General Data Protection Regulation (GDPR) Introduction
GDPR will apply to all EU states from the 25th May 2018. GDPR is an EU regulation which has two main drivers:
The EU wants to give people more control on how their personal data is being used.
The EU wants to give businesses a simpler, clearer legal environment in which to operate, making data protection law identical throughout.
DVC Group Limited t/a Sun Ray Solar has always adhered to the current Data Protection laws and regulations set out for the use of personal data. GDPR means that we are having to change a number of our process, policies and contracts. This page/document outlines what we have put in place at DVC Group Limited t/a Sun Ray Solar to ensure that we are fully compliant with the new GDPR regulation from the 25th May 2018.
What does GDPR change?
In summary, two things:
Transparency – Customers must be given far more information about what is done with their personal data, why, and what rights they have.
Control – Customers are given much more control in terms of obtaining a copy of their personal data, have it corrected, having it deleted, being told what legal ground is relied on to process the data, how long it will be kept for, objecting to processing (especially automated processing) and being told about security breaches and loss of Data Controllers and Data Processors at DVC Group Limited t/a Sun Ray Solar.
A Data Controller states how and why personal data is processed. DVC Group Limited t/a Sun Ray Solar has one Data Controller and we will be more than happy to provide names should you have a valid request. Please email firstname.lastname@example.org asking for the name of your Data Controller.
A Data Processor is the individual at DVC Group Limited t/a Sun Ray Solar who is processing the data. All of our team who are in a sales, operations, finance and marketing roles can process data.
The duty of our Data Controller is to ensure that our processors abide by the law and our processors must abide by these rules and maintain records of their processing activates.
Our Data Controller must ensure that data is processed lawfully (see below “What is Lawful?”), is transparent and used for a set purpose.
Once this purpose has been fulfilled and the data is no longer required, it then needs to be deleted from our systems.
Who we are and our details?
All our company details on our website, www.sunraysolar.co.uk. At the footer of the home page, we list all of our corporate information.
What is Lawful?
Firstly, a person has consented for us to have their personal data and to process it.
Secondly, collecting the data is in our legitimate interest, such as preventing fraud.
How do we get consent from you?
We ask you to submit your name and email address when requesting a quotation. Once you receive the quotation you are then asked for our consent to retain your name and email address for a reasonable time. This then records the data and time your consent was given.
You have the right to withdraw your consent for us to hold your data at any time. You do not have to offer a reason for this.
Once we have received notice from you to withdraw consent to hold your data, your details will be removed from our system and marketing lists within seven working days.
To remove your consent for us to hold your data, please email email@example.com.
Do we have this history by individual person?
Yes, our records will provide history by the individual, not the company or organisation they represent.
When will the consent expire?
We expire consent seven years after it has been given. This period of time is due to companies undertaking lease contracts that can be five years in duration. We have allocated a year prior to a contract potentially being completed and one year after the agreement end.
What is classified as personal data?
Personal data could relate to economic, cultural and mental health information on yourself. We do not hold any of this data.
What data we hold and why?
Profiling and collection of other personal data.
Profiling means any form of automated process of personal data to evaluate certain aspects relating to a person to analyse and predict their interest, behaviour, health and location. At DVC Group Limited t/a Sun Ray Solar, at time we collect information on:
● People’s interests – this is used for our account managers to speak about subjects an individual is interested in, thus building up a stronger relationship.
● Location – we use location information, such as where you live, should there be a need to meet up in the future and / or take a general interest in business or local events that may be of interest to you.
● Gender – we collect information on your gender for the purposes of writing to you.
● Contact data – mobile phone number and email.
Who do we share our data with, selling or offering of your data to third parties?
DVC Group Limited t/a Sun Ray Solar will not sell your personal data to any third parties without your written consent.
The only third-party companies we share data with are;
Our supplying partners. Even then, this will only be done at a time when we are looking at a specific business opportunity or when we have been requested this information due to a dispute, default or problem in general.
Delivery companies. For this we will need to provide a name, address and contact number.
Holding of “Special Personal Data” also known as “Sensitive personal Data.”
This relates to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership and health or sex life. DVC Group Limited t/a Sun Ray Solar does not hold or collect any of this data.
Where information on the data subject/customer is obtained from a source other than the data subject/customer.
There will be instances where we obtain data from a third party. Often, this is where a supplier we deal with passes up information on a prospect they are working with. We will data load and keep this information to help in obtaining a credit acceptance as long as the information is appropriate to our needs. Should you request it, we will be more than happy to disclose what information we hold and the third party we received it from.
What is soft Opt-in?
Soft opt-in is a term used to allow us to communicate with an individual even though they have not actually opted in as from the 25th May 2018. An individual could be a prospect, customer, or supplier with whom we have spoken to about our products. Under the soft opt-in rules, we are allowed to communicate with this individual via email as long as the subject matter is related to the products we promote.
The soft opt-in ruling can be deemed to be ambiguous. We have interpreted this section under the new GDPR rules that we can communicate with individuals via their personal email account or mobile phone if we can clearly demonstrate we have communicated with them in the past about a relevant subject matter.
What have we done to comply with the new GDPR ruling?
Board of Directors – The directors have been fully briefed on GDPR and have appointed Data Controllers internally.
Training – All our existing staff will go through a one-day GDPR training course as a minimum. Company mobile phones/Tablets – All company mobile phones are password protected.
Company laptops – All laptops are password protected. They are hidden when in a vehicle and locked away if ever stored overnight at an office.
Personal Data – Our Customer Relationship Management (CRM) system, Word, Excel, Outlook are all stored on office PC’s and laptops.
Printed material – We are a paperless office where required. Once printed material has been dealt with it is scanned into our systems and securely shredded or destroyed. All documentation that can hold personal data is stored on our CRM system.
CRM system – Only current employees of our company have access to this system.
Personal data – we do not store any personal data, other than what is required commercially for a rental or lease agreement, or on our CRM system for communication and marketing purposes.
Your rights as an individual
The GDPR includes the following rights for individuals:
● the right to be informed
● the right of access
● the right to rectification
● the right to erasure
● the right to restrict processing
● the right to data portability
● the right to object
● the right not to be subject to automated decision-making
You can remove consent, for any reason at any time by emailing firstname.lastname@example.org.
Should you have any questions regarding GDPR and your data at DVC Group Limited t/a Sun Ray Solar again, please email email@example.com and a Data Controller will get back to you within two working days.
In the event of a security breach
We take data security very seriously and use best endeavours to ensure the systems and procedures we follow provide us with a high level of data security. Should a data breach occur, we will analyse the situation and report it to the necessary authorities and communicate with any individuals that may have been affected.
DVC Group Limited t/a Sun Ray Solar look to report this information to the Information Commissioner’s Office with 48 business hours and communicate with any individual affected within 72 hours.
Filing a Complaint
We hope that you will not find it necessary to file a complaint against our company with reference to Data Protection. Should you feel it appropriate, you will need to contact:
Organisation Information Commissioner’s Officer Website address www.ico.org.uk Telephone You can call their helpline on 0303 123 1113
Who are the ICO?
The ICO are the UK’s independent authority set up to uphold information rights in the public interest promoting openness by public bodies and data privacy for individuals.