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GDPR Policy The Fairfax Arms Ltd 2018


1. Marketing Policy

2. Employee Policy

3. Customer Records Policy

4. Staff Training Policy

5. CCTV Policy

6. Website/E Mail/ Security Measures.

7. Suppliers.

1. Marketing Policy

All marketing is done through Facebook and MailChimp , we have reviewed their GDPR Policy and are happy that their terms & conditions facilitate and comply with GDPR regulation. Any marketing E Mails we send out through MailChimp give recipients the option to opt in or opt out.

2. Employee Policy

All personal employment related documents are kept in a locked filing cabinet in a secure office. Bank details are securely kept on the password protected Sage PAYE software and shared with Barclays Bank our Bankers to facilitate salary payments from our accounts office. This Office is securely locked when unmanned.

Staff Training takes place on a monthly basis to make them aware of our Policy on GDPR and the importance of how we use best practices for customer data protection.

Employee Earnings Personal Data is shared with HMRC as required by Law.

3. Customer Records Policy

Customer records are kept in a secure cabinet/storage cupboard,

Details about future are kept secure.

Customer Visitor Data is destroyed and not kept.

No Credit or Bank Card Information is stored or recorded.

4. Staff Training Policy

Staff Training on how we control and how we protect customer details is done through regular staff Training. Staff Training takes place on a monthly basis to make them aware of our Policy on GDPR and the importance of how we use best practices for customer data protection.

5. CCTV Policy

CCTV – Crime Prevention and Security

CCTV is used at The Fairfax Arms premises for maintaining the security of property and for the prevention and investigation of crime. The personal data collected and processed by The Fairfax Arms Ltd for these purposes may include visual images, personal appearance, other biometric data and activities undertaken by data subjects. Such personal data may be processed in respect of staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the firm’s premises. Where necessary or required this personal data is shared with the data subjects themselves, employees and agents, services providers, police forces, security organisations and persons making an enquiry.

6. Website/ E Mail / Security Measures

Data transfer from site to server

SSL Certificated

Data stored with database backups

Database encrypted with unique password

Data stored on computers & other devices

Password protection/antivirus & anti malware on all devices.

Protection of backups

Backup plugin locked down with password

Password protection

7. Suppliers.

We retain necessary PII as long as a supplier has a live account with us. We need the PII to operate as a business as far as checking in requirements against contractual agreements which requires us to keep email records, quotations and notes along with raising invoices and credits.

Once a relationship ends then we will retain all the client information including PII for a period of 5

Years in accordance with HMRC Regulation.

If you require us to keep the PII for longer you will have to let us know in writing.

At the end of this period all PII will be deleted with the exception of invoice copies required for us to meet our legal requirements with HMRC.

Right to be Forgotten

You can contact us at any time and ask us to delete all PII that we hold about you. If you are a client this will end any contract you have with us as we are unable to service your account without this information. If you are no longer a customer your information will automatically be deleted after 3 months as detailed above.

The Information we Hold

You have the right to request a copy of any PII we hold about you. This will be sent to the registered email address we hold for your business in zip format. (To Check)

We will never disclose or sell your information to any third party without your implicit consent unless we are required to by law.

GDPR Advice E Mail Document

General Data Protection Regulation (GDPR) New Government regulations are coming into force on the 25th May 2018 relating to how companies gather and manage personal data. As a valued guest you opted to receive information from us via email. We would like to continue to send periodic emails relating to The Fairfax Arms, news and events. We do not share your email address with any third-party companies. If you no longer wish to receive these e-mails, could you please reply to this email with the word UNSUBSCRIBE in the subject line.