OUR COMMITMENT

Accountability

Although all staff have a responsibility for adhering to our Data Protection Policy, the Heads of Departments have day-to-day responsibility for developing, implementing and monitoring the data protection policy. This ensures the policy is effectively managed and co-ordinated.

Education and Awareness

All staff are briefed on their data protection responsibilities upon appointment, with training updates at regular intervals or when required. Specialist training for staff with specific duties, such as marketing, information security and database management, is provided.

Privacy Notices

To ensure the processing of data is fair I-Immersive are transparent about how it intends to use the data. As good practice, the company includes privacy notices on its website and on any forms used to collect data. These clearly explain the reasons for using the data.

Personal Data

Personal data is not processed in any manner that is ‘incompatible’ with its specified purpose.

Responding to access requests

Access Requests are to be made either by email to compliance@i-immersive.co.uk, of in writing to I-Immersive, Hillcrest House 143 London Road, Stockton Heath, Warrington, WA4 6LG. Individual requests are recognised and responded to within statutory timescales.

Data quality & accuracy

I-Immersive ensures that the personal data it holds is adequate and accurate. Data is not collected without a legitimate business reason and only the minimum required to meet the purposes for which it is needed is obtained. Reasons for requesting personal date are specified in the privacy notice. All personal data held is accurate and, where necessary, kept up-to-date. Regular reviews of information are carried out to identify and correct inaccurate records, remove irrelevant ones and update out-of-date ones.

Retention and disposal

I-Immersive ensures that personal data is not kept for longer than is necessary. Checks are carried out to identify which records or data sets are held, and when they should be deleted or anonymised. Heads of Department are accountable for recording retention and disposal dates for information they hold. Data is disposed of securely.

Security policy

I-Immersive has an established Information Security Management System Policy which sets the standards to be adhered to. In the unlikely event data and/or security is compromised, a Security Breach Procedure will be implemented, and all staff are trained and aware of their responsibilities.

Outsourcing

I-Immersive ensures an adequate level of protection for any personal data processed by others on its behalf or transferred outside the European Economic Area. When determining whether to use an external provider, I-Immersive requires proof of their adherence to Data Protection Legislation both in the UK and EU. New Supplier forms must be completed by all third parties, which request proof of their credentials and compliance requirements before I-Immersive will consider engaging their services.

Privacy by Design

As required under The EU General Data Protection Regulation (GDPR), I-Immersive ensures that any new projects or initiatives are privacy-proofed at the planning stage. Privacy by Design considerations are an early part of all projects plans or initiatives that involve the processing of personal data. Risk assessments are conducted during the development, testing and delivery stages of any project to evaluate the origin, nature, particularity and severity of the risk to the rights and freedoms of natural persons before processing personally identifiable information. Assessments include the measures, safeguards and mechanisms envisaged for mitigating” the identified risks.

Authorised By: Greg Dutton   Title: Director   Review Date: September 2022