Etcetera Sunetra Productions Ltd customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Our contact details Email sunetra@me.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
· Names and contact details
Our lawful bases for collecting or using personal information to provide services and goodsare consent.
Where we get personal information from
· People directly
DATA RETENTION POLICY WITH SCHEDULE of Etcetera Sunetra Ltd
As part of the day-to-day running of our business, we collect and process personal data from a variety of sources. This personal information is collated in several different formats including letters, emails, legal documents, images and statements. The personal data is stored both as a hard copy and in electronic form.
Aims of the policy
Our business will ensure that the personal data that we hold is kept secure and that it is held for no longer than is necessary for the purposes for which it is being processed. In addition, we will retain the minimum amount of information to fulfil our statutory obligations and the provision of goods or/and services – as required by data protection legislation, including the General Data Protection Regulation (GDPR).
Retention
This retention policy is a tool used to assist us in making decisions on whether a particular document should be retained or disposed of. In addition, it takes account of the context within which the personal data is being processed and our business practices.
Decisions around retention and disposal are to be taken in accordance with this policy.
As and when the retention period for a specific document has expired, a review is always to be carried out prior to the disposal of the document. This does not have to be time-consuming or complex. If a decision is reached to dispose of a document, careful consideration is to be given to the method of disposal.
Responsibility
Etcetera Sunetra Ltd is responsible for keeping this retention schedule up to date in order to reflect changing business needs, new legislation, changing perceptions of risk management and new priorities for our business.
Etcetera Sunetra Ltd is responsible for determining (in accordance with this Policy) whether to retain or dispose of specific documents.
Disposal
Our business must ensure that personal data is securely disposed of when it is no longer needed. This will reduce the risk that it will become inaccurate, out of date or irrelevant.
The methods of disposal are to be appropriate to the nature and sensitivity of the documents concerned and include:
· Non-Confidential records: place in waste paper bin for disposal
· Confidential records: shred documents
· Deletion of Computer Records
· Transmission of records to an external body
· Cloud storage
The table below contains the retention period that we have assigned to each type of record. This will be adhered to wherever possible, although it is recognised that there may be exceptional circumstances which require documents to be kept for either shorter or longer periods.
Date created: 30 April 2024
Appendix 1: Document retention schedule
Commercial contracts:
Type of record
Retention period
Where is it stored?
Reason
Method of deletion
Contracts with suppliers
6 years after last action
Physical and cloud
Shredding and cloud deletion.
Intellectual property records:
Type of record
Retention period
Where is it stored?
Reason
Method of deletion
Copyright material
50 years from expiry
Cloud
Legal requirement
physical and cloud
Email records:
Type of record
Retention period
Where is it stored?
Reason
Method of deletion
Email correspondence
Archive emails after 6 months
Cloud
Archive
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.