Data protection policy

LEGAL

This policy encompasses all individuals with whom Yuuniti has a relationship, including customers, suppliers, business contacts, employees, and others. It outlines how personal data is collected, stored, and managed to comply with legal requirements, adhere to best practices, and protect the rights of customers, suppliers, and employees.

In accordance with UK law, personal information must be collected and utilized fairly, stored securely, and disclosed only in accordance with legal guidelines.

Policy Scope

This policy applies to all Yuuniti offices and staff, including contractors. Personal information provided to us may be used in the following ways:

To inform you about Yuuniti products and services that may be of interest.
To update you on the status of quotes, orders, or technical support requests.
To provide updates regarding your account with us.
To facilitate services or engage with you concerning services you provide to us.

By registering with Yuuniti, you consent to receive the above communications. You may opt out of marketing communications and/or personal emails or calls at any time (see the Data Removal section below).

Responsibilities

All employees and contractors of Yuuniti are responsible for complying with this policy and EU law. Training is provided, and responsibilities are outlined in our Staff Contract.

We adhere to the following guidelines:

Access to data covered by this policy is limited to individuals who require it for their work.
Data sharing should not occur informally; access requests must be directed to a Director.
Employees must ensure data security and follow internal guidelines.
Compliance with cybersecurity principles is essential, supported by technology that secures access to and the storage and transfer of confidential data.
Data should be reviewed and updated regularly to maintain its accuracy and relevance. If data is no longer valid, it will be removed from our systems.

Data Storage

Wherever possible, all data is securely stored digitally. Whether in digital or physical form, the following guidelines must be observed:

Unused paper or files must be kept in a locked drawer or filing cabinet.
Employees should ensure that paper documents and printouts are not left in accessible locations, such as on printers.
Any data printouts must be shredded and disposed of securely when no longer needed.
Electronic data must be safeguarded against unauthorized access, deletion, or hacking.
Data is stored only in designated local or cloud storage services.
Regular backups are conducted, with data replicated off-site.
All data on personal or mobile devices is secured and can be wiped in case of loss.

Data Sharing

Yuuniti will not share information with third parties, except in the following cases:

With Yuuniti vendor partners related to a quote, order, technical support request, or a marketing campaign.
With Yuuniti capital partners related to opportunities brought to us.

In instances where data is shared with third parties, we will notify you, except in cases of quotes/orders/deal registrations where contractual obligations necessitate such sharing as part of standard commercial processes, and consent is granted through the request for a formal quote.

Data Removal / Subject Access Requests / Data Disclosure

Individuals whose data is held by Yuuniti are entitled to:

Inquire about the information Yuuniti holds.
Receive a copy of that information.
Request guidance on ensuring their information is current.

If any data is found to be inaccurate, Yuuniti will strive to correct it or remove it where necessary. Requests for Data Removal or Subject Access should be submitted in writing via post (to the Head Office) or email (to contact@yuuniti.com). A fee of £10 will be charged for each Subject Access Request, while Data Removal requests are free of charge. Yuuniti aims to provide the requested data or updates within 14 days. Data may be disclosed to appropriate government or law enforcement agencies, with legal counsel sought when necessary.