Data Protection Policy Template

The 54-page Data Protection Manual Template is an FCA-aligned guide designed to ensure compliance with the GDPR, the Data Protection Act 2018, and FCA requirements. It safeguards personal data through lawful processing, robust security measures, and effective breach management, thereby reducing compliance risks.

It outlines procedures for data collection, storage, access requests, and training, along with customisable templates such as consent forms and breach logs. Supporting SMCR accountability, FCA audits, and GDPR compliance, it fosters trust and data integrity.

Includes:

• GDPR Principles

  • Lawfulness, Fairness, and Transparency

  • Purpose Limitation

  • Data Minimisation

  • Accuracy

  • Storage Limitation

  • Integrity and Confidentiality (Security)

  • Accountability

• Lawful Basis for Processing Personal Data

  • Consent

  • Contractual Necessity

  • Compliance with Legal Obligations

  • Legitimate Interests

  • Public Task

  • Vital Interests

  • Special Category and Criminal Data Processing

• Data Subject Rights and Requests

  • Right to Be Informed

  • Right of Access (Subject Access Requests - SARs)

  • Right to Rectification

  • Right to Erasure (‘Right to Be Forgotten’)

  • Right to Restrict Processing

  • Right to Data Portability

  • Right to Object

  • Rights Related to Automated Decision-Making and Profiling

• Data Protection Governance & Roles

  • Role of the Data Controller

  • Role of the Data Processor

  • Data Protection Officer (DPO) Responsibilities

  • Staff Responsibilities and Training

  • Senior Management Accountability

• Information Security

  • Secure Storage and Handling of Personal Data

  • Access Control and Authentication

  • Encryption and Pseudonymisation

  • Physical Security Measures

  • Cybersecurity Measures and IT Controls

• Data Protection Impact Assessments (DPIAs)

  • When DPIAs Are Required

  • Steps for Conducting a DPIA

  • Documentation and Reporting

• Data Breach Management and Notification

  • Identifying and Reporting a Data Breach

  • Breach Containment and Risk Assessment

  • Notification to the ICO and Affected Individuals

• International Data Transfers

  • Transfers Outside the UK and EEA

  • Adequacy Decisions and Safeguards

  • Standard Contractual Clauses (SCCs) and International Data Transfer Agreements (IDTAs)

• Use of CCTV and Monitoring

  • Purpose of CCTV Usage

  • Lawful Basis for Surveillance

  • Retention of CCTV Footage

• Third-Party Data Processing and Due Diligence

  • Vetting Third-Party Service Providers

  • Data Processing Agreements (DPAs)

  • Auditing Third-Party Compliance

• Training and Competence

  • Employee Training Requirements

  • Role-Specific Training (Compliance, IT, HR)

  • Record Keeping of Training Activities