GENERAL DATA PROTECTION REGULATION - GDPR
1 - WHAT INFORMATION DO WE STORE:-
In digital format we keep your name, address, telephone number and email address as provided by you. Where your details are temporarily written down so that an order can be despatched immediately then the paper record is shredded as soon as the digital record is completed,
Our policy with debit and credit card numbers is to keep them securely only until your order has been processed. They are then completely removed from our systems and any paper records are shredded. We do not keep any credit or debit card details on record, and therefore we will need to request your card details again for any future purchases.
2 - YOUR RIGHTS UNDER GDPR:-
At any time you can require us to provide a copy of the data we hold about you. You can also require us to delete any records that we hold in your name. You can telephone, email or write to us simply giving your account number or your name and postcode, and adding the words ‘PROVIDE COPY OF DATA’ or ‘DELETE RECORD’ as appropriate. If we have any doubt concerning the cancellation we may telephone or email you once only to ensure the validity of the request.
3 - HOW DOES GDPR WORK FOR YOU AND US:-
Of the six legal bases forprocessing data ‘Legitimate Interest’ and ‘Contract’ are both relevant to the work of The Map Shop. You, as our customer , are requiring one or more of our mapping products, and we are willing to supply, whether as a ‘one off’ order or as a contract for mapping on a continuous basis. Effectively we are both pursuing ‘Legitimate Interests’ or a ‘Contract’ where your request and our consequent supply are not in conflict and are for a personal or business transaction. In order to complete the transaction we require the data as in section 1 above.
We may rely on your ‘Consent’ before sending you details of new or revised products and prices only when we believe that these are specifically relevant to you , either personally or as a business.
We will take all reasonable means to protect all data that we hold including the use of password protection and business web security. We will never sell any data to any third party, and all staff have signed a confidentiality clause as part of their contract of employment.
4 - WHICH SECURE PAYMENT PROCESSES DO WE USE :-
To process orders via our web site we use secure payment processes provided by ‘Actinic’ and ‘Pay Point’. For ‘In Shop’ and ‘ Telephone’ orders we process debit or credit card payments via an HSBC Card Terminal.
GDPR BASIS - LEGITIMATE INTERESTS - At a glance
☐ We have checked that legitimate interests is the most appropriate basis.
☐ We understand our responsibility to protect the individual’s interests.
☐ We have conducted a legitimate interests assessment (LIA) and kept a record of it, to ensure that we can justify our decision.
☐ We have identified the relevant legitimate interests.
☐ We have checked that the processing is necessary and there is no less intrusive way to achieve the same result.
☐ We have done a balancing test, and are confident that the individual’s interests do not override those legitimate interests.
☐ We only use individuals’ data in ways they would reasonably expect, unless we have a very good reason.
☐ We are not using people’s data in ways they would find intrusive or which could cause them harm, unless we have a very good reason.
☐ If we process children’s data, we take extra care to make sure we protect their interests.
☐ We have considered safeguards to reduce the impact where possible.
☐ We have considered whether we can offer an opt out.
☐ If our LIA identifies a significant privacy impact, we have considered whether we also need to conduct a DPIA.
☐ We keep our LIA under review, and repeat it if circumstances change.
☐ We include information about our legitimate interests in our privacy information.
What's new under the GDPR? What is the 'legitimate interests' basis? When can we rely on legitimate interests? How can we apply legitimate interests in practice? What else do we need to consider?
The concept of legitimate interests as a lawful basis for processing is essentially the same as the equivalent Schedule 2 condition in the 1998 Act, with some changes in detail.
You can now consider the legitimate interests of any third party, including wider benefits to society. And when weighing against the individual’s interests, the focus is wider than the emphasis on ‘unwarranted prejudice’ to the individual in the 1998 Act. For example, unexpected processing is likely to affect whether the individual’s interests override your legitimate interests, even without specific harm.
The GDPR is clearer that you must give particular weight to protecting children’s data.
Public authorities are more limited in their ability to rely on legitimate interests, and should consider the ‘public task’ basis instead for any processing they do to perform their tasks as a public authority. Legitimate interests may still be available for other legitimate processing outside of those tasks.
The biggest change is that you need to document your decisions on legitimate interests so that you can demonstrate compliance under the new GDPR accountability principle. You must also include more information in your privacy information.
In the run up to 25 May 2018, you need to review your existing processing to identify your lawful basis and document where you rely on legitimate interests, update your privacy information, and communicate it to individuals.
Article 6(1)(f) gives you a lawful basis for processing where:
“processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”
This can be broken down into a three-part test:
A wide range of interests may be legitimate interests. They can be your own interests or the interests of third parties, and commercial interests as well as wider societal benefits. They may be compelling or trivial, but trivial interests may be more easily overridden in the balancing test.
The GDPR specifically mentions use of client or employee data, marketing, fraud prevention, intra-group transfers, or IT security as potential legitimate interests, but this is not an exhaustive list. It also says that you have a legitimate interest in disclosing information about possible criminal acts or security threats to the authorities.
‘Necessary’ means that the processing must be a targeted and proportionate way of achieving your purpose. You cannot rely on legitimate interests if there is another reasonable and less intrusive way to achieve the same result.
You must balance your interests against the individual’s interests. In particular, if they would not reasonably expect you to use data in that way, or it would cause them unwarranted harm, their interests are likely to override yours. However, your interests do not always have to align with the individual’s interests. If there is a conflict, your interests can still prevail as long as there is a clear justification for the impact on the individual.
Legitimate interests is the most flexible lawful basis, but you cannot assume it will always be appropriate for all of your processing.
If you choose to rely on legitimate interests, you take on extra responsibility for ensuring people’s rights and interests are fully considered and protected.
Legitimate interests is most likely to be an appropriate basis where you use data in ways that people would reasonably expect and that have a minimal privacy impact. Where there is an impact on individuals, it may still apply if you can show there is an even more compelling benefit to the processing and the impact is justified.
You can rely on legitimate interests for marketing activities if you can show that how you use people’s data is proportionate, has a minimal privacy impact, and people would not be surprised or likely to object – but only if you don’t need consent under PECR. See our Guide to PECR for more on when you need consent for electronic marketing.
You can consider legitimate interests for processing children’s data, but you must take extra care to make sure their interests are protected. See our detailed guidance on children and the GDPR.
You may be able to rely on legitimate interests in order to lawfully disclose personal data to a third party. You should consider why they want the information, whether they actually need it, and what they will do with it. You need to demonstrate that the disclosure is justified, but it will be their responsibility to determine their lawful basis for their own processing.
You should avoid using legitimate interests if you are using personal data in ways people do not understand and would not reasonably expect, or if you think some people would object if you explained it to them. You should also avoid this basis for processing that could cause harm, unless you are confident there is nevertheless a compelling reason to go ahead which justifies the impact.
If you are a public authority, you cannot rely on legitimate interests for any processing you do to perform your tasks as a public authority. However, if you have other legitimate purposes outside the scope of your tasks as a public authority, you can consider legitimate interests where appropriate. This will be particularly relevant for public authorities with commercial interests.
See our guidance page on the lawful basis for more information on the alternatives to legitimate interests, and how to decide which basis to choose.
If you want to rely on legitimate interests, you can use the three-part test to assess whether it applies. We refer to this as a legitimate interests assessment (LIA) and you should do it before you start the processing.
An LIA is a type of light-touch risk assessment based on the specific context and circumstances. It will help you ensure that your processing is lawful. Recording your LIA will also help you demonstrate compliance in line with your accountability obligations under Articles 5(2) and 24. In some cases an LIA will be quite short, but in others there will be more to consider.
First, identify the legitimate interest(s). Consider:
Second, apply the necessity test. Consider:
Third, do a balancing test. Consider the impact of your processing and whether this overrides the interest you have identified. You might find it helpful to think about the following:
You then need to make a decision about whether you still think legitimate interests is an appropriate basis. There’s no foolproof formula for the outcome of the balancing test – but you must be confident that your legitimate interests are not overridden by the risks you have identified.
Keep a record of your LIA and the outcome. There is no standard format for this, but it’s important to record your thinking to help show you have proper decision-making processes in place and to justify the outcome.
Keep your LIA under review and refresh it if there is a significant change in the purpose, nature or context of the processing.
If you are not sure about the outcome of the balancing test, it may be safer to look for another lawful basis. Legitimate interests will not often be the most appropriate basis for processing which is unexpected or high risk.
If your LIA identifies significant risks, consider whether you need to do a DPIA to assess the risk and potential mitigation in more detail. See our guidance on DPIAs for more on this.
You must tell people in your privacy information that you are relying on legitimate interests, and explain what these interests are.
If you want to process the personal data for a new purpose, you may be able to continue processing under legitimate interests as long as your new purpose is compatible with your original purpose. We would still recommend that you conduct a new LIA, as this will help you demonstrate compatibility.
If you rely on legitimate interests, the right to data portability does not apply.
If you are relying on legitimate interests for direct marketing, the right to object is absolute and you must stop processing when someone objects. For other purposes, you must stop unless you can show that your legitimate interests are compelling enough to override the individual’s rights. See our guidance on individual rights for more on this.
Relevant provisions in the GDPR - See Article 6(1)(f) and Recitals 47, 48 and 49
In more detail – ICO guidance
We have produced more detailed guidance on legitimate interests
We have produced the lawful basis interactive guidance tool, to give tailored guidance on which lawful basis is likely to be most appropriate for your processing activities.
In more detail - Article 29
The Article 29 Working Party includes representatives from the data protection authorities of each EU member state. It adopts guidelines for complying with the requirements of the GDPR.
There are no immediate plans for Article 29 Working Party guidance on legitimate interests under the GDPR, but WP29 Opinion 06/2014 (9 April 2014) gives detailed guidance on the key elements of the similar legitimate interests provisions under the previous Data Protection Directive 95/46/EC.
GDPR BASIS - CONTRACT - At a glance
You can rely on this lawful basis if you need to process someone’s personal data:
to fulfil your contractual obligations to them; or
because they have asked you to do something before entering into a contract (eg provide a quote).
The processing must be necessary. If you could reasonably do what they want without processing their personal data, this basis will not apply.
You should document your decision to rely on this lawful basis and ensure that you can justify your reasoning.
In briefWhat’s new? What does the GDPR say? When is the lawful basis for contracts likely to apply? When is processing ‘necessary’ for a contract? What else should we consider?
Very little. The lawful basis for processing necessary for contracts is almost identical to the old condition for processing in paragraph 2 of Schedule 2 of the 1998 Act.
You need to review your existing processing so that you can document where you rely on this basis and inform individuals. But in practice, if you are confident that your existing approach complied with the 1998 Act, you are unlikely to need to change your existing basis for processing.
Article 6(1)(b) gives you a lawful basis for processing where:
“processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”
You have a lawful basis for processing if:
you have a contract with the individual and you need to process their personal data to comply with your obligations under the contract.
you haven’t yet got a contract with the individual, but they have asked you to do something as a first step (eg provide a quote) and you need to process their personal data to do what they ask.
It does not apply if you need to process one person’s details but the contract is with someone else.
It does not apply if you take pre-contractual steps on your own initiative or at the request of a third party.
An individual shopping around for car insurance requests a quotation. The insurer needs to process certain data in order to prepare the quotation, such as the make and age of the car.
Note that, in this context, a contract does not have to be a formal signed document, or even written down, as long as there is an agreement which meets the requirements of contract law. Broadly speaking, this means that the terms have been offered and accepted, you both intend them to be legally binding, and there is an element of exchange (usually an exchange of goods or services for money, but this can be anything of value). However, this is not a full explanation of contract law, and if in doubt you should seek your own legal advice.
‘Necessary’ does not mean that the processing must be essential for the purposes of performing a contract or taking relevant pre-contractual steps. However, it must be a targeted and proportionate way of achieving that purpose. This lawful basis does not apply if there are other reasonable and less intrusive ways to meet your contractual obligations or take the steps requested.
The processing must be necessary to deliver your side of the contract with this particular person. If the processing is only necessary to maintain your business model more generally, this lawful basis will not apply and you should consider another lawful basis, such as legitimate interests.
When a data subject makes an online purchase, a controller processes the address of the individual in order to deliver the goods. This is necessary in order to perform the contract.
However, the profiling of an individual’s interests and preferences based on items purchased is not necessary for the performance of the contract and the controller cannot rely on Article 6(1)(b) as the lawful basis for this processing. Even if this type of targeted advertising is a useful part of your customer relationship and is a necessary part of your business model, it is not necessary to perform the contract itself.
This does not mean that processing which is not necessary for the contract is automatically unlawful, but rather that you need to look for a different lawful basis.
If the processing is necessary for a contract with the individual, processing is lawful on this basis and you do not need to get separate consent.
If processing of special category data is necessary for the contract, you also need to identify a separate condition for processing this data. Read our guidance on special category data for more information.
If the contract is with a child under 18, you need to consider whether they have the necessary competence to enter into a contract. If you have doubts about their competence, you may wish to consider an alternative basis such as legitimate interests, which can help you to demonstrate that the child’s rights and interests are properly considered and protected. Read our guidance on children and the GDPR for more information.
If the processing is not necessary for the contract, you need to consider another lawful basis such as legitimate interests or consent. Note that if you want to rely on consent you will not generally be able to make the processing a condition of the contract. Read our guidance on consent for more information.
If you are processing on the basis of contract, the individual’s right to object and right not to be subject to a decision based solely on automated processing will not apply. However, the individual will have a right to data portability. Read our guidance on individual rights for more information.
Remember to document your decision that processing is necessary for the contract, and include information about your purposes and lawful basis in your privacy notice.
Relevant provisions in the GDPR - See Article 6(1)(b) and Recital 44
In more detail - ICO guidance
We have produced the lawful basis interactive guidance tool, to give tailored guidance on which lawful
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