GDPR Regulations And How It Affects Us All

Monday, 5 March 2018  |  Admin

HGM's GDPR Compliance Statement

 

 

INTRODUCTION

The EU General Data Protection Regulation (“GDPR”) comes into force across the European Union on 25th May 2018 and brings with it the most significant changes to data protection law in two decades. Based on privacy by design and taking a risk-based approach, the GDPR has been designed to meet the requirements of the digital age.

The 21st Century brings with it broader use of technology, new definitions of what constitutes personal data, and a vast increase in cross-border processing. The new Regulation aims to standardise data protection laws and processing across the EU; affording individuals stronger, more consistent rights to access and control their personal information.

 

OUR COMMITMENT

Headshot Gaming Merchandise ('HGM'' or ‘we’ or ‘us’ or ‘our’) are committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. We have always had a robust and effective data protection program in place which complies with existing law and abides by the data protection principles. However, we recognise our obligations in updating and expanding this program to meet the demands of the GDPR and the UK’s Data Protection Act.

Headshot Gaming Merchandise are dedicated to safeguarding the personal information under our remit and in developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of, and appreciation for the new Regulation. Our preparation and objectives for GDPR compliance have been summarised in this statement and include the development and implementation of new data protection roles, policies, procedures, controls and measures to ensure maximum and ongoing compliance.

 

HOW ARE WE PREPARING FOR GDPR

Headshot Gaming Merchandise already have a consistent level of data protection and security across our organisation, however it is our aim to be fully compliant with the GDPR by 25th May 2018. Our preparation includes: -

  • Information Audit - carrying out a company-wide information audit to identify and assess what personal information we hold, where it comes from, how and why it is processed and if and to whom it is disclosed.

  • Policies & Procedures - revising data protection policies and procedures to meet requirements and standards of the GDPR and any relevant data protection laws, including: -

    • Data Protection – our main policy and procedure document for data protection has been overhauled to meet the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy by design and the rights of individuals.

    • Data Retention & Erasure – we have updated our retention policy and schedule to ensure that we meet the ‘data minimisation’ and ‘storage limitation’ principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new ‘Right to Erasure’ obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response timeframes and notification responsibilities.

    • Data Breaches – our breach procedures ensure that we have safeguards and measures in place to identify, assess, investigate and report any personal data breach at the earliest possible time. Our procedures are robust and have been disseminated to all employees, making them aware of the reporting lines and steps to follow.

    • International Data Transfers & Third-Party Disclosures – where Headshot Gaming Merchandise stores or transfers personal information outside the EU, we have robust procedures and safeguarding measures in place to secure, encrypt and maintain the integrity of the data. Our procedures include a continual review of the countries with sufficient adequacy decisions, as well as provisions for binding corporate rules; standard data protection clauses or approved codes of conduct for those countries without. We carry out strict due diligence checks with all recipients of personal data to assess and verify that they have appropriate safeguards in place to protect the information, ensure enforceable data subject rights and have effective legal remedies for data subjects where applicable.  PLEASE NOTE: We are required by new law to make the previous statement.  In actuality HGM never transfers any personal information outside of the EU at any time, we have no need to do so.  In fact we never transfer your personal data anywhere.

    • Subject Access Request (SAR) – we have revised our SAR procedures to accommodate the revised 30-day timeframe for providing the requested information and for making this provision free of charge. Our new procedures detail how to verify the data subject, what steps to take for processing an access request, what exemptions apply and a suite of response templates to ensure that communications with data subjects are compliant, consistent and adequate.  PLEASE NOTE:  We are required by new law to make the previous statement.  You should be aware that even though you a perfectly within your rights to do so, you don't actually have to to make a request to be able to see all the personal data about you that we hold.  Just sign in to HGM and click the 'Your Account' link at the very top of the page.  All the information we hold about you is available right there including your transaction history for the last 2 years.  The information is even editable should you choose to make any changes.  Naturally your credit/debit card information is not included as HGM never comes into contact with it.  That information is held with our third-party payment processor.

  • Legal Basis for Processing - we are reviewing all processing activities to identify the legal basis for processing and ensuring that each basis is appropriate for the activity it relates to. Where applicable, we also maintain records of our processing activities, ensuring that our obligations under Article 30 of the GDPR and Schedule 1 of the Data Protection Bill are met.

  • Privacy Notice/Policy – we have revised our Privacy Notice(s) to comply with the GDPR, ensuring that all individuals whose personal information we process have been informed of why we need it, how it is used, what their rights are, who the information is disclosed to and what safeguarding measures are in place to protect their information. PLEASE NOTE:  Some more details into how we hold and use your data including your email address can be found in our FAQ.

  • Obtaining Consent - we have revised our consent mechanisms for obtaining personal data, ensuring that individuals understand what they are providing, why and how we use it and giving clear, defined ways to consent to us processing their information. We have developed stringent processes for recording consent, making sure that we can evidence an affirmative opt-in, along with time and date records; and an easy to see and access way to withdraw consent at any time.  PLEASE NOTE: You the customer understands that by signing up for an account with HGM you are opting in to direct marketing (no more than 2 emails a month) from HGM. If you wish to opt out click the 'Unsubscribe' link at the bottom of the email.  Also by following our social media to be notified of new items, sales, competitions and promotions provided by HGM.  You understand that you are opting in to this marketing by following us.  To opt out again just unfollow us.

  • Direct Marketing - we have revised the wording and processes for direct marketing, including clear opt-in mechanisms for marketing subscriptions; a clear notice and method for opting out and providing unsubscribe features on all subsequent marketing materials.  PLEASE NOTE:  We will use your email address to send you no more than 2 emails a month, if you do not wish to receive these emails any more you can click the 'Unsubscribe' link at the bottom of the email.  We do not direct market by post so the only other way we will market to you is if you have followed us on your social media platform of choice.  If you no longer wish to receive marketing from us, then go to HGM's page on that platform and unfollow us.  Although we will be really sad to see you go, we have made it so your leaving couldn't be simpler.

  • Data Protection Impact Assessments (DPIA) – where we process personal information that is considered high risk, involves large scale processing or includes special category/criminal conviction data; we have developed stringent procedures and assessment templates for carrying out impact assessments that comply fully with the GDPR’s Article 35 requirements. We have implemented documentation processes that record each assessment, allow us to rate the risk posed by the processing activity and implement mitigating measures to reduce the risk posed to the data subject(s).

  • Processor Agreements – where we use any third-party to process personal information on our behalf (i.e. Payroll, Recruitment, Hosting etc), we have drafted compliant Processor Agreements and due diligence procedures for ensuring that they (as well as we), meet and understand their/our GDPR obligations. These measures include initial and ongoing reviews of the service provided, the necessity of the processing activity, the technical and organisational measures in place and compliance with the GDPR.  PLEASE NOTE:  HGM has taken measures to verify that our third-party payment processor is fully compliant with the GDPR.

  • Special Categories Data - where we obtain and process any special category information, we do so in complete compliance with the Article 9 requirements and have high-level encryptions and protections on all such data. Special category data is only processed where necessary and is only processed where we have first identified the appropriate Article 9(2) basis or the Data Protection Bill Schedule 1 condition. Where we rely on consent for processing, this is explicit and is verified by a signature, with the right to modify or remove consent being clearly signposted. PLEASE NOTE: The only data we hold about you that possibly falls within these guidelines would be your complete purchase history.  You can access this data through the 'Your Account' link at the top of the website.

 

DATA SUBJECT RIGHTS

In addition to the policies and procedures mentioned above that ensure individuals can enforce their data protection rights, we provide easy to access information via our website of an individual’s right to access any personal information that Headshot Gaming Merchandise processes about them and to request information about: -

  • What personal data we hold about them (You can access this data through the 'Your Account' link at the top of the website.)

  • The purposes of the processing

  • The categories of personal data concerned

  • The recipients to whom the personal data has/will be disclosed

  • How long we intend to store your personal data for  (2 years from last purchase date)

  • How long we intend to store your purchase history data for  (2 years)

  • If we did not collect the data directly from them, information about the source

  • The right to have incomplete or inaccurate data about them corrected or completed and the process for requesting this  (You can edit this data yourself through the 'Your Account' link at the top of the website.)

  • The right to request erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use  (You can do it yourself through the 'Your Account' link at the top of the website.)

  • The right to lodge a complaint or seek judicial remedy and who to contact in such instances

 

INFORMATION SECURITY & TECHNICAL AND ORGANISATIONAL MEASURES

Headshot Gaming Merchandise takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures.

 

GDPR ROLES AND EMPLOYEES

Headshot Gaming Merchandise understands that continuous employee awareness and understanding is vital to the continued compliance of the GDPR and have involved our employees in our preparation plans. We have implemented an employee training program specific to the which will be provided to all employees prior to May 25th, 2018, and forms part of our induction and annual training program.

 

If you have any questions about our preparation for the GDPR, please Contact Us.