As you may be aware GDPR (General Data Protection Regulation) will be coming into affect on 25th May 2018, and as such we must ensure that we are compliant with the rules.
The EU General Data Protection Regulation (GDPR) comes into force across the European Union on 25th May 2018 and brings with it the most significant changes to data protection law in two decades. GDPR has been designed to meet the requirements of the digital age. The 21st Century brings with it broader use of technology, new definitions of what constitutes personal data, and a vast increase in cross-border processing. The new Regulation aims to standardise data protection laws and processing across the EU; affording individuals stronger, more consistent rights to access and control their personal information.
Haslemere Travel is committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. We have always had an effective data protection program in place which complies with existing law and abides by the data protection principles. However, we recognise our obligations in updating and expanding this program to meet the demands of the GDPR.
Haslemere Travel is dedicated to safeguarding the personal information under our remit and in developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of, and appreciation for the new Regulation. Our preparation and objectives for GDPR compliance have been summarised in this statement and include the development and implementation of new data protection roles, policies, procedures, controls and measures to ensure maximum and ongoing compliance.
How We are Preparing for the GDPR
Our preparation includes: –
o Data Protection – our main policy and procedure document for data protection has been overhauled to meet the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy by design and the rights of individuals.
o Data Retention & Erasure – we have updated our retention policy and schedule to ensure that we meet the ‘data minimisation’ and ‘storage limitation’ principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new ‘Right to Erasure’ obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response timeframes and notification responsibilities.
o Data Breaches – our breach procedures ensure that we have safeguards and measures in place to identify, assess, investigate and report any personal data breach at the earliest possible time. Our procedures are robust and have been disseminated to all employees, making them aware of the reporting lines and steps to follow.
o International Data Transfers & Third-Party Disclosures – For the purpose of facilitating overseas holidays Haslemere Travel will work with suppliers based both inside our outside of the EU. Our suppliers may store or transfers personal information outside the EU, however we are dedicated to continually reviewing the companies with which we share personal data.
o Subject Access Request (SAR) – we will continue to ensure our SAR procedures provide the individual with clear, accurate and free information when requested. We will revise the policy to ensure this is done within the 40-day timeframe.
Information Security & Technical and Organisational Measures
• Haslemere Travel takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures, including: –
o All data is stored on the Google Drive Cloud.
o No personal data is stored on individual computers or devices.
o All computers have up to date and adequate virus protection.
o Any documented data is destroyed using appropriate shedding methods.
GDPR Roles and Employees
Haslemere Travel have designated Gemma Antrobus as our Appointed Person.
Haslemere Travel understands that continuous employee awareness and understanding is vital to the continued compliance of the GDPR and have involved our employees in our preparation plans.
If you have any questions about our preparation for the GDPR, please contact our Appointed Person via email: [email protected]