Denver Willis Consulting is committed to a policy of protecting the rights and privacy of individuals, in accordance with the General Data Protection Regulation (GDPR).
GDPR contains provisions that the business will need to be aware of as data controllers, including provisions intended to enhance the protection of personal data.
GDPR requires that: Denver Willis Consulting needs to process certain information about its staff, customer, suppliers, and other individuals with whom it has a relationship for various purposes such as, but not limited to:
To comply with various legal obligations, including the obligations imposed on it by GDPR Denver Willis Consulting must ensure that all this information about individuals is collected and used fairly, stored safely and securely, and not disclosed to any third party unlawfully.
All members of staff are responsible for ensuring that any personal information which they hold is kept securely and not disclosed to any unauthorised third parties. Denver Willis Consulting will ensure that all personal information is accessible only to those who have a valid reason for using it.
Denver Willis Consulting will have in place appropriate security measures to protect information physically and electronically. As a matter of best practice, other agencies and individuals working with Denver Willis Consulting and who have access to personal information, will be expected to read and comply with this policy.
It is expected that departments who are responsible for dealing with external bodies will take the responsibility for ensuring that such bodies sign a contract which among other things will include an agreement to abide by this policy.
Consent as a basis for processing information although not always necessary is the best way to ensure that information is collected and processed in an open and transparent manner. Consent is especially important when Denver Willis Consulting is processing any sensitive information, as defined by the legislation.
Denver Willis Consulting understands consent to mean that the individual has been fully informed of the intended processing and has signified their agreement.
Denver Willis Consulting also confirms consent cannot be inferred from the non-response to a communication.
This policy will be updated as necessary to reflect best practice in information management, security, and control and to ensure compliance with any changes or amendments to the GDPR and other relevant legislation.
This policy applies to all staff of Denver Willis Consulting. Any breach of this policy or of the Regulation itself will be considered an offence and the companies’ disciplinary procedures may be invoked.
Responsibilities under GDPR
Denver Willis Consulting will be the ‘data controller’ under the terms of the legislation. This means it is ultimately responsible for controlling the use and processing of personal data.
Denver Willis Consulting has appointed a Data Protection Officer (DPO) who is available to address any concerns regarding the data held by the company and how it is processed, held, and used.
Denver Willis is responsible for all day-to-day data protection matters and will be responsible for ensuring that all members of staff and relevant individuals abide by this policy, and for developing and encouraging good information handling within the company.
Denver Willis is also responsible for ensuring that the Companies policy is kept up to date.
To comply with its obligations, Denver Willis Consulting undertakes to adhere to the eight principles:
Denver Willis Consulting undertakes not to disclose personal data to unauthorised third parties. Legitimate disclosures may occur in the following instances:
There are other instances when the legislation permits disclosure without the consent of the individual.
2) Subject Access Rights (SARs) (the right of access) Individuals have a right to access any personal data relating to them which is held by Denver Willis Consulting. We will use reasonable efforts consistent with our legal duty to supply, correct or delete personal information about you on our files. Any individual wishing to exercise this right should apply in writing to the Data Protection Officer. Any member of staff receiving a SAR should forward this to the Data Protection Officer. To ensure security we require you to prove your identity with 2 pieces of approved identification before any SARs request can be released.
3) Keep personal data accurate (the right to rectification). It is the responsibility of the individuals giving their personal data to ensure that this is accurate, and each individual should notify the Company if a change in circumstances mean that the data needs to be updated. It is the responsibility of the Company to ensure that any notification regarding the change is noted and acted on.
4) Only keep personal data for as long as is necessary (the right to erasure). Denver Willis Consulting undertakes not to retain personal data for longer than is necessary to ensure compliance with GDPR legislation, and other statutory requirements. This means Denver Willis Consulting will undertake a periodic review of the information held and implement a purge process as required. Denver Willis Consulting will dispose of any personal data in a way that protects the rights and privacy of the individual concerned.
5) Restrict the process of personal information. Individuals have the right to prevent processing of information while that information is subject to corrective action. At any time a person can request to know what information is stored and request action to rectify, block, erase or destroy inaccurate information while that process is underway
6) Ensure that no personal data is transferred to a country or a territory outside the European Economic Area (EEA) unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data. Denver Willis Consulting will not transfer data to such territories without the explicit consent of the individual. This also applies to publishing information on the Internet – because transfer of data can include placing data on a website that can be accessed from outside the EEA – so Denver Willis Consulting will always seek the consent of individuals before placing any personal data (including photographs) on its website. If Denver Willis Consulting collects personal data in any form via its website, it will provide a clear and detailed privacy statement prominently on the website, and wherever else personal data is collected.
7) The right to object allows an individual to prevent processing for purposes of:
8) Rights in relation to automated decision making and profiling.
GDPR introduces a duty to report certain types of personal data breach to the relevant supervisory authority. Where feasible Denver Willis Consulting will do this within 72 hours of becoming aware of the breach. If the breach is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, Denver Willis Consulting will also inform those individuals without undue delay. This policy will be updated to reflect the General Data Protection Regulation (GDPR)
Signed: Denver Willis Date: 13th January 2022