Updated 01 May 2018
This IT security policy helps us:
IT security problems can be expensive and time-consuming to resolve. Prevention is much better than cure.
Lyndall Grant is the director with overall responsibility for IT security strategy, as well as day-to-day operational responsibility for implementing this policy.
We will review this policy YEARLY
In the meantime, if you have any questions, suggestions or feedback, please contact Lyndall Grant, firstname.lastname@example.org.
We will only classify information which is necessary for the completion of our duties. We will also limit access to personal data to only those that need it for processing. We classify information into different categories so that we can ensure that it is protected properly and that we allocate security resources appropriately:
We have categorised the information we keep as follows:
|Type of information||Classification level|
|e.g. registration form||e.g. Client confidential|
The deliberate or accidental disclosure of any confidential information has the potential to harm the business. This policy is designed to minimise that risk.
We do not protectively mark documents and systems. Therefore, you should assume information is confidential unless you are sure it is not and act accordingly.
Internally, we operate on a ‘need to share’ rather than a ‘need to know’ basis with respect to all confidential information. This means that our bias and intention is to share information to help people do their jobs and keep our clients safe.
For client information in particular, we operate in compliance with the GDPR ‘Right to Access’. This is the right of data subjects to obtain confirmation as to whether we are processing their data, where we are processing it and for what purpose. Further, we shall provide, upon request, a copy of their personal data, free of charge in an electronic format.
We also allow data subjects to transmit their own personal data to another controller.
However, in general, to protect confidential information we implement that administrative privileges to company systems which contain sensitive or confidential information will be restricted to Director Lyndall Grant alone for the proper performance of duties. IT elements such as website design and email set-up are assigned to Lyndall Grant, and to our IT support, Kevin Powe.
Selected details of employee confidential and client confidential information supplied to us may be shared with the Tutor/s, Assistant/s and/or Director/s (a “Collaborator”) who will be directly working with that employee or client in the near future. This information is shared only in cases where it is deemed necessary for the safety, comfort and/or performance ability of the individual in question. These pieces of information will be restricted to:
If an individual does not wish any of this information to be shared, they should contact Lyndall Grant: email@example.com.
Details such as phone number, address and email address will NOT be shared without prior consent of the affected individual. Under no circumstances are any details shared with a third party.
When people leave a project they will have no access to any further customer information supplied.
It the responsibility of each collaborator to know and follow these guidelines.
Each collaborator is personally responsible for the secure handling of confidential information that is entrusted to them. They may access, use or share confidential information only to the extent it is authorised and necessary for the proper performance of their duties. Promptly report any theft, loss or unauthorised disclosure of protected information or any breach of this policy to Lyndall Grant.
It is each collaborator’s responsibility to use their devices (computer, phone, tablet etc.) in a secure way. At a minimum:
Each person’s actions and habits are important. With this in mind:
The following things (among others) are, in general, prohibited while carrying out your duties for the company and may result in disciplinary action:
Under the GDPR, where a data breach is likely to result in a ‘risk for the rights and freedoms of individuals’ we must notify the customers and data controllers ‘without undue delay’. We will ensure we inform them within 72 hours.
Any potential interruptions to our business are to be reported to Lyndall Grant immediately, including in cases of:
Any IT security issues are addressed directly to Lyndall Grant, which are then forwarded on to our IT support, Kevin Powe. This includes: