Data Protection Policy

As a vehicle self-drive hire company Kev’s Kampers processes personal data in relation to its own staff, vehicle hirers and individual supplier contacts. It is vitally important that we abide by the principles of the Data Protection Act 1998 set out below.

Kev’s Kampers holds data on individuals for the following general purposes:

• Staff Administration
• Advertising, marketing and public relations
• Accounts and records
• Administration and processing of hirers’ personal data for the purposes of fulfilling the contract of hiring a vehicle.

The Data Protection Act 1998 requires Kev’s Kampers as data controller to process data in accordance with the principles of data protection. These require that data shall be: –

• Fairly and lawfully processed
• Processed for limited purposes
• Adequate, relevant and not excessive
• Accurate
• Not kept longer than necessary
• Processed in accordance with the data subject’s rights
• Kept securely
• Not transferred to countries outside the European Economic Area without adequate protection.

Personal data means data, which relates to a living individual who can be identified from the data or from the data together with other information, which is in the possession of, or is likely to come into possession of Kev’s Kampers.

Processing means obtaining, recording or holding the data or carrying out any operation or set of operations on the data. It includes organising, adapting and amending the data, retrieval, consultation and use of the data, disclosing and erasure or destruction of the data. It is difficult to envisage any activity involving data, which does not amount to processing. It applies to any processing that is carried out on computers including any type of computer however described, main frame, desktop, laptop, tablet or smartphone etc.

Data should be reviewed on a regular basis to ensure that it is accurate, relevant and up to date and those people listed in the appendix shall be responsible for doing this.

Data will only be processed with the consent of the person whose data is held. Therefore, if you have not consented to your personal details being passed to a third party this may constitute a breach of the Data Protection Act 1998. By instructing Kev’s Kampers to quote for a vehicle hire and providing us with personal data contained in an enquiry, the enquirer will be giving their consent to Kev’s Kampers processing their details for quoting and/or invoicing processes.

Kev’s Kampers hold their data on an accounting package, Kashflow and use Trustpilot for market research purposes. As third-party software providers, hirers’ details will be processed on these sites.

Data in respect of the following is “sensitive personal data” and any information held on any of these matters will not be passed on to any third party without the express written consent of the individual:

• Any offence committed or alleged to be committed by them
• Proceedings in relation to any offence and any sentence passed
• Physical or mental health or condition
• Racial or ethnic origins
• Sexual life
• Political opinions
• Religious beliefs or beliefs of a similar nature
• Whether someone is a member of a trade union

From a security point of view, only those staff listed in the appendix will be permitted to add, amend or delete data from the database. However, all staff are responsible for notifying those listed where information is known to be old, inaccurate or out of date. In addition, all employees should ensure that adequate security measures are in place. For example:

• Computer screens should not be left open by individuals who have access to personal data
• Passwords should not be disclosed
• Email should be used with care
• Personnel files and other personal data should be stored in a place in which any unauthorised attempts to access them will be noticed. They should not be removed from their usual place of storage without good reason.
• Personnel files should always be locked away when not in use and when in use should not be left unattended
• Any breaches of security should be treated as a disciplinary issue.
• Care should be taken when sending personal data in internal or external mail
• Destroying or disposing of personal data counts as processing. Therefore, care should be taken in the disposal of any personal data to ensure that it is appropriate. For example, it would have been more appropriate to shred sensitive data than merely to dispose of it in the dustbin.

It should be remembered that the incorrect processing of personal data e.g. sending an individual’s details to the wrong person; allowing unauthorised persons access to personal data; or sending information out for purposes for which the individual did not give their consent, may give rise to a breach of contract and/or negligence leading to a claim against Kev’s Kampers for damages from an employee, hirer or client contact. A failure to observe the contents of this policy will be treated as a disciplinary offence.

Data subjects, i.e. those on whom personal data is held, are entitled to obtain access to their data on request. All requests to access data by data subjects i.e. staff, members, customers or clients, suppliers, students etc should be referred to Maxine Hart, whose details are also listed on the appendix to this policy.

All individuals have the following rights under the Human Rights Act 1998 and in dealing with personal data these should be respected at all times:

• Right to respect for private and family life [Article 8]
• Freedom of thought, conscience and religion [Article 9]
• Freedom of expression [Article 10]
• Freedom of assembly and association [Article 11]
• Freedom from discrimination [Article 14]

APPENDIX
Maxine Hart
Kevin Hart