludes anonymous data or data that has had the identity of an individual permanently removed. Personal data can be factual (for example, a name, email address, location or date of birth) or an opinion about that person’s actions or behaviour. Personal Data specifically includes, but is not limited to this list.
Personal Data Breach: any act or omission that compromises the security, confidentiality, integrity or availability of Personal Data or the physical, technical, administrative or organisational safeguards that we or our third-party service providers put in place to protect it. The loss, or unauthorised access, disclosure or acquisition, of Personal Data is a Personal Data Breach.
Processing or Process: any activity that involves the use of Personal 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 transmitting or transferring Personal Data to third parties.
Pseudonymisation or Pseudonymised: replacing information that directly or indirectly identifies an individual with one or more artificial identifiers or pseudonyms so that the person, to whom the data relates, cannot be identified without the use of additional information which is meant to be kept separately and secure.
Sensitive Personal Data: information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data, and Personal Data relating to criminal offences and convictions.