This policy applies to all personal data processed by UK Utility Factory Ltd and forms part of our comprehensive approach to data protection law compliance.  This policy must be followed by all UK Utility Factory Ltd employees, and breaking it could lead to disciplinary action or even termination.  UK Utility Factory Ltd. will immediately end their relationship with the responsible employee or agents if, despite receiving training, they discover that our Data Protection Policy is not being followed. Types of Data

 We divide the data we collect into following categories:

Personal Data: An individual’s fundamental information, such as their full name, phone number, email address, signature, and photographs.

Sensitive Personal Data: This includes National Insurance numbers, passport numbers, bank details, Tax Identification numbers, and VAT numbers.

UK Utility Factory Ltd Data Protection Principles

When processing data, UK Utility Factory Ltd treats the matter with utmost seriousness. We adhere to the following five principles for personal data processing:

Fair, Transparent & Lawful Processing – We act as guardians of processed data. Our staff receive comprehensive training on customer data importance and legal handling requirements. We maintain transparency with customers regarding data usage, clearly communicating what data we collect, how we collect it, and its intended purposes.

Documenting Legitimate Purpose – We collect data from agents and customers/merchants only when necessary and legally justified. Data collection serves specific purposes including confirming and fulfilling orders or transactions, updating agents on  agreements, informing customers/merchants of service status, and responding to complaints and feedback from related parties.

Data Retention Limitations – UK Utility Factory Ltd retains data only for necessary durations. Upon termination of business relationships, we securely dispose of data while maintaining essential records for legitimate purposes such as complaint resolution, feedback, and tax requirements.

Data Minimization – We collect only data necessary to complete specified purposes. Our approach ensures we do not gather excessive or unnecessary information from any party.

Data Security and Protection – We implement robust protection measures throughout our data processing procedures, ensuring staff compliance through regular monitoring. Our security measures include comprehensive staff training and advanced IT security systems.

Employee Guidelines – Team members must not open suspicious emails, assume caller identity without security verification, click suspicious links, reply to unfamiliar emails, share data outside their responsibilities, misuse, steal, or pass data to third parties, or violate company privacy policy. Failure to comply with our data protection policy may result in disciplinary action, including dismissal.

Individual Rights Requests – Customers may request access to their data at any time, which we provide immediately as legally required. Individuals have rights to delete, amend, or add to their data. We ensure that all such requests are handled promptly and in accordance with applicable data protection laws.

Personal Data Breaches – Data breaches may include, but are not limited to, unsecured sensitive information, customer information sent to wrong recipients, employee data theft, loss or theft of data storage devices, unauthorized access or usage, inadequate data destruction procedures, human error, cyber-attacks or hacking, and verbal disclosure of sensitive information. We have established procedures to identify, respond to, and report any potential breaches in accordance with regulatory requirements.

Reporting Unusual Activity – Every UK Utility Factory Ltd team member is responsible for GDPR compliance. Any suspected data loss, misuse, or unauthorized modification must be reported to directors immediately. Staff members uncertain about GDPR requirements should contact the responsible person for clarification to ensure team-wide legal compliance.

Data Protection Responsibility – UK Utility Factory Ltd directors assume ultimate responsibility for data protection. This includes ensuring all policies and procedures are implemented effectively across the organization and that all staff understand their obligations under current data protection legislation.