Data Protection Policy
QRS is committed to ensuring that all personal information is collected, processed and protected lawfully, fairly and with the utmost care.
Quality Registrar Systems needs to collect and use certain types of information about its clients, staff and third parties in order to operate. This includes current, past and prospective employees, clients and others with whom it communicates. We regard the lawful and correct treatment of personal information as very important to successful operations and to maintaining confidence between those with whom we deal and ourselves.
Data Protection Principles
Specifically, the principles require that personal information:
- Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met.
- Shall be obtained only for one or more specific and lawful purposes, and shall not be further processed in any manner incompatible with that purpose.
- Shall be adequate, relevant and not excessive in relation to the purpose or purposes for which it is processed.
- Shall be accurate and, where necessary, kept up to date.
- Shall not be kept longer than is necessary for that purpose or purposes.
- Shall be processed in accordance with the rights of the data subject under applicable legislation.
- Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing and against accidental loss or destruction of, or damage to, personal data.
How QRS Will Comply
QRS will, through appropriate management and strict application of criteria and controls:
- Observe fully the conditions regarding the fair collection and use of information.
- Meet the legal obligation to specify the purpose for which information is used.
- Collect and process only appropriate information to the extent needed to fulfil operational needs or comply with legal requirements.
- Ensure the quality and accuracy of all information used.
- Apply strict checks to determine the length of time information is held.
- Ensure the rights of people about whom information is held — including the right to be informed, the right of access, the right to prevent processing, and the right to correct, block or erase inaccurate information.
- Take appropriate technical and organisational security measures to safeguard personal information.
- Ensure that personal information is not transferred abroad without suitable safeguards.
Organisational Responsibilities
In addition, QRS will ensure that:
- There is a nominated individual with specific responsibility for data protection (currently the IT Head).
- Everyone managing and handling personal information understands they are contractually responsible for good data protection practice.
- All staff managing personal information are appropriately trained and supervised.
- Enquiries about handling personal information are clearly described and directed appropriately.
- A regular review and audit is made of the way personal information is managed.
- Methods for handling personal information are regularly assessed and evaluated.
“We regard the lawful and correct treatment of personal information as very important to our successful operations and to maintaining confidence between those with whom we deal and ourselves.”