You may have heard that the data protection regulations in the UK are changing when the new General Data Protection Regulations (GDPR) come into force on 25 May 2018.
What Information Does NFPS Hold On Its Clients?
The personal information NFPS has recorded on our client forms and online booking system is;
a) Any data submitted by someone via the contact form at
www.newforestpetservices.co.uk; this information is automatically emailed to firstname.lastname@example.org and is automatically downloaded. The mail software solely used for this purpose is password protected. THE NEW FOREST PET SERVICES WEBSITE ITSELF DOES NOT HOLD ANY PERSONAL INFORMATION.
b) Any data submitted via the NFPS Facebook Page (including Facebook’s messaging service), Instagram; the accounts are all password protected and administered only by the NFPS owners.
c) The name and address and other information as supplied by the client via online software (See paragraph 5, below).
d) Any information sent via cellular/data text message to any telephone number operated by NFPS.
NFPS also holds the data contained on any hardcopy forms completed by a client. All hardcopy information is securely stored at the NFPS address. It is worthy of note that NFPS moved to an electronic data recording system in June 2017, although this does not replace/preclude the hardcopy recording of information if a client does not have access/cannot access the NFPS website or social media accounts. All clients will have both hard copy and electronic data recorded.
Why Does NFPS Hold Data On Its Clients?
NFPS will use you name, address, phone number or email address, stored on contact forms or on Pet Sitter Plus. This information us used for the following:
to confirm / arrange future bookings or arrangements
to send invoices in respect of bookings (email via Pet Sitter Plus)
to update you on your pets whilst you are away if requested (email/Facebook/WhatsApp as agreed)
Please let us know at any time should you wish that method to be changed or if you subsequently want your details removing from this.
Online Third-Party Software (Pet Sitter Plus)
NFPS uses online third-party software to record service requests and service agreements, and to forward electronic invoices to clients. The data held is that which has already been submitted via means described at Paras 3 a), b), c) and d), above.
All internet-based accounts as described throughout this Policy (with the exception of newforestpetservices.com) are protected by the clients own email and password log in. Whilst all accounts are password protected, NFPS cannot guarantee the security of clients’ data contained on the servers of any internet-based or third-party software provider. That said Pet Sitter Plus are also GDPR compliant.
Access To Your Personal Information
If a client or former client wishes to know what data is held on them by NFPS, they can do so logging in to their online account or by submitting a written (including electronic) request via any means to NFPS. They will receive any information we hold within one calendar week.
Deletion Of Personal Data – The ‘Right To Be Forgotten’
If personal data is no longer necessary to the purpose for which it is intended, it will be deleted. If a client/prospective client wishes for personal data to be deleted, they can do so via their online accounts or by written request (via any means). They will receive confirmation of such within one calendar week.
Transferring Data To Third Parties
NFPS reserves the right to move personal information to other services or systems, without notice to the client, which have been identified to benefit the service NFPS provides.
NFPS WILL NOT sell or otherwise forward the personal information of any client/prospective to any third party. We will only share information if required by law.
Should a personal information breach occur on the part of a software provider, NFPS will inform the client immediately. It is the responsibility of that provider to inform their respective data protection authority (in the UK it is the Information Commissioner’s Office). Should the breach occur on the part of NFPS, the UK Information Commissioner’s Office will be informed within 72 hours, following investigation into the breach. The client will be informed of the breach.
Should a client or prospective client have any comments or questions regarding the use and protection of their personal information by NFPS, they should contact NFPS in the first instance.