Data Protection Policy

Key details:

  • This policy has been prepared by Mo Thomson.
  • This policy became operational on 06 Oct 2023.
  • Most recent update: 29 Oct 2023
  • Next review date: 29 Oct 2024.

Introduction

mothomson.com needs to gather and use certain information about individuals.

This policy describes how this personal data is collected, handled and stored to meet data protection standards and to comply with the law.

Why this policy exists

This data protection policy ensures that mothomson.com

  • Complies with data protection law and follows good practice
  • Protects the rights of customers and partners
  • Is open about how it stores and processes individuals’ data
  • Protects itself from the risks of a data breach

Data protection law

The GDPR describes how organisations — including mothomson.com — must collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The GDPR is underpinned by eight important principles. These say that personal data must:

  • Be processed fairly and lawfully
  • Be obtained only for specific, lawful purposes
  • Be adequate, relevant and not excessive
  • Be accurate and kept up to date
  • Not be held for any longer than necessary
  • Processed in accordance with the rights of data subjects
  • Be protected in appropriate ways
  • Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection

People, risks and responsibilities

Policy Scope

It applies to all data that the website holds relating to identifiable individuals, even if that information technically falls outside of the GDPR. This can include:

  • Names of individuals
  • Email addresses

Data protection risks

This policy helps to protect mothomson.com from data security risks, including:

  • Breaches of confidentiality. For instance, information being given out inappropriately.
  • Failing to offer choice. For instance, all individuals should be free to choose how we use data relating to them.

Responsibilities

mothomson.com has responsibility for ensuring data is collected, stored and handled appropriately. Whoever at mothomson.com handles personal data must ensure that it is handled and processed per this policy and data protection principles.

These people have key areas of responsibility:

Mo Thomson is ultimately responsible for ensuring that mothomson.com meets its legal obligations. Mo Thomson is responsible for:

  • Keeping updated about data protection responsibilities, risks and issues.
  • Reviewing all data protection procedures and related policies, in line with an agreed schedule.
  • Handling data protection questions from anyone else covered by this policy.
  • Dealing with requests from individuals to see the data mothomson.com holds about them (also called ‘subject access requests’).
  • Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

Mo Thomson is responsible for Information Technology used at mothomson.com, including web servers that can store any personal data. Mo Thomson will ensure

  • That all systems, services and equipment used for storing data meet acceptable security standards.
  • Performing regular checks and scans to ensure security hardware and software is functioning properly.
  • Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.

Mo Thomson is responsible for any marketing related activities at mothomson.com. Mo is responsible for:

  • Approving any data protection statements attached to communications such as emails and letters.
  • Addressing any data protection queries from journalists or media outlets like newspapers.

General guidelines for data usage

  • Data should not be shared informally. When access to confidential information is required, it can be request from Mo Thomson via email to email@mothomson.com
  • Personal data should not be disclosed to unauthorised people
  • Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.

Data storage

These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see or access it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:

When not required, the paper or files should be kept in a locked drawer or filing cabinet. Mo will make sure paper and printouts are not left where unauthorised people could see them, like on a printer. Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

  • Data should be protected by strong passwords that are changed regularly and never shared between employees.
    If data is stored on removable media (like a USB or external disk), these should be kept locked away securely when not being used.
  • Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
  • Servers containing personal data should be sited in a secure location, away from general office space.
  • Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.
  • Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
    All servers and computers containing data should be protected by approved security software and a firewall.

Data use

Personal data is of no value to mothomson.com, any data held is used purely for logging in and for email communications. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:

  • Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.
  • Personal data should never be transferred outside of the European Economic Area.
  • Only central copies of any data will accessed and updates. There must not be multiple copies of personal data.

Data accuracy

The law requires mothomson.com to take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort mothomson.com should put into ensuring its accuracy. Mo Thomson is taking reasonable steps to ensure it is kept as accurate and up-to-date as possible.

Data will be held in as few places as necessary. Mo Thomson should not create any unnecessary additional data sets. Mo Thomson should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call. mothomson.com will make it easy for data subjects to update the information mothomson.com holds about them. Data should be updated as inaccuracies are discovered.

Subject access requests

All individuals who are the subject of personal data held by mothomson.com are entitled to:

  • Ask what information we hold about them and why.
  • Ask how to gain access to it.
  • Be informed how to keep it up to date.
  • Be informed how we are meeting our data protection obligations.

If an individual makes contact requesting this information, this is called a subject access request.

Subject access requests from individuals should be made by email to email@mothomson.com.

Individuals will not be charged, Mo Thomson will aim to provide the relevant data within 30 days.

Mo Thomson will always verify the identity of anyone making a subject access request before handing over any information.

Disclosing data for other reasons

In certain circumstances, the GDPR allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, mothomson.com will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from legal advisers where necessary.

Providing information

mothomson.com aims to ensure that individuals are aware that their data is being processed, and that they understand:

  • How the data is being used
  • How to exercise their rights

To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.

Privacy Policy

Who is behind this website?

At mothomson.com we are committed to maintaining the trust and confidence of the visitors to my web site. In particular, I want you to know that Mo Thomson is not in the business of selling, renting or trading email lists with other companies and businesses for marketing purposes. I just don’t do that sort of thing. But just in case you don’t believe me, in this Privacy Policy, I have provided lots of detailed information on when and why I collect your personal information, how I use it, the limited conditions under which I may disclose it to others and how I keep it secure. Grab a cuppa and read on.

Website Cookies

E-mail communication

When someone visits mothomson.com, I use a third party service, Mailgun to send email communications and to collect details of my website visitors’ behaviour patterns. I do this to find out things such as the number of visitors to the various parts of my website. This information is only processed in a way which does not identify anyone. I do not make, and do not allow Mailgun to make, any attempt to find out the identities of those visiting our website.

Access to your personal information

If you subscribe to mothomson.com, I will keep some personal data on file. You are entitled to view, amend, or request  the personal information that we hold to be deleted. Email your request to email@mothomson.com.

Privacy Statement

Your privacy is important to me and I have taken measures to make sure that I protect it and let you know how we will use it. Below, you will find how your information is used.

Submitting a form on my website

I will use the information that you provide to me on my website to provide you with information you request, or to provide the services that you have requested. This may involve e-mailing you to confirm the service and for other administrative matters or to inform you about changes to the service or to notify you of new services.

Changes to our privacy policy

This privacy policy will be amended regularly to comply with current GDPR guidelines. The policy was amended on 29 Oct 2023.

Use of this website

This Website is controlled and operated by Mo Thomson. mothomson.com make no representation that materials in the website are appropriate or available for use in other locations. Anyone who elects to access this website from any other location does so on their own initiative and is responsible for compliance with applicable local laws.

Use of website

The terms and conditions apply to your use of Mo Thomson website at mothomson.com (the “Website”). The terms and conditions apply regardless of how you access the website, including any devices by which you can access the website at home, or on the move. You must read these Terms and Conditions carefully, and we recommend that you print and keep a copy for your future reference. By accessing, browsing, using  the Website or sending me information through the website, you confirm that you have read, understood and agree to these terms and conditions in their entirety. If you do not agree to these terms and conditions in their entirety, please do not use this website.

Use restrictions

The copyright in all material provided on this Site is held by Mo Thomson. Except as advised herein, none of the material on this site may be copied, reproduced, distributed, republished, downloaded, displayed, posted or transmitted in any form or by any means, including, but not limited to, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of Mo Thomson. Any use of these materials on any other site or networked computer environment for any purpose is prohibited.

Permission is granted to display and download the materials for your personal, non-commercial use only, provided you do not modify the materials and that you retain all copyright claims, marks and other proprietary notices contained within the materials. You can share the link to this website’s homepage or individual pages or blog post on social media. You may pin photographs on Pinterest.

All rights, including copyright and other intellectual property rights, in and to this website are owned by Mo Thomson.

Links to third party websites on this site are provided solely as a convenience to you. If you use these links, you will leave the website. mothomson.com do not actively review all of these third party sites, nor do they possess any control and are not responsible for any of these sites or their content.

Thus, mothomson.com does not endorse or make any representations about any other linked site, or any information, software or other products or materials found there, or any results that may be obtained from using them. If you decide to access any of the third party sites linked from this Site, you do this entirely at your own risk.