The following outlines the General Data Protection Regulation Policy for Unique Transformations, which is a brand name of Unique Transformations
Contents – Overview – Data storage – Data Rights
- Google Services – Additional Contact information
Overview
All data collected and/or stored by Unique Transformations is done so for the sole purposes of Unique Transformations’ business. This will include, but is not limited to, membership communication, internal marketing of events, notification of publications, CPD. Individual’s personal data will not be shared with a third party outside of Unique Transformations or Unique Transformations Limited without prior written consent.
No member of staff or shareholder will share any personal data with a third party without the prior consent of the individual. This includes, but is not limited to name, address, email address, and phone details.
All Unique Transformations’ staff will sign a consent form for their business email address, phone number, and associated business contact details to be circulated for the sole purposes of Unique Transformations’ business.
Data Storage
From May 2018, Unique Transformations will not retain any paper files of personal data, except for order processing of financial transactional data.
Unique Transformations will carry out a full IT security audit each year.
Where financial transactional data is retained on-site, it will be stored in a locked cabinet inside a locked building where access is restricted to the Directors and the financial administrator. The data is treated as confidential and is only shared with authorized personnel. Authorized personnel include Unique Transformations’ treasurer, the finance committee members, financial administrator, and accountant.
Financial transactional data from previous financial years will be held in a secure locked building for 7 years within a secured locked cabinet which only Unique Transformations staff have access to.
After their expiry, any paper records will be destroyed by a registered company authorized to dispose of confidential waste at least once per quarter.
Financial information for online payments is not held by Unique Transformations and is all managed by Stripe, Evo Payments International Europe, or Paypal UK (depending on payment method). Unique Transformations holds none of this payment information.
When processing financial information by telephone, staff taking the call must not write down or record any of the information given to them except in the designated boxes in the WorldPay payment terminal. They must not repeat back any card details, and if they require clarification, they will ask the caller to repeat the details. The transaction should not be processed on speaker phone.
No PC or workstation shall be left unmanned without a suitable password-protected screen saver. All PCs and workstations should be closed or shut down and password-protected overnight.
All staff should use only their login to access PCs and must not share their login details with others.
From May 2018, the directors and the membership administrator will meet quarterly to conduct a GDPR audit to ensure full compliance.
All staff have signed as part of their contract of employment a confidentiality clause.
Data Rights
The data held by Unique Transformations Limited can only be as accurate as the information supplied to Unique Transformations. It is the responsibility of the individual to ensure their data is accurate.
Once an individual’s relationship with Unique Transformations Limited has become inactive, their personal data will be retained electronically for 6 years before deletion.
An individual may at any time request the removal of their personal data by contacting info@uniquetransformations.co.uk. It should be noted that the removal of all personal data (including email contact details) will result in Unique Transformations and Unique Transformations Limited no longer being able to carry out the processing of the company’s user details.
An individual may at any time raise a concern by contacting info@uniquetransformations.co.uk.
Google Services
Unique Transformations Limited and Uniquetransformations.co.uk use Google services for personalisation of ads and analytic purposes. By using this site, you are giving your consent for your data to be used for these purposes. Google has its own data privacy policy which can be accessed via the following link – Google’s Privacy and Terms site.
Additional Contact Information
If you have any further concerns or queries, please use the below information to contact us regarding your concern.
Tel: 0191 414 0470
