Marion Cheung Data Protection Policy

1 Introduction

2 Marion Cheung is committed to protecting the rights and freedoms of data subjects and safely and securely processing their data in accordance with all of our legal obligations.

3 Marion Cheung holds personal data about the artists that collaborate with Marion Cheung, clients, suppliers and other individuals for relevant business purposes.

4 This policy sets out how Marion Cheung seeks to protect personal data and ensure that Marion Cheung understands the rules governing the use of personal data to which Marion Cheung has access in the course of their work. In particular, this policy requires that the Data Protection Officer (DPO, Marion Cheung) be consulted before any significant new data processing activity is initiated to ensure that relevant compliance steps are addressed.

5 Definitions

Business Purposes

The purposes for which personal data may be used by Marion Cheung:

Personnel, administrative, financial, regulatory, and business development purposes.

Business purposes include the following:

  • Compliance with Marion Cheung legal, regulatory and corporate governance obligations and good practice
  • Gathering information as part of investigations by regulatory bodies or in connection with legal proceedings or requests
  • Ensuring business policies are adhered to (such as policies covering email and internet use)
  • Investigating complaints
  • Marketing our business
  • Improving services

PERSONAL DATA

‘Personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Personal data Marion Cheung gathers may include: names, individuals' phone number and email address.

SPECIAL CATEGORIES OF PERSONAL DATA

Special categories of data include information about an individual's racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership (or non-membership), physical or mental health or condition, criminal offences, or related proceedings, and genetic and biometric information —any use of special categories of personal data is strictly controlled in accordance with this policy (See clause 9, below).

DATA CONTROLLER

‘Data controller’ means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by law.

DATA PROCESSOR

‘Processor’ means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

PROCESSING

‘Processing’ means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

SUPERVISORY AUTHORITY

This is the national body responsible for data protection. The supervisory authority for Marion Cheung is [the Information Commissioners Office]

6 SCOPE

This policy applies to all artists and partners, who must be familiar with this policy and comply with its terms.

This policy supplements our other policies relating to internet and email use. Marion Cheung may supplement or amend this policy by additional policies and guidelines from time to time. Any new or modified policy will be circulated to Marion Cheung before being adopted.

WHO IS RESPONSIBLE FOR THIS POLICY?

As our data protection officer (DPO), Marion Cheung has overall responsibility for the day-to-day implementation of this policy. You should contact the DPO for further information about this policy if necessary.

Telephone: 07974 083369 (During normal office hours: 9.00 am - 5.00pm)

7 THE PRINCIPLES

Marion Cheung shall comply with the principles of data protection (the Principles) enumerated in the EU General Data Protection Regulation. Marion Cheung will make every effort possible in everything we do to comply with these principles. The Principles are:

1. Lawful, fair and transparent

Data collection must be fair, for a legal purpose and we must be open and transparent as to how the data will be used.

2. Limited for its purpose

Data can only be collected for a specific purpose.

3. Data minimisation

Any data collected must be necessary and not excessive for its purpose.

4. Accurate

The data that Marion Cheung holds must be accurate and kept up to date.

5. Retention

Marion Cheung will not store data longer than necessary.

6. Integrity and confidentiality

The data Marion Cheung holds is kept safe and secure. (Encrypted)

ACCOUNTABILITY AND TRANSPARENCY

Marion Cheung must ensure accountability and transparency in all Marion Cheung’s use of personal data. Marion Cheung must show compliance with each Principle. Marion Cheung is responsible for keeping a written record of how all the data processing activities that Marion Cheung is responsible for complies with each of the Principles. This must be kept up to date.

To comply with data protection laws and the accountability and transparency Principle of GDPR, Marion Cheung must demonstrate compliance and is responsible for understanding its particular responsibilities to ensure the following data protection obligations:

Fully implement all appropriate technical and organisational measures
Maintain up to date and relevant documentation on all processing activities
Conducting Data Protection Impact Assessments
Implement measures to ensure privacy by design and default, including:

  • Data minimisation
  • Pseudonymisation
  • Transparency
  • Allowing individuals to monitor processing
  • Creating and improving security and enhanced privacy procedures on an ongoing basis

8 MARION CHEUNG’S PROCEDURES

Fair and lawful processing.

Marion Cheung must process personal data fairly and lawfully in accordance with individuals’ rights under the first Principle. This generally means that Marion Cheung should not process personal data unless the individual whose details we are processing has consented to this happening.

If we cannot apply a lawful basis (explained below), our processing does not conform to the first principle and will be unlawful. Data subjects have the right to have any data unlawfully processed erased

LAWFUL BASIS FOR PROCESSING DATA

Marion Cheung must establish a lawful basis for processing data. Ensure that any data that Marion Cheung is responsible for managing has a written lawful basis approved by the DPO. It is your responsibility to check the lawful basis for any data you are working with and ensure all of your actions comply the lawful basis. At least one of the following conditions must apply whenever Marion Cheung  processes personal data: 

Consent

Marion Cheung holds recent, clear, explicit, and defined consent for the individual’s data to be processed for a specific purpose.

Contract

The processing is necessary to fulfil or prepare a contract for the individual.

Legal obligation

Marion Cheung has a legal obligation to process the data (excluding a contract).

Vital interests

Processing the data is necessary to protect a person’s life or in a medical situation.

Public function

Processing necessary to carry out a public function, a task of public interest or the function has a clear basis in law.

Legitimate interest

The processing is necessary for Marion Cheung's legitimate interests. This condition does not apply if there is a good reason to protect the individual’s personal data which overrides the legitimate interest.

9 SPECIAL CATEGORIES OF PERSONAL DATA

What are special categories of personal data?

Previously known as sensitive personal data, this means data about an individual which is more sensitive, so requires more protection. This type of data could create more significant risks to a person’s fundamental rights and freedoms, for example by putting them at risk of unlawful discrimination. The special categories include information about an individual’s:

  • race
  • ethnic origin
  • politics
  • religion
  • trade union membership
  • genetics
  • biometrics (where used for ID purposes)
  • health
  • sexual orientation

Marion Cheung does not collect or process any of the above sensitive data.

In most cases where Marion Cheung processes special categories of personal data, Marion Cheung will require the data subject's explicit consent to do this unless exceptional circumstances apply or Marion Cheung is required to do this by law (e.g. to comply with legal obligations to ensure health and safety at work). Any such consent will need to clearly identify what the relevant data is, why it is being processed and to whom it will be disclosed.

The condition for processing special categories of personal data must comply with the law. If Marion Cheung does not have a lawful basis for processing special categories of data, that processing activity must cease.

10 RESPONSIBILITIES

Marion Cheung's responsibilities

  • Analysing and documenting the type of personal data that Marion Cheung holds
  • Checking procedures to ensure they cover all the rights of the individual
  • Identify the lawful basis for processing data
  • Ensuring consent procedures are lawful
  • Implementing and reviewing procedures to detect, report and investigate personal data breaches
  • Store data in safe and secure ways
  • Assess the risk that could be posed to individual rights and freedoms should data be compromised

Your responsibilities

  • Fully understand your data protection obligations
  • Check that any data processing activities you are dealing with comply with our policy and are justified
  • Do not use data in any unlawful way
  • Do not store data incorrectly, be careless with it or otherwise cause us to breach data protection laws and our policies through your actions
  • Comply with this policy at all times
  • Raise any concerns, notify any breaches or errors, and report anything suspicious or contradictory to this policy or our legal obligations without delay

RESPONSIBILITIES OF THE DATA PROTECTION OFFICER

Keeping the board updated about data protection responsibilities, risks and issues
Reviewing all data protection procedures and policies on a regular basis
Arranging data protection training and advice for all members and those included in this policy
Answering questions on data protection from other stakeholders
Responding to individuals such as clients and employees who wish to know which data is being held on them by Marion Cheung
Checking and approving with third parties that handle Marion Cheung's data any contracts or agreement regarding data processing

RESPONSIBILITIES OF THE IT MANAGER

Ensure all systems, services, software and equipment meet acceptable security standards
Checking and scanning security hardware and software regularly to ensure it is functioning properly
Researching third-party services, such as cloud services the company is considering using to store or process data

RESPONSIBILITIES OF THE MARKETING MANAGER

Approving data protection statements attached to emails and other marketing copy
Addressing data protection queries from clients, target audiences or media outlets
Coordinating with the DPO to ensure all marketing initiatives adhere to data protection laws and the company’s Data Protection Policy

ACCURACY AND RELEVANCE

Marion Cheung will ensure that any personal data Marion Cheung processes is accurate, adequate, relevant and not excessive, given the purpose for which it was obtained. Marion Cheung will not process personal data obtained for one purpose for any unconnected purpose unless the individual concerned has agreed to this or would otherwise reasonably expect this.

Individuals may ask that Marion Cheung corrects inaccurate personal data relating to them. If you believe that information is inaccurate you should record the fact that the accuracy of the information is disputed and inform the DPO.

DATA RETENTION

Marion Cheung must retain personal data for no longer than is necessary. What is necessary will depend on the circumstances of each case, taking into account the reasons that the personal data was obtained, but should be determined in a manner consistent with Marion Cheung's  data retention guidelines.

11 RIGHTS OF INDIVIDUALS

Individuals have rights to their data which we must respect and comply with to the best of our ability. Marion Cheung must ensure individuals can exercise their rights in the following ways:

1. Right to be informed

  • Providing privacy notices which are concise, transparent, intelligible and easily accessible, free of charge, that are written in clear and plain language, particularly if aimed at children.
  • Keeping a record of how Marion Cheung uses personal data to demonstrate compliance with the need for accountability and transparency.

2. Right of access

  • Enabling individuals to access their personal data and supplementary information
  • Allowing individuals to be aware of and verify the lawfulness of the processing activities

3. Right to rectification

  • The DPO must rectify or amend the personal data of the individual if requested because it is inaccurate or incomplete.
  • This must be done without delay, and no later than one month. This can be extended to two months with permission from the DPO.

4. Right to erasure

  • The DPO must delete or remove an individual’s data if requested and there is no compelling reason for its continued processing.

5. Right to restrict processing

  • The DPO must comply with any request to restrict, block, or otherwise suppress the processing of personal data.
  • The DPO is permitted to store personal data if it has been restricted, but not process it further. The DPO must retain enough data to ensure the right to restriction is respected in the future.

6. Right to data portability

  • Marion Cheung must provide individuals with their data so that they can reuse it for their own purposes or across different services.
  • Marion Cheung must provide it in a commonly used, machine-readable format, and send it directly to another controller if requested.

7. Right to object

  • Marion Cheung must respect the right of an individual to object to data processing based on legitimate interest or the performance of a public interest task.
  • Marion Cheung must respect the right of an individual to object to direct marketing, including profiling.
  • Marion Cheung must respect the right of an individual to object to processing their data for scientific and historical research and statistics.

8. Rights in relation to automated decision making and profiling

Marion Cheung must respect the rights of individuals in relation to automated decision making and profiling.
Individuals retain their right to object to such automated processing, have the rationale explained to them, and request human intervention.

12 PRIVACY NOTICES

When to supply a privacy notice

  • A privacy notice must be supplied at the time the data is obtained if obtained directly from the data subject. If the data is not obtained directly from the data subject, the privacy notice must be provided within a reasonable period of having obtained the data, which mean within one month.
  • If the data is being used to communicate with the individual, then the privacy notice must be supplied at the latest when the first communication takes place.
  • If disclosure to another recipient is envisaged, then the privacy notice must be supplied prior to the data being disclosed.

What to include in a privacy notice

Privacy notices must be concise, transparent, intelligible and easily accessible. They are provided free of charge and must be written in clear and plain language, particularly if aimed at children

The following information must be included in a privacy notice to all data subjects:

  • Identification and contact information of the data controller and the data protection officer
  • The purpose of processing the data and the lawful basis for doing so
  • The legitimate interests of the controller or third party, if applicable
  • The right to withdraw consent at any time, if applicable
  • The category of the personal data (only for data not obtained directly from the data subject)
  • Any recipient or categories of recipients of the personal data
  • Detailed information of any transfers to third countries and safeguards in place
  • The retention period of the data or the criteria used to determine the retention period, including details for the data disposal after the retention period
  • The right to lodge a complaint with the ICO, and internal complaint procedures
  • The source of the personal data, and whether it came from publicly available sources (only for data not obtained directly from the data subject)
  • Any existence of automated decision making, including profiling and information about how those decisions are made, their significances and consequences to the data subject
  • Whether the provision of personal data is part of a statutory of contractual requirement or obligation and possible consequences for any failure to provide the data (only for data obtained directly from the data subject)

13 SUBJECT ACCESS REQUESTS

What is a subject access request?

An individual has the right to receive confirmation that their data is being processed, access to their personal data and supplementary information which means the information which should be provided in a privacy notice.

How Marion Cheung deals with subject access requests

The DPO must provide an individual with a copy of the information the request, free of charge. This must occur without delay, and within one month of receipt. Marion Cheung endeavours to provide data subjects access to their information in commonly used electronic formats, and where possible, provide direct access to the information through a remote accessed secure system.

If complying with the request is complex or numerous, the deadline can be extended by two months, but the individual must be informed within one month. You must obtain approval from the DPO before extending the deadline.

Marion Cheung can refuse to respond to certain requests, and can, in circumstances of the request being manifestly unfounded or excessive, charge a fee. If the request is for a large quantity of data, we can request the individual specify the information they are requesting. This can only be done with express permission from the DPO.

Once a subject access request has been made, you must not change or amend any of the data that has been requested. Doing so is a criminal offence.

DATA PORTABILITY REQUESTS

Marion Cheung must provide the data requested in a structured, commonly used and machine-readable format. This would normally be a CSV file, although other formats are acceptable. Marion Cheung must provide this data either to the individual who has requested it, or to the data controller they have requested it be sent to. This must be done free of charge and without delay, and no later than one month. This can be extended to two months for complex or numerous requests, but the individual must be informed of the extension within one month and you must receive express permission from the DPO first.

14 RIGHT TO ERASURE

What is the right to erasure?

Individuals have a right to have their data erased and for processing to cease in the following circumstances:

  • Where the personal data is no longer necessary in relation to the purpose for which it was originally collected and / or processed
  • Where consent is withdrawn
  • Where the individual objects to processing and there is no overriding legitimate interest for continuing the processing
  • The personal data was unlawfully processed or otherwise breached data protection laws
  • To comply with a legal obligation
  • The processing relates to a child
  • How Marion Cheung deal with the right to erasure

Marion Cheung can only refuse to comply with a right to erasure in the following circumstances:

  • To exercise the right of freedom of expression and information
  • To comply with a legal obligation for the performance of a public interest task or exercise of official authority
  • For public health purposes in the public interest
  • For archiving purposes in the public interest, scientific research, historical research or statistical purposes
  • The exercise or defence of legal claims

If personal data that needs to be erased has been passed onto other parties or recipients, they must be contacted and informed of their obligation to erase the data. If the individual asks, we must inform them of those recipients.

THE RIGHT TO OBJECT

Individuals have the right to object to their data being used on grounds relating to their particular situation. Marion Cheung must cease processing unless:

Marion Cheung has legitimate grounds for processing which override the interests, rights and freedoms of the individual.
The processing relates to the establishment, exercise or defence of legal claims.
Marion Cheung must always inform the individual of their right to object at the first point of communication, i.e. in the privacy notice. Marion Cheung must offer a way for individuals to object online.
As a data controller, we must have written contracts in place with any third party data controllers (and/or) data processors that we use. The contract must contain specific clauses which set out our and their liabilities, obligations and responsibilities.

As a data controller, we must only appoint processors who can provide sufficient guarantees under GDPR and that the rights of data subjects will be respected and protected.

CONTRACTS

Our contracts must comply with the standards set out by the ICO and, where possible, follow the standard contractual clauses which are available. Our contracts with [data controllers (and/or) data processors] must set out the subject matter and duration of the processing, the nature and stated purpose of the processing activities, the types of personal data and categories of data subject, and the obligations and rights of the controller.

At a minimum, our contracts must include terms that specify:

  • Acting only on written instructions
  • Those involved in processing the data are subject to a duty of confidence
  • Appropriate measures will be taken to ensure the security of the processing
  • Sub-processors will only be engaged with the prior consent of the controller and under a written contract
  • The controller will assist the processor in dealing with subject access requests and allowing data subjects to exercise their rights under GDPR
  • The processor will assist the controller in meeting its GDPR obligations in relation to the security of processing, notification of data breaches and implementation of Data Protection Impact Assessments
  • Delete or return all personal data at the end of the contract
  • Submit to regular audits and inspections, and provide whatever information necessary for the controller and processor to meet their legal obligations.
  • Nothing will be done by either the controller or processor to infringe on GDPR.

18 AUDITS, MONITORING AND TRAINING

Data audits

Regular data audits to manage and mitigate risks will inform the data register. This contains information on what data is held, where it is stored, how it is used, who is responsible and any further regulations or retention timescales that may be relevant. You must conduct a regular data audit as defined by the DPO and normal procedures.

Monitoring

Everyone must observe this policy. The DPO has overall responsibility for this policy. Marion Cheung will keep this policy under review and amend or change it as required. You must notify the DPO of any breaches of this policy. You must comply with this policy fully and at all times.

Training

The DPO will receive adequate training on provisions of data protection law specific for her role. She has completed all training and will update it annually. If the DPO moves role or responsibilities, she is responsible for requesting new data protection training relevant to her new role or responsibilities.

19 REPORTING BREACHES

Any breach of this policy or of data protection laws must be reported as soon as practically possible. This means as soon as you have become aware of a breach. Marion Cheung has a legal obligation to report any data breaches to the ICO within 72 hours.

All Marion Cheung members have an obligation to report actual or potential data protection compliance failures. This allows us to:

  • Investigate the failure and take remedial steps if necessary
  • Maintain a register of compliance failures
  • Notify the [name of supervisory authority] of any compliance failures that are material either in their own right or as part of a pattern of failures

Any member of Marion Cheung who fails to notify of a breach, or is found to have known or suspected a breach has occurred but has not followed the correct reporting procedures will be liable to disciplinary action.

FAILURE TO COMPLY

Marion Cheung takes compliance with this policy very seriously. Failure to comply puts both you and Marion Cheung at risk.

The importance of this policy means that failure to comply with any requirement may lead to disciplinary action under our procedures which may result in dismissal.

If you have any questions or concerns about anything in this policy, do not hesitate to contact the DPO. Standard office hours: Mon-Fri, 9am - 5pm