Table of Contents

1. Data Privacy and Protection Principles
2. General Provisions
3. Lawful, fair and transparent processing
4. Lawful purposes
5. Data minimisation
6. Accuracy
7. Archiving / removal
8. Security
9. Data Breaches
10. Contacts

1. Data Privacy & Protection Principles

We are committed to processing data in accordance with its responsibilities under GDPR which is reflected in our company data privacy policy.

Article 5 of the GDPR requires that personal data shall be:

1. Processed lawfully, fairly and in a transparent manner in relation to individuals;
2. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
3. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
4. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
5. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
6. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. General provisions

1. This policy applies to all personal data processed by DPO Solutions
2. The Responsible Person shall take responsibility for our ongoing compliance with this policy.
3. This policy shall be reviewed at least annually.
4. We are registered with the Data Protection Commission [DPC] as an organisation that processes personal data.

3. Lawful, fair and transparent processing

1. To ensure its processing of data is lawful, fair and transparent, we shall maintain a Register of Processing Activities (ROPA).
2. The ROPA shall be reviewed at least annually.
3. Individuals have the right to access their personal data and any such requests made to us shall be dealt with in a timely manner.

4. Lawful purposes

1. All data processed by data-privacy.io will be done on one of the following lawful basis: consent, contract, legal obligation, vital interests, public task or legitimate interests (see DPC guidance for more information).
2. We shall note the appropriate lawful basis in the ROPA.
3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately on data privacy.io technologies systems.

5. Data minimisation

1. We shall ensure that personal data processing safeguards are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
2. Data minimisation techniques such as anonymisation will be used where possible. This is in line with our Privacy by Design (PbD) and default approach to data privacy in our data privacy policy.

6. Accuracy

1. We shall take reasonable steps to ensure personal data is accurate.
2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

7. Archiving / removal

1. To ensure that personal data is kept for no longer than necessary, we shall put in place an archiving provision in our company data privacy policy for each area in which personal data is processed and review this process annually.
2. The archiving policy shall consider what data should/must be retained, for how long, and why.
3. Data will be stored no more than 7 years except where ongoing legal matters takes precedence.

8. Security

1. We shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
2. Access to personal data shall be limited to personnel who need access and appropriate security will be in place to avoid unauthorised sharing of information.
3. When personal data is deleted this will be done safely such that the data is irrecoverable. (i.e. FIPS standard)
4. Appropriate back-up and disaster recovery solutions shall be in place.

9. Data Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, We shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the DPC (more information on the DPC website).
In instances where where a breach is likely to result in a high risk to the affected individuals, we will inform those individuals within 72 hours as required by the breach notification rules.

10. Contact Information

Our Data Protection Officer can be contacted at [email protected]