Privacy Policy - New Horizon Cleaning Ltd

Data Protection Privacy Policy

Introduction

This Privacy Standard sets out how (”we”, “our”, “us”, “the Company”) handle the Personal Data of our customers, suppliers, employees, workers and other third parties with regard to the General Data Protection Regulations (GDPR).
This Privacy Standard applies to all Personal Data we 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 individual.
This Privacy Standard applies to all Company Personnel (”you”, “your”). You must read, understand and comply with this Privacy Standard when Processing Personal Data on our behalf and attend training on its requirements. This Privacy Standard sets out what we expect from you in order for the Company to comply with applicable law. Your compliance with this Privacy Standard is mandatory. Related Policies are available to help you interpret and act in accordance with this Privacy Standard; you must also comply with all such Related Policies. Any breach of this Privacy Standard may result in disciplinary action.
This Privacy Standard (together with Related Policies) is an internal document and cannot be shared with third parties, clients or regulators without prior authorisation from the Data Protection Leads (Lisa Smith or Mark Bonnette).

Definitions

These terms have the following meaning within this Privacy Standard: –
Automated Processing:any form of automated processing of Personal Data consisting of the use of Personal Data to evaluate certain personal aspects relating to an individual, in particular to analyse or predict aspects concerning that individual’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements. Profiling is an example of Automated Processing.
Company name: New Horizon Cleaning Limited (The Company)
Company Personnel: all 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 individual’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 Privacy Impact Assessment (DPIA): tools and assessments used to identify and reduce risks of a data processing activity. DPIA can be carried out as part of Information Security Policy and should be conducted for all major system or business change programs involving the Processing of Personal Data.
EEA: the 28 countries in the EU, and Iceland, Liechtenstein and Norway.
Explicit Consent: consent which requires a very clear and specific statement (that is, not just action).
General Data Protection Regulation (GDPR): the General Data Protection Regulation ((EU) 2016/679). Personal Data is subject to the legal safeguards specified in the GDPR.
Personal Data: any information identifying an individual or information relating to an individual 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 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.
Privacy Notices: separate notices setting out information that may be provided to individuals when the Company collects information about them. These notices may take the form of general privacy statements applicable to a specific group of individuals (for example, employee privacy notices or the website privacy policy) or they may be stand-alone, one time privacy statements covering Processing related to a specific purpose.
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.
Related Policies: the Company’s policies, operating procedures or processes related to this Privacy Standard and designed to protect Personal Data including Information Security Policy, Data Retention Policy for Employees and Data Retention Policy for Customers.
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.

Scope

We 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. The Company is exposed to potential fines of up to £160,000.00 or 4% of total annual turnover, whichever is higher and depending on the breach, for failure to comply with the provisions of the GDPR.
All managers are responsible for ensuring all Company Personnel comply with this Privacy Standard and need to implement appropriate practices, processes, controls and training to ensure such compliance.
The Data Protection Leads are responsible for overseeing this Privacy Standard and, as applicable, developing Related Policies. This post is held by Mark Bonnette Director, [email protected]
Please contact the Data Protection Lead Lisa Smith with any questions about the operation of this Privacy Standard, the GDPR or if you have any concerns that this Privacy Standard is not being or has not been followed. In particular, you must always contact the Data Protection Lead in the following circumstances:
if you are unsure of the lawful basis which you are relying on to process Personal Data (including the legitimate interests used by the Company) (see Section [5.1-5.4] below);
if you need to rely on Consent and/or need to capture Explicit Consent (see Section [5.5-5.9] below);
if you need to draft Privacy Notices (see Section [5.10-5.13] below);
if you are unsure about the retention period for the Personal Data being Processed (see Section [9] below);
if you are unsure about what security or other measures you need to implement to protect Personal Data (see Section [10.1-10.4] below);
if there has been a Personal Data Breach (Section [10.5-10.7] below);
if you are unsure on what basis to transfer Personal Data outside the EEA (see Section [11] below);
if you need any assistance dealing with any rights invoked by an individual (see Section [12]);
whenever you are engaging in a significant new, or change in, Processing activity which is likely to require a DPIA (see Information Security Policy) or plan to use Personal Data for purposes others than what it was collected for;
If you need help complying with applicable law when carrying out direct marketing activities (see Section [14] below); or
if you need help with any contracts or other areas in relation to sharing Personal Data with third parties (including our vendors) (see Section [15] below).

Personal Data Protection Principles

The Company follows the principals set out in the GDPR relating to Processing of Personal data which require it to be:
Processed lawfully, fairly and in a transparent manner (Lawfulness, Fairness and Transparency).
Collected only for specified, explicit and legitimate purposes (Purpose Limitation).
Adequate, relevant and limited to what is necessary in relation to the purposes for which it is Processed (Data Minimisation).
Accurate and where necessary kept up to date (Accuracy).
Not kept in a form which permits identification of individual(s) for longer than is necessary for the purposes for which the data is Processed (Storage Limitation).
Processed in a manner that ensures its security using appropriate technical and organisational measures to protect against unauthorised or unlawful Processing and against accidental loss, destruction or damage (Security, Integrity and Confidentiality).
Not transferred to another country without appropriate safeguards being in place (Transfer Limitation).
Made available to individuals and an individual is allowed to exercise certain rights in relation to their Personal Data (Individual’s Rights and Requests).
The Company is responsible for and must be able to demonstrate compliance with the data protection principles listed above (Accountability).

Lawfulness, Fairness, Transparency

Personal data must be Processed lawfully, fairly and in a transparent manner in relation to the individual.
You 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 individual(s).
The GDPR allows Processing for specific purposes, some of which are set out below:
- the individual has given his or her Consent;
- the Processing is necessary for the performance of a contract with the individual;
- to meet our legal compliance obligations;
- to protect the individual’s vital interests; or
- to pursue our legitimate interests for purposes where they are not overridden because the Processing prejudices the interests or fundamental rights and freedoms of individual(s). The purposes for which we process Personal Data for legitimate interests need to be set out in applicable Privacy Notices.

The Company must identify and document the legal ground being relied on for each Processing activity.

Consent

A Data Controller must only process Personal Data on the basis of one or more of the lawful bases set out in the GDPR, which include Consent
An individual 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.
Individuals 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 individual first consented.
Unless we can rely on another legal basis of Processing, Explicit Consent is usually required for Processing Sensitive Personal Data and for cross border data transfers (when applicable). Usually we will be relying on another legal basis (and not require Explicit Consent) to Process most types of Sensitive Data. Where Explicit Consent is required, you must issue a Privacy Notice to the individual to capture Explicit Consent.You will need to evidence Consent captured and keep records of all Consents so that the Company can demonstrate compliance with Consent requirements.

Transparency (Notifying Individuals)

The GDPR requires Data Controllers to provide detailed, specific information to individual(s) depending on whether the information was collected directly from an individual or from elsewhere. Such information must be provided through appropriate Privacy Notices which must be concise, transparent, intelligible, easily accessible, and in clear and plain language so that an individual can easily understand them.
Whenever we collect Personal Data directly from individuals, including for human resources, employment purposes or acting on behalf of our agreement with our customers, we must provide the individual with all the information required by the GDPR including the identity of the Data Controller and Data Protection Lead, how and why we will use, Process, disclose, protect and retain that Personal Data through a Privacy Notice which must be presented when the individual 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 individual 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.
You should seek guidance on drafting Privacy Notices from the Company’s Data Protection Lead.

Purpose Limitation

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.
You cannot use Personal Data for new, different or incompatible purposes from that disclosed when it was first obtained unless you have informed the individual(s) of the new purposes and they have Consented where necessary.

Data Minimisation

Personal Data must be adequate, relevant and limited to what is necessary in relation to the purposes for which it is Processed.
You may only Process Personal Data when performing your job duties requires it. You cannot Process Personal Data for any reason unrelated to your job duties.
You 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.
You must ensure that when Personal Data is no longer needed for specified purposes, it is deleted or anonymised in accordance with the Company’s data retention guidelines.

Accuracy

Personal Data must be accurate and, where necessary, kept up to date. It must be corrected or deleted without delay when inaccurate.
You 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 or amend inaccurate or out-of-date Personal Data.

Storage Limitation

Personal Data must not be kept in an identifiable form for longer than is necessary for the purposes for which the data is processed
You must not keep Personal Data in a form which permits the identification of the individual 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.
The Company 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. You must ensure that you comply with the Company’s guidelines on Data Retention.
You will take all reasonable steps to destroy or erase from our systems all Personal that we no longer require in accordance with all the Company’s applicable records retention schedules and policies. This includes requiring third parties to delete such data where applicable.
You will ensure individuals are informed of the period for which data is stored and how that period is determined in any applicable Privacy Notice.

Security Integrity and Confidentiality

Protecting Personal Data

Personal Data must be secured by appropriate technical and organisational measures against unauthorised or unlawful Processing, and against accidental loss, destruction or damage.
The Company 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.
You 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. Please refer to the Company’s Information Security Policy for the Company’s procedures and position.
You 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.

Reporting a Personal Data Breach

The GDPR requires Data Controllers to notify any Personal Data Breach to the applicable regulator and, in certain instances, the individual.
We have put in place procedures to deal with any suspected Personal Data Breach and will notify individual(s) or any applicable regulator 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 Data Protection Leads. You should preserve all evidence relating to the potential Personal Data Breach.

Transfer Limitation

The GDPR restricts data transfers to countries outside the 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.
You may only transfer Personal Data outside the EEA if one of the following conditions applies:
the European Commission has issued a decision confirming that the country to which we transfer the Personal Data ensures an adequate level of protection for an individual’s rights and freedoms. For further information please review the following website – https://ec.europa.eu/info/law/law-topic/data-protection_en;
appropriate safeguards are in place such as binding corporate rules (BCR), standard contractual clauses approved by the European Commission, an approved code of conduct or a certification mechanism, a copy of which can be obtained from the DPO;
the individual has provided Explicit Consent to the proposed transfer after being informed of any potential risks; or
the transfer is necessary for one of the other reasons set out in the GDPR including the performance of a contract between us and the individual, reasons of public interest, to establish, exercise or defend legal claims or to protect the vital interests of the individual where the individual is physically or legally incapable of giving Consent and, in some limited cases, for our legitimate interest.

Individual’s Rights and Requests

Individuals have rights when it comes to how we handle their Personal Data. These include rights to:
withdraw Consent to Processing at any time;
receive certain information about the Data Controller’s Processing activities;
request access to their Personal Data that we hold;
prevent our use of their Personal Data for direct marketing purposes;
ask us to erase Personal Data if it is no longer necessary in relation to the purposes for which it was collected or Processed or to rectify inaccurate data or to complete incomplete data;
restrict Processing in specific circumstances;
challenge Processing which has been justified on the basis of our legitimate interests or in the public interest;
request a copy of an agreement under which Personal Data is transferred outside of the EEA;
object to decisions based solely on Automated Processing, including profiling (automated decision making (ADM));
prevent Processing that is likely to cause damage or distress to the individual or anyone else;
be notified of a Personal Data Breach which is likely to result in high risk to their rights and freedoms;
make a complaint to the supervisory authority; and
in limited circumstances, receive or ask for their Personal Data to be transferred to a third party in a structured, commonly used and machine-readable format.
You must verify the identity of an individual requesting data under any of the rights listed above (do not allow third parties to persuade you into disclosing Personal Data without proper authorisation).
You must immediately forward any Subject Access Request you receive to your supervisor.

Accountability

The Data Controller must implement appropriate technical and organisational measures in an effective manner, to ensure compliance with data protection principles. The Data Controller is responsible for, and must be able to demonstrate, compliance with the data protection principles.
The Company must have adequate resources and controls in place to ensure and to document GDPR compliance including: –
- Implementing appropriate measures when Processing Personal Data and completing DPIAs where Processing presents a high risk to rights and freedoms of individuals;
- Integrating data protection into internal documents including this Privacy Standard, Related Policies or Privacy Notices;
- Regularly training Company Personnel on the GDPR, this Privacy Standard, Related Policies and data protection matters including, for example, individual’s rights, Consent, legal basis, DPIA and Personal Data Breaches. The Company must maintain a record of training attendance by Company Personnel; and
- Regularly testing the privacy measures implemented and conducting periodic reviews and audits to assess compliance, including using results of testing to demonstrate compliance improvement effort.
The GDPR requires us to keep full and accurate records of all our data Processing activities.
The Company must keep and maintain accurate corporate records reflecting our Processing including records of an individual’s Consents and procedures for obtaining Consents.
These records should include, at a minimum, the name and contact details of the Data Controller and the Data Protection Leads, clear descriptions of the Personal Data types, individual(s) 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 will be created which should include the detail set out above together with appropriate data flows.

Direct Marketing

The Company is subject to certain rules and privacy laws when marketing to our customers.
For example, an individual’s prior consent is required for electronic direct marketing (for example, by email, text or automated calls). 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 an individual in an intelligible manner so that it is clearly distinguishable from other information.
An individual’s objection to direct marketing must be promptly honoured. If a customer opts out at any time, their details should be suppressed as soon as possible. Suppression involves retaining just enough information to ensure that marketing preferences are respected in the future.
You must liaise with the Company’s Data Protection Lead about any marketing plans and follow their instructions.

Sharing Personal Data

Generally we are not allowed to share Personal Data with third parties unless certain safeguards and contractual arrangements have been put in place.
You may only share the Personal Data we hold with another employee, agent or representative of our group (which includes our subsidiaries and our ultimate holding company along with its subsidiaries) if the recipient has a job-related need to know the information and the transfer complies with any applicable cross-border transfer restrictions.
You may only share the Personal Data we hold with third parties, such as our service providers if:
- They have a need to know the information for the purposes of providing the contracted services;
sharing the Personal Data complies with the Privacy Notice provided to the individual and, if required, the individual’s Consent has been obtained;
the third party has agreed to comply with the required data security standards, policies and procedures and put adequate security measures in place;
the transfer complies with any applicable cross border transfer restrictions; and
a fully executed written contract that contains GDPR approved third party clauses has been obtained.

Changes to this Privacy Standard

The Company reserves the right to change this Privacy Standard. We encourage you to regularly check this policy for any updates and changes.
This Privacy Standard does not override any applicable national data privacy laws and regulations in countries where the Company operates.
This policy was last updated on 1^st October 2021.

Mark Bonnette

Director

New Horizon Cleaning Ltd.