In its everyday business operations, Yello Media Group Ltd (YMG) makes use of a variety of data about identifiable individuals, including data about:
- Current, past and prospective employees
- Users of its websites
- Suppliers and other vendors
- Other stakeholders
In collecting and using this data, the organisation is subject to a variety of legislation controlling how such activities may be carried out and the safeguards that must be put in place to protect it.
The purpose of this policy is to set out the relevant legislation and to describe the steps Yello Media Group Ltd is taking to ensure that it complies with it.
This control applies to all systems, people and processes that constitute the organisation’s information systems, including board members, directors, employees, suppliers and other third parties who have access to Yello Media Group Ltd systems.
The following policies and procedures are relevant to this document:
- Data Protection Impact Assessment Process
- Personal Data Analysis Procedure
- Legitimate Interest Assessment Procedure
- Information Security Incident Response Procedure
- Records Retention and Protection Policy
2. Data protection policy
2.1 The general data protection regulation and other applicable Data Protection Laws
The General Data Protection Regulation 2016 (GDPR), and other applicable Data Protection Laws, is one of the most significant pieces of legislation affecting the way that Yello Media Group Ltd carries out its information processing activities. Significant fines are applicable if a breach is deemed to have occurred under the GDPR, which is designed to protect the personal data of citizens of the European Union, and citizens of any other country where local Data Protection Laws apply. It is Yello Media Group Ltd’s policy to ensure that our compliance with the GDPR and other relevant legislation and applicable local Data Protection Laws is clear and demonstrable at all times.
There is a total of 26 definitions listed within the GDPR and other local Data Protection Laws, it is not appropriate to reproduce them all here. However, the most fundamental definitions with respect to this policy are as follows:
2.2. 1 Personal data
Defined as “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
“Any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.”
“The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.”
2.3 Principles relating to processing of personal data
There are several fundamental principles upon which the GDPR and other applicable local data protection laws are based. These are as set out in Article 5(1) of the GDPR as follows:
“Personal data shall be:
- Processed lawfully, fairly and in a transparent manner in relation to the data subject (‘lawfulness, fairness and transparency’);
- Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall, in accordance with Article 89(1), not be considered to be incompatible with the initial purposes (‘purpose limitation’);
- Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’);
- Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’);
- Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) subject to implementation of the appropriate technical and organisational measures required by this Regulation in order to safeguard the rights and freedoms of the data subject (‘storage limitation’);
- Processed in accordance with the rights of data subjects which includes subject access, rectification, object, withdraw consent, forgotten, data portability and right to object to automated processing;
- Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’).
- Transferred to a country or territory which ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data. However, this does not apply where the data subject has consented to the transfer, or where the transfer is necessary for the performance of an obligation imposed by law on the Data Controller in connection with the data subject’s employment.”
Paragraph 2 further states that “The controller shall be responsible for, and be able to demonstrate compliance with, paragraph 1 (‘accountability’).”
Yello Media Group Ltd will ensure that it complies with all these principles, both in the processing it currently carries out and as part of the introduction of new methods of processing such as new IT systems.
2.4 Rights of the individual
The data subject also has rights under the GDPR and other applicable local data protection laws. These consist of:
The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability (where applicable)
- The right to object
- Rights in relation to automated decision making and profiling
Each of these rights are supported by appropriate procedures within Yello Media Group Ltd that allow the required action to be taken within the timescales stated in the GDPR.
These timescales are shown in Table 1.
|DATA SUBJECT REQUEST||TIMESCALE|
|The right to be informed||When data is collected (if supplied by data subject) or within one month (if not supplied by data subject)|
|The right of access||One month|
|The right to rectification||One month|
|The right to erasure||Without undue delay|
|The right to restrict processing|
Without undue delay
|The right to data portability||One month (where applicable)|
|The right to object||On receipt of objection|
|Rights in relation to automated decision making and profiling.||Not specified|
2.5 Lawfulness of processing
There are six alternative ways in which the lawfulness of a specific case of processing of personal data may be established under the GDPR and other applicable local Data Protection Laws. It is Yello Media Group Ltd policy to identify the appropriate basis for processing and to document it, in accordance with the Regulation. The options are described in brief in the following sections.
Where appropriate, Yello Media Group Ltd will obtain consent from a data subject to collect and process their data. In case of children below the age of 16 (a lower age may be allowable in specific EU member states) parental consent will be obtained. Transparent information about our usage of their personal data will be provided to data subjects at the time that consent is obtained and their rights regarding their data explained, such as the right to withdraw consent. This information will be provided in an accessible form, written in clear language and free of charge.
If the personal data are not obtained directly from the data subject, then this information will be provided to the data subject within a reasonable period after the data are obtained and definitely within one month.
2.5.2 Performance of a contract
Where the personal data collected and processed are required to fulfil a contract with the data subject, consent is not required. This will often be the case where the contract cannot be completed without the personal data in question, for example, a delivery cannot be made without an address.
If the personal data are required to be collected and processed in order to comply with the law, then consent is not required. This may be the case for some data related to employment, immigration status and taxation for example, and for many areas addressed by the public sector.
2.5.4 Vital interests of the data subject
In a case where the personal data are required to protect the vital interests of the data subject or of another natural person, then this may be used as the lawful basis of the processing. Yello Media Group Ltd will retain reasonable, documented evidence that this is the case, whenever this reason is used as the lawful basis of the processing of personal data. As an example, this may be used in aspects of social care, particularly in the public sector.
2.5.5 Task carried out in the public interest
Where Yello Media Group Ltd needs to perform a task that it believes is in the public interest or as part of an official duty then the data subject’s consent will not be requested. The assessment of the public interest or official duty will be documented and made available as evidence where required.
2.5.6 Legitimate interests
If the processing of specific personal data is in the legitimate interests of Yello Media Group Ltd and is judged not to affect the rights and freedoms of the data subject in a significant way, then this may be defined as the lawful reason for the processing. Again, the reasoning behind this view will be documented.
2.6 How We Collect Information
We collect the information in various ways: in person, in writing, by phone, by email or via the interview if you connect with YMG online.
2.6.1 How We Use and Disclose Your Information
We collect and hold data about you for the purpose of fulfilling, creating and marketing the products you have purchased from Yello Media Group, which includes billing and collections, and may involve sharing the data with a third-party vendor. We will treat your personal information as private and confidential. We will only use or disclose if for purposes directly related to the products and services you have purchased from Yello Media Group and our third-party vendor. We will endeavour to transfer this information in an anonymized format. We stipulate security and confidentiality requirements on how they handle your personal information.
We may provide information to:
The local telco provider who Yello Media Group partners with our Customer Relationship Management system provider
The printers of our directories
Debt collection agencies
Third party vendors who we may need to deal with in order to deliver our products and services.
2.6.2 How to withdraw consent
You can withdraw consent to provide information to any one of the entities listed above, however, this may result in a delay to the fulfilment of the products and services you have purchased from Yello Media Group.
Please contact the Data Protection Officer at email@example.com
2.7 Privacy by design
Yello Media Group Ltd has adopted the principle of privacy by design and will ensure that the definition and planning of all new or significantly changed systems that collect, or process personal data will be subject to due consideration of privacy issues, including the completion of one or more data protection impact assessments.
The data protection impact assessment will include:
- Consideration of how personal data will be processed and for what purposes
- Assessment of whether the proposed processing of personal data is both necessary and proportionate to the purpose(s)
- Assessment of the risks to individuals in processing the personal data
- What controls are necessary to address the identified risks and demonstrate compliance with legislation
Use of techniques such as data minimization and pseudonymisation will be considered where applicable and appropriate.
2.8 Contracts involving the processing of personal data
Yello Media Group Ltd will ensure that all relationships it enters that involve the processing of personal data are subject to a documented contract that includes the specific information and terms required by the GDPR and other local Data Protection Laws.
2.9 International transfers of personal data
Transfers of personal data outside the European Union or countries where local Data Protection Laws apply will be carefully reviewed prior to the transfer taking place to ensure that they fall within the limits imposed by the GDPR or other local Data Protection Laws apply. This depends partly on the European Commission’s judgement as to the adequacy of the safeguards for personal data applicable in the receiving country and this may change over time.
Where an adequacy decision does not exist for a destination country, an appropriate safeguard such as standard contractual clauses will be used, or a relevant exception identified as permitted under the GDPR or other local Data Protection Laws.
Intra-group international data transfers will be subject to Standard Contractual Clauses (SCC) between the various Yello Media Group entities which provide enforceable rights for data subjects.
2.10 Data protection officer
A defined role of Data Protection Officer (DPO) is required under the GDPR if an organisation is a public authority, if it performs large scale monitoring or if it processes particularly sensitive types of data on a large scale. The DPO is required to have an appropriate level of knowledge and can either be an in-house resource or outsourced to an appropriate service provider.
Based on these criteria, Yello Media Group Ltd has appointed a Data Protection Officer. All enquiries may be sent to firstname.lastname@example.org.
2.11 Breach notification
It is Yello Media Group Ltd’s policy to be fair and proportionate when considering the actions to be taken to inform affected parties regarding breaches of personal data. In line with the GDPR, where a breach is known to have occurred which is likely to result in a risk to the rights and freedoms of individuals, the relevant supervisory authority will be informed within 72 hours or within the time frame specified under the relevant local Data Protection Law. This will be managed in accordance with our Information Security Incident Response Procedure which sets out the overall process of handling information security incidents.
Under the GDPR and other relevant Local Data Protection Laws the relevant Data Protection Authority (DPA) has the authority to impose a range of fines of up to four percent of annual worldwide turnover or twenty million Euros for infringements of the regulations, or fines relevant to other Local Data Protection Laws.
The General Data Protection Regulation and other applicable local Data Protection laws also give you the right to lodge a complaint with a supervisory authority in the country where you live or where any alleged infringement of data protection laws occurred. If you consider that your inquiry or complaint has not been handled to your satisfaction, please contact the authority responsible for Data Protection laws in the country where you live. Contact details for those countries that have Supervisory Authorities are as follows:
The Cayman Islands (Ombudsman Office) email: email@example.com
Guernsey (Office of Data Protection Authority) email: firstname.lastname@example.org
2.12 Addressing compliance to the GDPR & other relevant local Data Protection Laws
The following actions are undertaken to ensure that Yello Media Group Ltd complies at all times with the accountability principle of the GDPR:
- The legal basis for processing personal data is clear and unambiguous
- A Data Protection Officer is appointed with specific responsibility for data protection in the organisation (if required)
- All staff involved in handling personal data understand their responsibilities for following good data protection practice
- Training in data protection has been provided to all staff
- Rules regarding consent are followed
- Routes are available to data subjects wishing to exercise their rights regarding personal data and such enquiries are handled effectively
- Regular reviews of procedures involving personal data are carried out
- Privacy by design is adopted for all new or changed systems and processes
- The following documentation of processing activities is recorded:
- Organisation name and relevant details
- Purposes of the personal data processing
- Categories of individuals and personal data processed
- Categories of personal data recipients
- Agreements and mechanisms for transfers of personal data to non-EU countries including details of controls in place
- Personal data retention schedules
- Relevant technical and organisational controls in place
These actions are reviewed on a regular basis as part of the management process concerned with data protection.