Data Protection & Security Policy

 

ARC Managed Services Ltd and their employees and workers will follow this guidance in order to protect personal data. This includes personal information that can be used to identify individuals, including names, phone numbers, dates of birth, postal addresses, Email addresses, any identification number.

 

Collecting Information

  1. ARC Managed Services Ltd will obtain clients, and individual’s specific permission to collect their personal data. Evidence of this consent will be kept.

  2. ARC Managed Services Ltd will require their suppliers to demonstrate that they are GDPR compliant with any personal information that will be passed to ARC Office Systems Ltd.

  3. Any completed forms will be kept securely, if paper there will be a physical safe place for them, if electronic, they will be password protected or encrypted.

  4. Physical forms and information will be kept to a minimum, with information transferred to our database where possible.

  5. ARC Managed Services Ltd will make sure the information they have collected is correct and up to date.

  6. ARC Office Systems will tell you why we need the information we are collecting.

  7. ARC Managed Services Ltd will collect personal information for the purposes of any contracts they have or intend to enter in for the running of their business or for any other legitimate business purpose they have and for necessary compliance with a legal obligation.

  8. ARC Managed Services Ltd will retain a list of those companies and individuals who have unsubscribed from receiving further information.

  9. ARC Office Systems will maintain an accurate list of explicit consents, for receiving personal details for processing or marketing purposes, from companies and individuals.

 

Taking care of Information

  1. ARC Managed Services Ltd will keep a record of the personal data they have collected and process, how they process it and who that information will be shared with. All personal information will remain confidential.

  2. The electronic database will be password protected and only be able to be accessed by as few people as possible.

  3. ARC Managed Services Ltd will make sure all electronic devices, including mobile phones are password protected. These should be 5 or 6 figure security.

  4. ARC Managed Services Ltd will use antivirus software which will be kept up to date.

  5. The servers that ARC Office Systems use are EU compliant for GDPR purposes.

  6. ARC Managed Services Ltd will only print or download the minimum personal information that is needed.

  7. When ARC Managed Services Ltd collect information over the phone they will endeavour to make sure that no one overhears the information.

  8. If ARC Managed Services Ltd need to send personal information by e mail in a document, the password to access that document will not be in the same e mail but will be supplied separately.

  9. If ARC Managed Services Ltd needs to send personal information by post, then the signed for delivery or special delivery option will be used.

 

 

 

Retention and removal of Information

  1. Once forms are no longer needed they will be shredded or archived.

  2. ARC Managed Services Ltd will destroy or delete the personal information once it is no longer needed, e.g. once the contract with a client has expired or once the engineer has completed the visit or once legal disputes are ended. Financial information is kept for 7 years.

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Units 9 & 10,

Bowes Industrial Centre

Wrotham Rd,

Meopham Green,

Meopham,

Gravesend

Kent DA13 0QB

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