Policy brief & purpose
Our Data Protection company policy refers to our commitment to treat information of employees, customers, stakeholders and other interested parties with the utmost care and confidentiality.
With this policy, we ensure that we gather, store and handle data fairly, transparently and with respect towards individual rights.
Scope
This policy applies to all parties (employees, job candidates, customers, suppliers etc.) who provide any amount of information to us. Employees of our company and its subsidiaries must follow this policy. Contractors, consultants, partners and any other external entity are also covered. Generally, our policy refers to anyone we collaborate with or acts on our behalf and may need occasional access to data.
Policy elements
As part of our operations, we need to obtain and process information. This information refers to any offline or online data that makes a person identifiable such as names, addresses, usernames and passwords, digital footprints, photographs, social security numbers, financial data etc.
The company commits to collect this information in a transparent way and only with the full cooperation and knowledge of interested parties. Once this information is available to the company, the following rules apply.
Our data will be
Accurate and kept up-to-date
Collected fairly and for lawful purposes only
Processed by the company within its legal and moral boundaries
Protected against any unauthorized or illegal access by internal or external parties
Our data will not be
Communicated informally
Stored for more than a specified amount of time
Transferred to organizations, states or countries that do not have adequate data protection policies
Distributed to any party other than the ones agreed upon by the data’s owner (exempting legitimate requests from law enforcement authorities)
In addition to ways of handling the data the company has direct obligations towards people to whom the data belongs. Specifically we must:
Let people know which of their data is collected
Inform people about how we’ll process their data
Inform people about who has access to their information
Have provisions in cases of lost, corrupted or compromised data
Allow people to request that we modify, erase, reduce or correct data contained in our databases
Actions
To exercise data protection we’re committed to:
Develop transparent data collection procedures
Establish data protection practices (document shredding, secure locks, data encryption, frequent backups, access authorization etc.)
Build secure networks to protect online data from cyberattacks
Include contract clauses or communicate statements on how data will be handled
Inform individuals of the amount of time that their data will be preserved
Declare its data protection provisions publicly (e.g. on website)
Ensure all concerned parties have read the policy and adhere to it
Train employees in online privacy and security measures
Restrict and monitor access to sensitive data
Establish clear procedures for reporting breach of privacy or data misuse
Disciplinary Consequences
All principles described in this policy must be strictly followed. A breach of data protection guidelines will invoke disciplinary and possibly legal action.
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