D J NEWSON OPTICAL LIMITED

 

 

 Privacy Policy

 

 

 

 

This policy contains an overview of the data we hold for you, along with why we hold it, where its located, how long we keep it, who has access to it and what protection is in place. These items of data make up Contractual Necessity to manage your account.

 

User names and passwords

 

Description of this data

This is a document listing access to the online ordering services your company uses. Information usually contains network logins/passwords as well as login details to routers/firewalls and other network devices. This also includes any hosted services you use such as Microsoft 365/Dropbox/Domain management sites etc.

 

Why we keep this data

To assist with IT support

 

Where this data is located

Located locally on D J Newson Optical Server and replicated to offsite storage

 

How long we keep this data for

Kept for as long as you are a D J Newson Optical customer

 

Who has access to this data

Managing Director and Support staff

 

What data protection methods are used to protect this data

We use 256bit file encryption and dual authentication access for offsite data

 

 

Accounting information

 

Description of this data

This is information used to maintain your account with us and is stored in our accounts system. This details all financial transactions and account history.

 

Why we keep this data

To be able to manage your account with D J Newson Optical

 

Where this data is located

Located locally on D J Newson Optical Servers and replicated to offsite storage

 

How long we keep this data for

Kept for as long as you are a D J Newson Optical customer

 

Who has access to this data

Directors and Accounting staff only

 

What data protection methods are used to protect this data

We use 256bit file encryption and dual authentication access for offsite data

 

 

 

Email and address information

 

Description of this data

This is information stored in our accounting and invoicing system and includes email addresses, postal addresses and contact telephone numbers.

 

Why we keep this data

To assist with IT support and to know where to forward deliveries of goods, invoices and statements.

We may also wish to inform you of any promotional activity or innovative new products as they become available.

 

Where this data is located

Located on Microsoft servers.

 

How long we keep this data for

Kept for as long as you are a D J Newson Optical customer

 

Who has access to this data

Managing Director and Support staff

 

What data protection methods are used to protect this data

Password protected and also disks protected with 256bit disk encryption with boot protection.

 

 

General Security

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D J Newson Optical takes data security very seriously and thus all data is held securely using password protection and all files are encrypted using 256bit AES encryption. In addition to this, all server/PC disks containing client data use 256bit disk encryption with boot password protection.

 

Physical prescription order copies are kept securely on site to assist with record keeping and as a reference to a particular patients’ prescription history. This information is generally only name and order number specific and not considered to be sensitive material. These prescription orders are kept for a period of seven years before being destroyed by a secure, fully accredited shredding firm.

 

Important

 

All data held by D J Newson Optical which is not authorised will be destroyed. You can also request your own data to be destroyed at any future time by writing to us.

 

You are entitled to view and amend the data held on you by D J Newson Optical at any time. These requests are free unless they are deemed excessive in occurrence.

 

Should further data be required that is outside of the above list of data we hold, further requests will be made.

 

Please be aware that D J Newson Optical keeps your data in order to offer a prompt and full service to you. Should certain data be declined and not be available to D J Newson Optical the service provided may be reduced accordingly.

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