ESASI committee members are committed to ensuring protection of all personal information that we hold, and to provide and to protect all such data. ESASI committee members are dedicated to safeguarding the personal information under our control and in maintaining a system that meets our obligations under the new regulations. Our practice is summarised below.
Meeting GDPR requirements
ESASI have introduced new measures to ensure compliancy.
Policies and Procedures
Data Protection ‐ our main policy and procedure document for data protection has been revised to meet the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy and the rights of individuals.
Data Retention and Erasure ‐ we have updated our retention policy and schedule to ensure that we meet the "data minimisation" and "storage limitation" principles and that personal information is stored, archived and destroyed in accordance with our obligations. We have procedures in place to meet the new "Right to Erasure" obligation.
Data Breaches ‐ our procedures ensure that we have safeguards in place to identify, assess, investigate and report any personal data breach as early as possible.
International Data Transfers and Third‐Party Disclosures ‐ where ESASI stores or transfers personal information outside the EU, we have robust procedures in place to secure the integrity of the data.
We have revised our Privacy Notice(s) to comply with the GDPR, ensuring that all individuals whose personal information we process have been informed of why we need it, how it is used, what their rights are, who the information is disclosed to and what safeguarding measures are in place to protect their information.
Obtaining Consent ‐ we have revised our consent mechanisms for obtaining personal data, ensuring that individuals understand what they are providing, why and how we use it and giving clear, defined ways to consent to us processing their information We provide easy‐to‐access information via our website of an individual’s right to access any personal information that ESASI processes about them and to request information about:
what personal data we hold about them
the purposes of the processing
the categories of personal data concerned • the recipients to whom the personal data has/will be disclosed
how long we intend to store your personal data for
if we did not collect the data directly from them, information about the source
the right to have incomplete or inaccurate data about them corrected or completed and the process for requesting this
the right to request erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision‐making that we use
the right to lodge a complaint or seek judicial remedy and who to contact in such instances.
Information Security and Technical and Organisational Measures
ESASI takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction.
GDPR Appointed Person
ESASI have designated [lead name] as our [Appointed Person] and have appointed a data privacy team to develop and implement our roadmap for complying with the new data protection Regulation. The team are responsible for promoting awareness of the GDPR across the organisation, assessing our GDPR compliance, identifying any gap areas and implementing the new policies, procedures and measures.
If you have any questions about our GDPR compliance policies, please contact [Appointed Person].