Data Protection Policy

Version 1: 6 January 2022

Data Protection Principles

Xiatech is committed to processing data in accordance with its responsibilities under the GDPR. Article 5 of the GDPR requires that personal data shall be:

Processed lawfully, fairly and in a transparent manner in relation to individuals
Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate are erased or rectified without delay
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
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

General Provisions

This policy applies to all personal data processed by Xiatech.
Denis Maurin shall take responsibility for Xiatech’s ongoing compliance with this policy.
This policy shall be reviewed at least annually.
Xiatech shall register with the Information Commissioner’s Office as an organisation that processes personal data.

Lawful, Fair and Transparent Processing

To ensure its processing of data is lawful, fair and transparent, Xiatech shall maintain a Register of Systems.
The Register of Systems shall be reviewed at least annually.
Individuals have the right to access their personal data and any such requests made to Xiatech shall be dealt with in a timely manner.

Lawful Purposes

All data processed by Xiatech must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
Xiatech shall note the appropriate lawful basis in the Register of Systems.
Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in Xiatech’s systems.

Data Minimisation

Xiatech shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

Accuracy

Xiatech shall take reasonable steps to ensure personal data is accurate. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

Archiving / Removal

To ensure that personal data is kept for no longer than necessary, Xiatech shall put in place an archiving policy for each area in which personal data is processed and review this process annually. The archiving policy shall consider what data should/must be retained, for how long, and why.

Security

Xiatech shall ensure that personal data is stored securely using modern software that is kept up to date.
Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
When personal data is deleted this should be done safely such that the data is irrecoverable.
Appropriate back-up and disaster recovery solutions shall be in place.

Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, Xiatech shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO.