Fyfes Vehicle & Engineering Supplies Ltd and Fyfes Car Parts Ireland Limited (referred hereafter as “Fyfes”) needs to gather and use certain information about individuals (e.g. customers, suppliers, employees etc.) that Fyfes has a relationship with or may need to contact. This data will only be used for the business purpose for which it was gathered. 

This policy describes how this personal data is collected, handled and stored.

This policy applies to Head Office and all branches of Fyfes.

All members of Fyfes’ staff have responsibility for ensuring data is collected, stored and handled appropriately.

• The Managing Directors are ultimately responsible for ensuring that Fyfes meets its legal obligations.

• Detailed operational responsibility is delegated to the Data Protection Officer (at July 2018, this was Ursula Maguire). The Data Protection Officer will (for example):

 Keep the senior management updated regarding data protection responsibilities, risks and issues.

 Periodically, review all data protection procedures and related policies.

 Arrange any data protection training required.

 Handle (or provide for the handling) of any data protection questions posed by staff.

 Deal with ‘subject access’ requests (see later).

  

• When data is stored on paper, it will be kept in a secure place where unauthorised people cannot access it.

• When not required, files (or printouts) will be kept in a locked drawer or filing cabinet.

• Files (or printouts) will be handled to prevent unauthorised viewing..

• Files (or printouts) will be shredded and disposed of securely when no longer required.

• Will be protected by strong passwords that are changed regularly.

• If data is stored on removable media (like a CD or DVD), these will be kept locked away securely when not in use.

• Data will only be stored on designated drives and servers (in secure locations) accessible by relevant trained staff.

• Data will be backed up frequently.

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• When working with personal data, employees will ensure the screens of their computers are locked when left unattended.

• Personal data will not be shared informally.  

• Employees will not save copies of personal data to their own computers.  

All Fyfes’ employees who work with personal data will take all reasonable steps to ensure it is kept as accurate and up-to-date as possible and maintained only when necessary.

All individuals who are the subject of personal data held by Fyfes can request this information from the Data Protection Officer by email or by letter at the Ballymena Head Office. Normally, there is no charge for this.