Accipio needs to gather and use certain information about individuals.
These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
This policy describes how this personal data is collected, handled and stored to meet the company’s data protection standards — and to comply with the law.
This data protection policy ensures Accipio:
General Data Protection Regulation (GDPR) enforces organisations — including Accipio— to transparently collect, process and store personal data.
These rules apply regardless of whether data is stored electronically, on paper or on other materials, and applies to organisations who control or process data within the EU.
This policy applies to:
It applies to all data that the company holds relating to identifiable individuals. This can include:
This policy helps to protect Accipio from some very real data security risks, including:
Everyone who works for or with Accipio has some responsibility for ensuring data is collected, stored and handled appropriately.
Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.
However, these people have key areas of responsibility:
The IT manager, Sascha Benson-Cooper, is responsible for:
General staff guidelines
To comply with the law, personal information must be collected and used for only the purposes that are necessary to carry out legitimate functions. Users who’s data is stored must opt in for their consent for us to process the data. This consent will be given at the point of signing up and will have access to an easy to understand privacy notice which details how Accipio will use their data. The information will be stored safely and securely, with processes in place in the case of a data breach.
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller.
When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.
These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
Personal data is of no value to Accipio unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
The law requires Accipio to take reasonable steps to ensure data is kept accurate and up to date.
The more important it is that the personal data is accurate, the greater the effort Accipio should put into ensuring its accuracy.
It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
Access– Users who have personal data stored by Accipio have the right to request the data we have on that specific user. This is restricted only to that user, and information may be further restricted if possibility of identification of other users. This information will be supplied no later than one month after the initial request.
Rectification- Data of users must be kept up to date and accurate. Users can contact us to update their data if it is shown to be inaccurate, and Accipio must update the data within 1 month
Erasure- Users who no longer wish to be have their details stored on our systems can have their information deleted. All systems used Accipio have the functionality to wipe data and can eliminate user information. If a user contacts Accipio asking for their data to be deleted, Accipio will comply within 1 month.
Object- Users can object to having their data processed for the reasons that have been detailed in the privacy policy.
Data Portability- In certain circumstances, users have the right to request the information held about them and to be transferred in a machine-readable format for their own personal storage.
All individuals who are the subject of personal data held by Accipio are entitled to:
If an individual contacts the company requesting this information, this is called a subject access request.
Subject access requests from individuals should be made by email, addressed to the data controller at privacy@accipio.com. The data controller can supply a standard request form, although individuals do not have to use this.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
In certain circumstances, personal data may be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, Accipio will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.
Accipio aims to ensure that individuals are aware that their data is being processed, and that they understand:
To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.
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