Context and overview
Flexible People Ltd needs to gather and use certain information about individuals.
These can include customers, 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.
Why this policy exists
This data protection policy ensures Flexible People Ltd:
Data protection law
The Data Protection Act 1998 describes how organizations – including Flexible People Ltd – 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:
People, risks and responsibilities
This policy applies to:
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 1998. This can include:
Data protection risks
This policy helps to protect Flexible People Ltd from some very real data security risks including:
Everyone who works for or with Flexible People Ltd 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:
General staff guidelines
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller.
When data is stored on paper, it should be kept in a secure place where unauthorized people cannot see 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 unauthorized access, accidental deletion and malicious hacking attempts:
Personal data is of no value to Flexible People Ltd unless the business can make use of it. However, it is when personal data is acceded and used that it can be at the greatest risk of loss, corruption and theft:
The law requires Flexible People Ltd 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 Flexible People Ltd should put into ensuring its accuracy.
It is the marketing manager’s responsibility to ensure marketing databases are checked against industry suppression files every six months.
Subject access requests
All individuals who are the subject of personal data held by Flexible People Ltd are entitled to:
If an individual contacts the company requesting this information, this is called subject access request.
Subject access requests from individuals should be made by email, addressed to the data controller at
firstname.lastname@example.org . The data controller can supply a standard request form, although individuals do not have to use this.
Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
Disclosing data for other reasons
In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.
Under these circumstances, Flexible People Ltd will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.
Flexible People Ltd aims to ensure that individuals are aware that their data is being processed, and that they understand:
To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.[This is available on request. A version of this statement is also available on the company’s website.]
This policy is updated from time to time. The latest version is published on this page.
If you have any questions about this policy, please email [email protected] or write to: Flexible People, Kimber Allen UK Building, London Road, Swanley, BR8 8DF.
We gather and use certain information in order to provide products and services and to enable certain functions on the website.
We also collect information to better understand how visitors use this website and to present timely, relevant information to them.
What data we gather
We may collect the following information:
How we use this data
Collecting this data helps us to understand what you are looking for from the company, enabling us to deliver improved products and services.
Specifically, we may use data:
Cookies and how we use them
What is a cookie?
A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website.
Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific for you. They also enable us to see information like how many people use the website and what pages they tend to visit.
Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.
However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.
To learn more about cookies and how they are used, visit All About Cookies.
Controlling information about you
When you fill in a form or provide your details on our website, you will see one or more tick boxes allowing you to:
If you have agreed that we can use your information for marketing purposes, you can change your mind easily, via one of these methods:
We will never lease, distribute or sell your personal information to third parties unless we have your permission, or the law requires us to.
Any personal information we hold about you is stored or processed under our data protection policy, in line with the Data Protection Act 1998.
We will always hold your information securely.
To prevent unauthorized disclosure or access to your information, we have implemented strong physical and electronic safeguards.
We also follow stringent procedures to ensure we work with all personal data in line with the Data Protection Act 1998.
Links from our site
Our website may contain links to other websites.
Please note that we have no control of websites outside the http://flexiblepeopleltd.vpweb.co.uk/ domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy.
Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully.