Introduction Industry Wales as part of its business may need to gather and use certain information about companies and individuals. These can include individuals using our services, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data is collected, handled and stored to meet the company’s data protection standards – and to comply with the law. This data protection policy ensures that we:
• Comply with data protection law and follow good practice
• Protect the rights of staff, customers and partners
• Are open about how we store and process individuals’ data
• Protect the company from the risks of a data breach
• Hardware, software and data owned by Aerospace Wales.
• Paper-based materials.
• Electronic recording devices (video, audio, CCTV systems).
Data Protection Law
The Data Protection Act 1998 and the General Data Protection Regulation (GDPR) describes how organisations – including Aerospace Wales – 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 and GDPR is underpinned by eight important principles which state that personal data must:
This policy applies to:
This can include:
Data Protection Risks
This policy helps to protect Industry Wales from data security risks, including:
Everyone who works for or with Industry Wales has some responsibility for ensuring data is collected, stored and handled appropriately.
Anyone handling 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:
The Directors are ultimately responsible for ensuring that Industry Wales meets its
Mike Gillard is the designated Data Protection Manager and is responsible for:
Storage of Data
Questions about storing data safely can be directed to the responsible Director. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.
These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
Use of Data
Personal data is of no value to Industry Wales unless the business can make use of it on a legitimate interest basis. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
Accuracy of Data
The law requires Industry Wales to take reasonable steps to ensure data is kept accurate and up to date.
It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
Subject Access Requests
All individuals who are the subject of personal data held by Industry Wales are entitled to:
If an individual contacts the company requesting this information, this is called a subject access request. Subject access requests from individuals should be made by email, addressed to the data controller, Mike Gillard email@example.com 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.
Other Reasons for Disclosing Data
In certain circumstances, the Data Protection Act and GDPR allow personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, Aerospace Wales 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.
Industry Wales aims to ensure that individuals are aware that their data is being processed, and that they understand: