Policy prepared by: K2 Management Solutions Ltd
Policy became operational on: April 2018
Next review date: April 2019
This policy describes how personal data is collected, handled and stored for marketing communication purposes in line with the company’s data protection standards — and to comply with the law. This policy adheres to all six principles outlined by the General Data Protection Regulations. These six principles say that personal data must:
Be processed fairly and lawfully
Be obtained only for specific, lawful purposes
Be adequate, relevant and not excessive
Be accurate and kept up to date
Not be held for any longer than necessary
Processed in a manner that ensures appropriate security
What information do we collect about our clients?
This can include:
Names of individuals
We may collect information when clients voluntarily complete satisfaction surveys, provide feedback and participate in online competitions. Website usage information is collected using cookies.
We will use this information to provide the services requested and all clients will be given a choice to opt in to marketing communications.
K2 Management Solutions Ltd will not share a client’s information for marketing purposes with any third-party companies outside the Group. The Group consists of two organisations: K2 Management Solutions Ltd and KD3 Accountancy Services Ltd.
How will your information be used:
As part of contract terms and conditions all clients and customers will automatically be added to our subscription mailing list to receive monthly news updates.
We would also like to send you information about products and services which may be of interest to you. If you have given consent to receive information from us, you have the opportunity to opt out at anytime.
You have a right at any time to stop us from contacting you for marketing purposes or giving your information to other members of the Group. If you no longer wish to be contacted for marketing purposes, please click here.
If you wish to make a formal complaint about the handling of your personal data, you can do so by contacting us at firstname.lastname@example.org. We aim to resolve complaints within a 30 day period from the time of receipt.
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
Our data is protected by strong passwords that are changed regularly and never shared between employees.
Data is only stored on our internal designated drives and servers. Servers are held off site.
All data is backed up frequently in line with the company’s standard backup procedures.
All servers and computers containing data are protected by approved security software and a firewall.
Access and correction to your information:
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following address; Data Protection, K2 Management Solutions Ltd, Apex House, Unit 7, Park Lane Business Centre, Nottingham, NG60DW.
Subject Access Requests:
All individuals who are the subject of personal data held by K2 Management Solutions Ltd are entitled to:
Ask what information the company holds about them and why.
Ask how to gain access to it.
Be informed how to keep it up to date.
Be informed how the company is meeting its data protection obligations.
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 to email@example.com .
Individuals will not be charged for subject access requests.
The data protection representative will always verify the identity of anyone making a subject access request before handing over any information.
We will ensure that your personal information is accurate and up to date. You are entitled to ask us to correct or remove information you think is inaccurate.
By law K2 Management Solutions Ltd is required to take reasonable steps to ensure data is kept accurate and up to date. Personal data should be periodically checked for accuracy.
It is the responsibility of all K2 employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
Data is held in as few places as necessary. Employees do not create any unnecessary additional data sets.
K2 Employees should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
Data is checked and updated frequently to check for inaccuracies. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.
General Employee Guidelines:
K2 Employees are the only people with full access to client data
K2 Employees are reminded in periodic meetings that client data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.
K2 Management will provide ongoing training to all employees to help them understand their responsibilities when handling data.
K2 Employees are responsible for keeping all data secure, by taking sensible precautions and following the guidelines below.
K2 Employees are reminded in periodic meetings to use strong passwords and never share log in credentials with others.
K2 Employees understand that personal data should not be disclosed to any unauthorised persons, from within the company or externally.
K2 Management ensures that all data is regularly reviewed and updated. After two years, K2 Management is legally obliged to delete and/or dispose of client information, if no longer required.
K2 Employees understand that help and support is available from their line manager or the data protection representative if they are unsure about any aspect of data protection.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.
Email firstname.lastname@example.org or call 0115 9784 4664 for further information.
Alternatively, you can write to us at K2 Management Solutions Ltd, Apex House, Unit 7, Park Lane Business Centre, Nottingham, NG60DW