Data Protection Policy

• Policy prepared by: Cleaver Property Management Ltd
• Approved by Management on: 22nd May 2018
• Policy became operational on: 5th May 2021

Cleaver Property Management Limited needs to gather and use certain information about individuals.

These can include clients, suppliers, business contacts, employees and other people the organization 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.

The data protection policy ensures Cleaver Property Management Limited:

• Complies with data protection law and follow good practice
• Protects the rights of clients and staff
• Is open about how it stores and processes individual’s data
• Protects itself from the risks of a data breach

The Data Protection Act 1988 describes how organisations including Cleaver Property Management Limited must collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials.

To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The Data Protection Act is underpinned by eight important principles. These say that personal data must:

1. Be processed fairly and lawfully
2. Be obtained only for specific, lawful purposes
3. Be adequate, relevant and not excessive
4. Be accurate and kept up to date
5. Not be held for any longer than necessary
6. Processed in accordance with the rights of data subjects
7. Be protected in appropriate ways
8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection
   
   

This policy applies to:

• The head office of Cleaver Property Management Limited
• All staff and volunteers of Cleaver Property Management Limited
• All contractors, suppliers and other people working on behalf of Cleaver Property Management Limited

It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1988. This can include:

• Names of individuals
• Postal addresses
• E-mail addresses
• Telephone or Mobile numbers
• … plus, any other information relating to individuals (mortgage details, bank/credit or debit details)

This policy helps to protect Cleaver Property Management Limited from some very real data security risks including:

• Breach of confidentiality – for instance, information being given out inappropriately
• Failing to offer choice – for instance, all individuals should be free to choose how the company uses data relating to them
• Reputational damage – for instance, the company could suffer if hackers successfully gained access to sensitive data

Everyone who works for or with Cleaver Property Management Limited 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 Directors are ultimately responsible for ensuring that Cleaver Property Management Limited meets its legal obligations
  
  
• The Data Protection Team comprising of Susan Cleaver, Sarah Cleaver and Zoë Tilbury are responsible for:
  
  o Keeping the Directors updated about data protection responsibilities, risks and issues.
  o Reviewing all data protection procedures and related policies, in line with an agreed schedule.
  o Arranging data protection training and advice for the people covered by this policy.
  o Handling data protection questions from staff and anyone else covered by this policy.
  o Dealing with requests from individuals to see the data Cleaver Property Management Limited holds about them (also called “subject access required”).
  o Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

• Our IT support, 1-Fix Limited and Sarah Cleaver of Cleaver Property Management, are responsible for:
  
  o Ensuring all systems, service and equipment used for storing data meet acceptable security standards.
  o Performing regular checks and scans to ensure security hardware and software is functioning properly.
  o Evaluating any third-party services, the company is considering using to store or process data. For instance, cloud computing services.

• The Marketing Manager, Leanne Gresswell and Zoë Tilbury of Cleaver Property Management Ltd is responsible:
  
  o Approving any data protection statements attached to communications such as E-mails and letters.
  o Addressing any data protection queries from journalists or media outlets like newspapers.
  o Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.
  
  

• The only people able to access data covered by this policy should be those who need it for their work.
• Data should not be shared informally. When access to confidential information is required, employees can request it from their Managers.
• Cleaver Property Management Limited will provide training to all employees to help them understand their responsibilities when handling data.
• Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
• In particular, strong passwords must be used, and they should never be shared.
• Personal data should not be disclosed to unauthorized people, either within the company or externally.
• Data should be regularly reviewed and updated if it is found to be out of date, if no longer required, it should be deleted and disposed of.
• Employees should request help from management or the data protection team if they are unsure about any aspect of data protection.

These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to Zoë Tilbury or our IT support, 1-Fix Limited.

When data is stored on paper, it should be kept in a secure place where unathorised people cannot see it.

These guidelines also apply to data that is usually stored electronically but has been printed out for some reason.

• When not required, the paper or files should be kept in a locked drawer or filing cabinet.
• Employees should make sure paper and printouts are not left where unauthorized people could see them, like on a printer.
• Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorized access, accidental deletion and malicious hacking attempts:

• Data should be protected by strong passwords that are changed regularly and never shared between employees.
• If data is stored on removeable media (like a CD or DVD), these should be kept locked away securely when not being used.
• Data should only be stored on designated drives and servers and should only be uploaded to an approved cloud computing service.
• Servers containing personal data should be sited in a secure location, away from general office space.
• Data should be backed up frequently. These backups should be tested regularly, in line with the company’s standard backup procedures.
• Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
• All servers and computers containing data should be protected by approved security software and a firewall.

Personal data is of no value to Cleaver Property Management Limited 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:

• When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.
• Personal data should not be shared informally. Sensitive data should be encrypted before being transferred electronically (PDF).
• Personal data should never be transferred outside of the European Economic Area.
• Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.

The law requires Cleaver Property Management Limited 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 Cleaver Property Management Limited 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 accurate and up to date as possible.

• Data will be held in as few places as necessary. Staff should not create any unnecessary data sets.
• Staff should take every opportunity to ensure data is updated. For instance, by confirming a client’s details when they call.
• Cleaver Property Management Limited will make it easy for data subjects to update the information Cleaver Property Management Limited holds about them. For instance, via the company website.
• Data should be updated as inaccuracies are discovered. For instance, if a client can no longer be reached on their stored telephone number, it should be removed from the database.
• It is our Marketing Manager’s responsibility to ensure marketing databases are checked against industry suppression files every six months.

All individuals who are the subject of personal data held by Cleaver Property Management Limited are entitled to:

• Ask what information the company holds about them and why.
• Ask how to gain access to it.
• Be informed how to keep it up to date.
• Be informed how the company is meeting its data protection obligations.

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 E-mail, addressed to the data protection team at gdpr@cleaverproperty.co.uk. The data protection team can supply a standard request form, although individuals do not have to use this.

Individuals will be charged £100.00 per subject access request. The data protection team will aim to provide the relevant data with 14 days.

The data protection team will always verify the identity of anyone making subject access request before handing over any information.

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Cleaver Property Management Limited aims to ensure that individuals are aware that their data is being processed, and that they understand:

• How the data is being used
• How to exercise their rights

To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.