Data Protection Policy

Last updated: August 08, 2018

This Data Protection Policy applies to information we (Kevin Bentley Ltd/Bentley Group, comprising Plumbing Services, Bentley Oil Boilers & Heating, and Bentley Electrical) collect about individuals who interact with our business or use our website. It explains what personal information we collect and how we use it. This policy should be read in conjunction with our Privacy Policy.

If you have any questions about this Policy, please feel free to contact us at enquiries@bentley-group.co.uk

Definitions

We are responsible for the collection and proper management of any personal information you submit via our website or that we collect through our business. We will keep your personal details secure and use the information you provide consistently with applicable privacy and data protection laws and the terms of this Data Protection Policy. The following definitions apply:

• Business means Kevin Bentley Ltd/Bentley Group (comprising Plumbing Services, Bentley Oil Boilers & Heating, and Bentley Electrical)
• GDPR means the General Data Protection Regulation
• Responsible Person means Kevin Bentley (Owner, Bentley Group)
• Register of Systems means a register of all systems or contexts in which personal data is processed by the Business.

1. Data protection principles

The Business is committed to processing data in accordance with its responsibilities under the Data Protection Act 1998 (DPA) and the GDPR, which cames into force May 25, 2018 (superceding the DPA). This Policy has been updated to align fully with the GDPR and should be read in conjunction with our Privacy Policy and our Cookie Policy.

Personal data can be held on computers, laptops and mobile devices, third party cloud-based storage software systems, or in a manual file, and includes name, email, address, payment details, minutes of meetings, and photographs. Personal information refers to any information about a living person that enables them to be identified and where use of that data could cause an individual damage or distress (e.g. name, address, telephone number, email, image). It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual staff members and patients who use the Business.

The Business will remain the data controller for the information held. The management and staff will be personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Bentley Group management and staff who have access to personal information are expected to read and comply with this policy.

This policy applies only to Bentley Group (and the associated website, www.bentley-group.co.uk).

Purpose

The purpose of this policy is to set out Bentley Group’s commitment and procedures for protecting personal data. The management regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal with.

Article 5 of the GDPR requires that personal data shall be:

1. processed lawfully, fairly and in a transparent manner in relation to individuals;
2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. General provisions

1. This policy applies to all personal data processed by the Business.
2. The Responsible Person shall take responsibility for the ongoing compliance with this policy.
3. This policy shall be reviewed at least annually.
4. The Business shall, if required, register with the Information Commissioner’s Office as an organisation that processes personal data.

3. Lawful, fair and transparent processing

1. To ensure its processing of data is lawful, fair and transparent, the Business shall maintain a Register of Systems.
2. The Register of Systems shall be reviewed at least annually.
3. Individuals have the right to access their personal data and any such requests made to the Business shall be dealt with in a timely manner. We will treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests.

4. Lawful purposes

1. All data processed by the Business must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
2. The Practice shall note the appropriate lawful basis in the Register of Systems.
3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Practice’s systems.

5. Data minimisation

1. The Business shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

6. Accuracy

1. The Business shall take reasonable steps to ensure personal data is accurate.
2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

7. Archiving / removal

1. To ensure that personal data is kept for no longer than necessary, the Business shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
2. The archiving policy shall consider what data should/must be retained, for how long, and why.

8. Security

1. The Business shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
3. When personal data is deleted this should be done safely such that the data is irrecoverable.
4. Appropriate back-up and disaster recovery solutions shall be in place.

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Business shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

10. Modifications

We may modify this Data Protection Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.

11. Jurisdictions

This Policy shall be governed and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.

12. Contact us if you have any queries regarding this privacy policy or the use of your personal data

Please contact us if you have any questions about our privacy policy or information we hold about you.

By email: enquiries@bentley-group.co.uk

By telephone: 07929 333356

Or write to us at Bentley Group, Grassy Lane Farm, Bury St. Edmunds, IP30 9RT