website disclaimer
SPARKLE & WOW WEDDING PLANNING & EVENT DESIGN LIMITED
In addition to completing the two forms to register a Notification with the Information Commissioner’s Office, there are other requirements to ensure compliance, not only with the Data Protection Act 1998, but also with associated Regulations such as the Privacy and Telecommunications Regulations 2000. One way to achieve this compliance is to include disclaimers within the company’s standard correspondence and to have certain standard company policies written down – should they ever be requested. It has been agreed with the company to complete the work in two stages – basic Notification and website privacy statement since the company has not been established for a year yet.
One of the fundamental rights of the individual under the Data Protection Act 1998 is to be “proactively informed”, at the time of collection of the data, how the “collector” intends to process the data, intends to share it with third parties and if it is being processed in accordance with the law. It is becoming standard practice to do this by means of including disclaimers.
I have drafted such disclaimers and policies for Sparkle & Wow below. These are based on the information given to me by the company and research on the web. There is no standard wording given in the legislation and therefore the company are at liberty to change the wording if they so wish – but I would respectfully request that the ideas incorporated are maintained to convey compliance.
Any disclaimers incorporated as “footers” may be included in a small font, but they do have to be easily read.
WEBSITE PRIVACY STATEMENT/ DATA PROTECTION POLICY
I respectfully suggest that the following text be adopted as the Website Privacy Statement on the website. It has been drafted to allow the company to process data however it may be collected and processed and can therefore also be used as the general Data Protection Policy:
“At Sparkle & Wow we collect and process substantive volumes of personal data and/or sensitive personal data in the provision of our services. These may be relating to you, members of your family, your friends as well as our suppliers. All personal data are processed in accordance with the Data Protection Act 1998. Part of our compliance with the legislation is the registration of the purposes for which we process data with the Information Commissioner’s Office (ICO) – the “Notification”. This is available on the Public Register of Data Controllers at www.ico.gov.uk.
We may share personal data and/or sensitive personal data with third parties in order to provide certain aspects of our services and/or if we are required to do so by UK law. In providing sensitive personal data, consent for us to process these data appropriately for our services is implied. We cannot accept liability for any processing conducted by third parties outside our remit.
None of the above affects your rights to request access to any of your personal data we may hold. Should you wish to make such a request under the legislation, please do so in writing – email is acceptable. Please note that we may charge a £10 administration fee for requests which is payable in advance and non-refundable. “
EMAIL DISCLAIMER
Emails are a particularly informal method of communication. They are subject to three pieces of legislation; The Companies Act 2006, The Privacy and Telecommunications Regulations 2003 and the Data Protection Act 1998. Therefore I respectfully suggest that the following text be added to the default signature of emails:
“Sparkle & Wow Wedding Planning & Event Design Limited; Registered in England & Wales; Company No…………………
Please note that the Internet and email systems are not 100% secure media. All feasible security measures are in place. However, if you are not the intended recipient, please notify the sender and delete all copies. Any personal data herein are processed in accordance with the Data Protection Act 1998.”