2. Why this Policy Exists
3. Data Protection Law
5. Data Protection Impact Assessments (DPIA)
6. Individuals’ Rights
7. Subject Access Request (SAR)
9. Data Use
10. Data Security and Storage
My Invoice Ltd needs to gather and use certain information about individuals.
This 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 must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.
This data protection policy ensures My Invoice Ltd
The General Data Protection Regulations describe how organisations — including My Invoice Ltd must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically or otherwise.
To comply with the law, personal information must be;
A range of information must be detailed in our internal records of processing activities. Such areas include;
My Invoice Ltd ensures that records of these activities are kept and are updated accordingly. Individuals’ data is kept on file for 6 years in line with the Financial Conduct Authorities record keeping rules. After which point, personal data is retracted to the point it is unidentifiable and used for statistical purposes only.
Under GDPR, it is a requirement that My Invoice Ltd has a valid lawful basis to process personal data, this should be documented. Most lawful bases require that processing is ‘necessary’.
The lawful bases for processing are set out in Article 6 of the GDPR. At least one of these must apply whenever My Invoice Ltd process personal data:
Processing is lawful under GDPR as:
(a) Consent: the individual has given clear consent for My Invoice Ltd to process their personal data for a specific purpose.
(b) Contract: the processing is necessary for a contract My Invoice Ltd may have with the individual, or because they have asked My Invoice Ltd to take specific steps before entering into a contract.
(c) Legal obligation: the processing is necessary for My Invoice Ltd to comply with the law (not including contractual obligations).
(d) Vital interests: the processing is necessary to protect someone’s life.
(e) Public task: the processing is necessary for My Invoice Ltd to perform a task in the public interest or for official functions, and the task or function has a clear basis in law.
(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
My Invoice Ltd has chosen this basis for processing data as it is requested from the individuals that we capture data before entering into a contract (e.g. provide a quote for finance).
My Invoice Ltd acts as a data Controller and data Processor. All staff are responsible for ensuring that the highest data standards and best practices are met on a continual basis.
The Data Protection Officer (DPO), Sean Husband, email – firstname.lastname@example.org, is accountable and responsible for compliance with GDPR.
My Invoice Ltd has a general obligation to implement technical and organisational measures to demonstrate that data protection is integrated into our processing activities. A Data Protection Impact Assessment is conducted each time My Invoice Ltd consider implementing using new technologies
The DPIA will pertain at least;
Individuals now have more rights under GDPR, these are;
My Invoice Ltd provide every customer with a Privacy Notice at the point data is captured.
The information supplied in this notice demonstrates how My Invoice Ltd is transparent over our data processing. The notice is;
We include details of (but not limited to);
the Data Controller, the lawful reason for processing data, if any third parties have legitimate interests, categories of personal data, categories of recipients such as banks and credit unions, the data retention periods,
the individuals’ rights; including the right to withdraw, where the individual can complain about how the data is processed with a supervisory authority, source of data when it comes from a third party and where personal data is part of a contractual requirement or obligation.
Individuals are entitled to have personal data rectified if it is inaccurate or incomplete. If My Invoice Ltd has disclosed the personal data in question to third parties, then we will inform them of the rectification where possible.
My Invoice Ltd will respond to this request within one month or extended by two months where the request for rectification is complex.
Individuals have a right to have personal data erased and to prevent processing in specific circumstances;
My Invoice Ltd may refuse to comply with a request for erasure where the personal data is processed for the following reasons;
If My Invoice Ltd has disclosed the personal data in question to third parties, a notification will be sent, informing them about the erasure of the personal data, unless it is impossible or involves disproportionate effort to do so.
My Invoice Ltd will restrict the processing of personal data in the following circumstances;
If any data has been disclosed to third parties, My Invoice Ltd will notify them about the restriction on the processing of the personal data, unless it is impossible or involves disproportionate effort to do so.
For personal data an individual has provided to a controller; where the processing is based on the individual’s consent or for the performance of a contract; and when processing is carried out by automated means, My Invoice Ltd must provide the personal data in a structured, commonly used and machine-readable form. Open formats include CSV files. Machine readable means that the information is structured so that software can extract specific elements of the data. This enables other organisations to use the data.
My Invoice Ltd must provide this service free of charge.
If the individual requests it, we may be required to transmit the data directly to another organisation if this is technically feasible. My Invoice Ltd will respond without undue delay, and within one month or extended by two months where the request is complex or receive many requests.
If an individual has objected to processing data or direct marketing, My Invoice Ltd will cease to process the data.
Individuals must have an objection on “grounds relating to his or her particular situation”.
My Invoice Ltd will stop processing the personal data unless;
This is brought to the attention of the data subject at the first point of communication and in our privacy notice. This is separated out from any other information.
As soon as an objection is received, My Invoice Ltd will stop processing personal data for direct marketing purposes. This will be actioned at any stage and is free of charge.
My Invoice Ltd understand that any form of automated processing of personal data intended to evaluate certain personal aspects relating to a natural person, or to analyse, or predict that person’s performance at work, economic situation, location, health, personal preferences, reliability, or behaviour falls under this right. Where this is conducted, the rules and guidance of the ICO will be adhered to and followed. To date, My Invoice Ltd does not conduct automated decision making including profiling.
Individuals who are the subject of personal data held by My Invoice Ltd are entitled to;
Individuals contacting the company requesting this information, this is called a Subject Access Request.
My Invoice Ltd will provide a copy of the information free of charge. However, a ‘reasonable fee’ may be charged when a request is manifestly unfounded or excessive, particularly if it is repetitive.
A reasonable fee may also be charged to comply with requests for further copies of the same information. The fee is based on the administrative cost of providing the information only.
Once the identity of the person making the request has been verified, the information will be provided within 1 month, this will be extended to 2 months if the request is complex. Notification will be made to the individual if this is the case.
It is made clear that data subjects who wish to complain about how their personal data has been processed can raise this with My Invoice Ltd complaints procedure. If the data subject is still not happy, then the complaint can be referred to the Information Commissioners Office.
When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see or have access to 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;
The point that personal data is accessed is when it can be at greatest risk of loss, corruption, theft, unlawful access, My Invoice Ltd will;