Personal information of staff members, applicants, and clients is processed by Hansen Filer Associates Limited. It is crucial that we follow the Data Protection Act 1998 guidelines that are outlined below.
- Staff Administration
- Advertising, marketing and PR
- Accounts and records
- Administration and processing of work-seekers personal data for the purposes of work-finding services
Hansen Filer Associates Limited is responsible for ensuring compliance with the Data Protection Act 1998 as the data controller. According to these rules, information must:
- Fairly and lawfully processed
- Processed for limited purposes
- Adequate, relevant and not excessive
- Not kept longer than necessary
- Processed in accordance with the data subjects rights
- Kept securely
- Not transferred to countries outside the European Economic Area without adequate protection.
Information that identifies an individual, either alone or in conjunction with additional information that is in, or is likely to come into, Hansen Filer Associates Limited’s possession is considered personal data.
Data processing include storing, retrieving, consulting, using, revealing, and erasing or destroying information. Almost everything that involves data would be considered processing. It is applicable to all digital operations, whether performed on a mainframe, desktop, laptop, iPad, etc. The individuals in the appendix are responsible for conducting frequent reviews of data to ensure that information is complete, correct, and up to date. The data subject’s permission is required before any processing may occur. This might be a violation of the Data Protection Act of 1998 if they have not given their permission for their information to be shared with a third party.
Job-seekers provide their consent to Hansen Filer Associates Limited to process their details for the purposes of obtaining employment by asking Hansen Filer to hunt for job and supplying us with personal data included in a CV. You need to have their express permission to use their data for any other reason. Care should be taken before sharing any personally identifiable information (PII) about an individual with a non-participant, such as a present or potential employer, supplier, customer, complainant, or other third party. “Sensitive personal data” includes information on the following that must not be disclosed to a third party without the individual’s prior written consent:
- Any crime they may have done or been accused of committing
- Criminal proceedings and the resulting sentence
- Health (mental or otherwise)
- Sexual orientation
- Political leanings, religious or philosophical convictions
- Union membership status
Are all protected characteristics.
Only the authorised personnel (detailed in the appendix) should be able to make changes to the database. In cases when employees become aware that a contact’s information is incorrect, outdated, or otherwise out of date, they must tell the appropriate parties. All workers also need to make sure there are sufficient security precautions in place. For instance:
Employees who have access to sensitive information should take the following precautions:
- Keep their computer displays locked
- Keep their passwords secret
- Use email with caution
- Keep personnel files and other sensitive information in a secure location where unauthorised access will be immediately noted.
- They should not be moved from their designated location unless absolutely necessary
- Personnel files should be kept locked when not in use and should never be left unattended
- Security lapses could result in disciplinary action; and
- Individuals should exercise caution when transmitting private information via internal or external mail.
Processing includes erasing or deleting data. Therefore, it is important to exercise caution while disposing of any personally identifiable information. You should have shredded private documents before throwing them away in the recycling bin. Keep in mind that if an employee, job seeker, or client contact files a claim against Hansen Filer Associates Ltd for damages due to a breach of contract or negligence arising from the improper processing of personal data, such as sending details to the wrong person, allowing unauthorised persons access to personal data, or sending information out for purposes for which the individual did not give consent, Hansen Filer Associates Ltd may be held liable.
Disciplinary action may be taken against any employee who violates the terms of this policy. Upon request and payment of a charge, data subjects (those whose personal data is being stored) may receive access to their data. The Data Protection Officer can be reached at Hansen Filler Associates Ltd, Mansion House, 33 Queen Street, London, England EC4R 1AP on behalf of any data subjects (employees, members, consumers or clients, suppliers, students, etc.).