Policy Start date - 25th May 2018
Policy Review date - 29th April 2019
Policy Last Updated date - 24th May 2018
Anamchara Retreats Ltd (UK) & Amchara Ltd (Malta) need to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the company has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law.
The GDPR (General Data Protection Regulation) 2018 describes how organisations – including Anamchara Retreats Ltd & Amchara Ltd – must collect, handle and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials.
To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.
1. Lawfulness, fairness and transparency
Personal data shall be processed lawfully, fairly and in a transparent manner in relation to the data subject.
Lawful: Processing must meet the tests described in GDPR [article 5, clause 1(a)].
Fair: What is processed must match up with how it has been described.
Transparency: Tell the subject what data processing will be done.
2. Purpose limitations
Personal data can only be obtained for “specified, explicit and legitimate purposes” [article 5, clause 1(b)]. Data can only be used for a specific processing purpose that the subject has been made aware of and no other, without further consent.
3. Data minimisation
Data collected on a subject should be “adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed” [article 5, clause 1(c)]. In other words, no more than the minimum amount of data should be kept for specific processing.
4. AccuracyData must be “accurate and where necessary kept up to date” [article 5, clause 1(d)]. Baselining ensures good protection and protection against identity theft. Data holders should build rectification processes into data management / archiving activities for subject data.
5. Storage limitations
Regulator expects personal data is “kept in a form which permits identification of data subjects for no longer than necessary” [article 5, clause 1(e)]. In summary, data no longer required should be removed.
6. Integrity and confidentiality
Personal data shall be 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.
PEOPLE, RISKS AND RESPONSIBILITIES
This policy applies to:
It applies to all data that the companies hold relating to identifiable individuals, even if that information technically falls outside of the GDPR 2018. This can include:
This policy helps to protect Anamchara Retreats Ltd & Amchara Ltd from data security risks, including:
Everyone who works for or with Anamchara Retreats Ltd & Amchara Ltd has some responsibility for ensuring data is collected, stored and handled appropriately and if they handle personal data, then they must ensure that it is handled and processed in line with this policy and data protection principles.
All Amchara intellectual property and any related material you are given access to in order to fulfil your job role will remain the sole property of Amchara and may not be used for any purposes outside that of your employment role with Amchara, nor may it be copied or edited and used for any other business or purpose during your contract or beyond the end of your contract term.
Any work you are asked to produce or develop during your employment term will remain the intellectual property of Amchara and Amchara will not be restricted in its usage in any manner.
These rules describe how and where data should be safely stored.
When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.
These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
Personal data is of no value to Anamchara Retreats Ltd / Amchara Ltd unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
The law requires Anamchara Retreats Ltd / Amchara Ltd to take reasonable steps to ensure data is kept accurate and up to date.
The more important it is that the personal data is accurate, the greater the effort Anamchara Retreats Ltd / Amchara Ltd should put into ensuring its accuracy.
It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
All individuals who are the subject of personal data held by Anamchara Retreats Ltd / Amchara Ltd are entitled to:
If an individual contacts the company requesting this information, this is called a subject access request.
Subject access requests from individuals should be made by email, addressed to the data controller at [email protected] The data controller can supply a standard request form, although individuals do not have to use this.
Individuals will not be charged for subject access requests. The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
All individuals who are the subject of personal data held by Anamchara Retreats Ltd / Amchara Ltd are entitled to request that the information that is held about them is removed from the system.
Information removal requests from individuals should be made by email, addressed to the data controller at [email protected] The data controller can supply a standard request form, although individuals do not have to use this.
The data controller will aim to remove the relevant data within 48hrs.
In certain circumstances, the GDPR allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.
Under these circumstances, Anamchara Retreats Ltd / Amchara Ltd will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the Senior Management team and from the company’s legal advisors where necessary.
Private health records, which may be shared with appropriate therapists, nurses or doctors, if and when Amchara deem it either necessary or appropriate for the client’s benefit and for best practice.
Anamchara Retreats Ltd / Amchara Ltd aims to ensure that individuals are aware that their data is being processed, and that they understand:
To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.
The company privacy statement is available on request, and is also available on the company’s website @ www.amchara.com/privacy
Although this Data Protection Policy is directed towards the staff at Anamchara Retreats Ltd / Amchara Ltd, it is also visible to the public via our website @ www.amchara.com/internal-data-protection-policy
Since staying at Amchara, I've become a healthier, brighter and more confident person. I can't thank the team enough for helping me on my journey.Andy Nash -
My experience from entry to exit was outstanding to say the least. Can't wait to return!Samantha Cole -
There aren't enough words to describe the team at Amchara, but here are a few: Helpful, informative, supportive and wonderful!Fozzia Orwell -
Positively overwhelmed by the whole experience! What an amazing place, philosophy and people. Thank you.Helen Phillips -
Amazing in every aspect. Thank you everyone from the bottom of my heart.Angelina Colarusso -
The difference in my mental state on arrival to departure, is like night and day. I feel ready to face the world again.Nicola Thomson -
All of the staff were so caring, attentive and knowledgable. The food was amazing, the retreat was impeccable and finally the presentations were inspiring.Roberta Butter -
A different person leaving than on arrival. I have a lot of energy, flatter tummy, brighter skin and a more positive outlook on life. I will definitely be returning.Melissa Lilley -
Thank you for everything! I left having done what I hoped to, and so much more.Vic Hill -
This place is absolutely amazing and I will definitely be booking again very soon! Thank you!Yvonne Corbin -
Just to say a big thank you! The week spent at Amchara has been absolutely tremendous and way beyond my expectations. I wish I had booked a longer stay!Hazel Lewis -