The Data Protection Policy and Privacy Notice is essential for any organization processing personal data in the UK. It fulfills the legal requirement under UK GDPR and DPA 2018 to provide transparent information about data processing activities and demonstrate compliance with data protection principles. This document serves dual purposes: internally as a policy guide for staff handling personal data, and externally as a privacy notice for data subjects. It should be regularly reviewed and updated to reflect changes in processing activities or regulatory requirements.
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1. Introduction: Purpose and scope of the policy
2. Definitions: Key terms used throughout the document including data protection terminology
3. Data Protection Principles: The seven key principles of GDPR/UK GDPR and how they are implemented
4. Legal Basis for Processing: Explanation of lawful bases used for processing personal data
5. Individual Rights: Description of data subject rights and how to exercise them
6. Security Measures: Technical and organizational measures for data protection
7. Data Breach Procedures: Response procedures for data security incidents
1. International Transfers: Provisions for transferring data outside the UK, including safeguards and mechanisms
2. Children's Data: Special provisions and safeguards for processing children's personal data
3. Marketing Provisions: Specific rules and consent requirements for direct marketing activities
4. Special Category Data: Additional safeguards and procedures for processing sensitive personal data
1. Data Processing Register: Detailed record of processing activities including purposes, categories, and retention periods
2. Security Procedures: Detailed security protocols and measures for protecting personal data
3. Data Retention Schedule: Specific timeframes for retaining different categories of personal data
4. Breach Response Plan: Step-by-step procedures for handling and reporting data breaches
5. Data Subject Rights Procedure: Detailed procedures for handling data subject rights requests
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