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Data Protection Policy

Title

Data Protection Policy

Institution

NATIONAL INSTITUTE OF ADVANCED TECHNICAL & MANAGEMENT STUDIES

Website

niatm-edu.com

Email

info@niatm-edu.com

Short Name

NIATM

Policy Type

Data Protection Policy

Policy Statement

During its establishment and operational activities, NATIONAL INSTITUTE OF ADVANCED TECHNICAL & MANAGEMENT STUDIES (NIATM) collects and uses data about a wide range of individuals, including staff, students, candidates, stakeholders, and external visitors. It is essential to maintain the security and privacy of their personal data.

Data protection law governs how personal data must be kept private, maintained, processed, and used in relation to the rights of its owners. This policy is drafted keeping in view modern data protection principles and the need to ensure the protection of personal data handled by the institute.

NIATM has policies in place, including this policy, which are designed to protect the accuracy, integrity, and confidentiality of personal data and to ensure that individuals can exercise their rights in compliance with law.

This policy applies to NIATM staff, learners, stakeholders, external associates, staff members, and all other associated persons. The policy is also applicable to the development, delivery, and award of qualifications, including external assessments conducted by the institute and e-portfolios of learners, as well as any agency acting on behalf of NIATM.

Objectives of Policy

This data protection policy ensures that NIATM:

  • Complies with data protection law and follows good practice.
  • Protects the rights of employees, learners, and third-party partners.
  • Is open about how it stores and processes individuals’ data.
  • Protects itself from the risks of any data breach.

Data Protection Law

Data protection law describes how NIATM must collect, handle, and store personal information.

Data protection law applies regardless of whether data is stored electronically, on paper, or in any other form of material.

In order to comply with data protection law, any information or personal information must be collected and used fairly, stored safely, and not disclosed unlawfully.

The following important principles underpin data protection obligations. Personal data must:

  • Be processed fairly and lawfully.
  • Be obtained only for specific and lawful purposes.
  • Be adequate, relevant, and not excessive.
  • Be accurate and kept up to date.
  • Not be held for longer than necessary.
  • Be processed in accordance with the rights of data subjects.
  • Be protected in appropriate ways.
  • Not be transferred outside permitted jurisdictions unless an adequate level of protection is ensured.

Policy Scope

This policy applies to all employees employed by NIATM, including honorary staff, associates, contractors, hourly paid contractors, learners, interns, volunteers, and any third-party contractual agency carrying out work on behalf of the institute.

Data Protection Risks

This policy helps to protect NIATM from some very real data security risks, including:

  • Breaches of confidentiality: For instance, information being shared outside NIATM inappropriately.
  • Failing to offer choice: For instance, individuals should be free to understand and exercise rights relating to how the institute uses data about them.
  • Reputational damage: For instance, the institute could suffer if hackers successfully gained access to sensitive data.

Responsibilities

Everyone who works for or with NIATM has some responsibility for ensuring data is collected, stored, handled appropriately, and processed in line with this policy and data protection principles.

However, the following people have key areas of responsibility:

  • The Board of Directors / Governing Authority is ultimately responsible for ensuring that NIATM meets its legal obligations.
  • The Chief Executive Officer / Head of Institution is responsible for:
    • Keeping the governing authority updated about data protection responsibilities, risks, and issues.
    • Reviewing data protection procedures and related policies in line with an agreed schedule.
    • Arranging data protection training and advice for the people covered by this policy.
    • Checking and approving any contracts or agreements with third parties that may handle the institute’s sensitive data.
  • The Human Resource Executive / Department is responsible for:
    • Handling data protection questions from employees and anyone else covered by this policy.
    • Dealing with individuals’ requests to see the data NIATM holds about them, also called subject access requests.
  • The IT Manager / IT Department / Data Protection Officer is responsible for:
    • Ensuring all systems, services, and equipment used for storing data meet acceptable security standards.
    • Performing regular checks and scans to ensure security hardware and software are functioning properly.
    • Evaluating any third-party services being considered for storing or processing data, such as cloud computing services.
  • The Marketing Department is responsible for:
    • Approving any data protection statements attached to communications such as emails and letters.
    • Addressing any data protection queries from journalists or media outlets where required.
    • Working with other employees to ensure marketing initiatives comply with data protection principles.

General Employee Guidelines

  • The only people able to access data covered by this policy should be those who need it for their official work and assigned tasks.
  • Data should not be shared informally. When access to confidential information is required, employees should request it from their line managers or the HR Department.
  • NIATM will provide training to all employees to help them understand their responsibilities when handling data.
  • Employees should keep all data secure by taking sensible precautions and following the guidelines below.
  • Strong passwords must be used and should never be shared. For any password-protected document, the password should only be shared with an authorized person for a valid purpose.
  • Personal data should not be disclosed to unauthorized people, either within the institute or externally.
  • Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of with appropriate permission.
  • Employees should seek help from their line manager or the HR Department if they are unsure about any aspect of data protection.

Data Storage

These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT Manager or IT Department.

When data is stored on paper, it should be kept in a secure place where unauthorized people cannot see it.

These guidelines also apply to data that is usually stored electronically but has been printed for some reason:

  • When not required, papers or files should be kept in a locked drawer or filing cabinet.
  • Employees should ensure that paper and printouts are not left where unauthorized people could see them, such as on printers or desks.
  • Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorized access, accidental deletion, and malicious hacking attempts:

  • Data should be protected by strong passwords that are changed regularly and never shared between employees.
  • If data is stored on removable media such as USB drives or CDs, these should be kept locked away securely when not being used.
  • Data should only be stored on designated drives and servers and should only be uploaded to an approved cloud service where applicable.
  • Servers containing personal data should be located in a secure location away from general office space.
  • Data should be backed up frequently and backups should be tested regularly in line with standard backup procedures.
  • Data should never be saved directly to personal laptops or mobile devices not belonging to NIATM.
  • All servers and computers containing data should be protected by approved security software and a firewall.

Data Use

Personal data is useful to NIATM only when it is used properly and lawfully. However, it is also when personal data is accessed and used that it is at greatest risk of loss, corruption, or theft.

  • When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.
  • Personal data should not be shared informally. In particular, it should not be sent by insecure means.
  • Data must be encrypted before being transferred electronically. The IT Manager can explain how to send data to authorized external contacts securely.
  • Employees should not save copies of personal data to their own computers. They should always access and update the central copy of any data.

Data Accuracy

The law requires NIATM to take reasonable steps to ensure data is kept accurate and up to date.

It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept accurate and up to date as far as possible.

  • Data should be held in as few places as necessary. Employees should not create unnecessary additional data sets.
  • Employees should take every opportunity to ensure data is updated, for example by confirming a student’s details when they call or interact with the institute.
  • NIATM will make it easy for data subjects to update the information it holds about them.
  • Data should be updated as and when inaccuracies are discovered.
  • It is the responsibility of the concerned department to ensure that important working databases are checked regularly.

Subject Access Requests

All individuals who are the subject of personal data held by NIATM are entitled to:

  • Ask what information the institute holds about them and why.
  • Ask how to gain access to it.
  • Be informed how to keep it up to date.
  • Be informed about how the institute is meeting its data protection obligations.

If an individual contacts the institute requesting this information, this is called a subject access request.

Subject access requests should be made in writing and addressed to the HR Department or appropriate administrative authority. The institute may supply a standard request form, although individuals do not have to use it.

Disclosing Data for Other Reasons

In certain circumstances, applicable law allows personal data to be disclosed to law enforcement agencies or competent authorities without the consent of the data subject.

Under such circumstances, NIATM may disclose requested data. However, every step will be taken to ensure the request is legitimate, and assistance from the governing authority or legal advisers may be sought where necessary.

Providing Information

NIATM aims to ensure that individuals are aware that their data is being processed and that they understand:

  • How the data is being used.
  • How to exercise their rights.

This policy forms part of a broader governance framework with other policies and procedures of NIATM. Compliance with these is mandatory, and any breach of the requirements contained in these documents may result in disciplinary action.

Contact Information

NATIONAL INSTITUTE OF ADVANCED TECHNICAL & MANAGEMENT STUDIES (NIATM)
Website: niatm-edu.com
Email: info@niatm-edu.com