10/05/2018

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Introduction

Davenport Vineyards needs to gather and use certain information about individuals.

These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.

This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards - and to comply with the law.

 

Why this policy exists

This data protection policy ensures Davenport Vineyards :

Complies with data protection law and follow good practice

Protects the rights of staff, customers and partners

Is open about how it stores and processes individuals’ data

Protects itself from the risks of a data breach

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Data protection law

The Data Protection Act 1998 describes how organisations must collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials.

To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The Data Protection Act is underpinned by eight important principles. These say that personal data must:

1. Be processed fairly and lawfully

2. Be obtained only for specific, lawful purposes

3. Be adequate, relevant and not excessive

4. Be accurate and kept up to date

5. Not be held for any longer than necessary

6. Processed in accordance with the rights of data subjects

7. Be protected in appropriate ways

8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection.

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People, risks and responsibilities Policy

This policy applies to:

All staff and volunteers of Davenport Vineyards

All contractors, suppliers and other people working on behalf of Davenport Vineyards

It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

Names of individuals

Postal addresses

Email addresses

Telephone numbers

...plus any other information relating to individuals

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Responsibilities

Everyone who works for or with Davenport Vineyards has some responsibility for ensuring data is collected, stored and handled appropriately.

Each person that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.

Areas of responsibility include:

Keeping updated about data protection responsibilities, risks and issues.

Reviewing all data protection procedures and related policies, on a regular basis.

Handling data protection questions from staff and anyone else covered by this policy.

Dealing with requests from individuals to see the data Davenport Vineyards holds about them (also called ‘subject access requests’).

Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

Ensuring all systems, services and equipment used for storing data meet acceptable security standards.

Performing regular checks and scans to ensure security hardware and software is functioning properly.

Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.

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General staff guidelines

The only people able to access data covered by this policy should be those who need it for their work.

Data should not be shared informally.

When access to confidential information is required, employees can request it.

Employees should keep all data secure, by taking sensible precautions.

Personal data should not be disclosed to unauthorised people, either within the company or externally.

Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.

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Data storage

These rules describe how and where data should be safely stored.

When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.

These guidelines also apply to data that is usually stored electronically but has been printed out for some reason.

Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.

Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

Data should be protected by strong passwords that are never shared between employees.

If data is stored on removable media (like a CD or DVD), these should be kept securely when not being used.

Data should only be stored on designated drives and servers, and should only be uploaded to approved cloud computing services.

Data should be backed up frequently.

Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.

All servers and computers containing data should be protected by approved security software and a firewall.

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Data accuracy

The law requires Davenport Vineyards to take reasonable steps to ensure data is kept accurate and up to date.

Data will be held in as few places as necessary. Staff should not create any unnecessary additional data copies.

Data should be updated as inaccuracies are discovered.

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Disclosing data for other reasons

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, Davenport Vineyards will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the company’s legal advisers where necessary.

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Using our web site

We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; e-mail address; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, communications); payment details (credit card information is collected by Worldpay or Paypal and not held by Davenport Vineyards), comments, feedback, product reviews and recommendations.

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Why do we collect personal information?

We collect such Non-personal and Personal Information for the following purposes:

1. To provide and operate the Services;

2. To provide our Users with ongoing customer assistance and product support;

3. To be able to contact our Visitors and Users with general or personalized service-related notices and promotional messages;

4. To create aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we may use to provide and improve our respective services; 

5. To comply with any applicable laws and regulations.

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How do we collect information?

When you conduct a transaction on our website, as part of the process, we collect personal information you give us such as your name, address and email address. Your personal information will be used for the specific reasons stated above only.

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How do you store, use, share and disclose your site visitors' personal information?

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.
All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

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We may contact you to notify you regarding your account, to troubleshoot problems with your account, arrange deliveries, to resolve a dispute, to collect fees or monies owed, to send updates about our company, or as otherwise necessary to contact you to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email, telephone, and postal mail.

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If you need to update your information or you don’t want us to process your data anymore, please contact us at info@davenportvineyards.co.uk or write to us at the address at the bottom of this page. Every news letter we send to our mailing list will include an opportunity to remove yourself from the mailing list.

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We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.