FOREWORD

We’re committed to partnering with StatementsHQ customers and users to help them understand and prepare for the General Data Protection Regulation (GDPR) and the Data Protection Act. The GDPR is the most comprehensive EU data privacy law in decades, and went into effect on 25 May 2018. The Data Protection Act 2018 also came into force on 25 May 2018.

Besides strengthening and standardizing user data privacy across the EU nations, the GDPR imposes new or additional obligations on all organisations that handle EU citizens’ personal data, regardless of where the organisations themselves are located.

To ensure we meet GDPR compliance requirements we have reviewed all our functionality including data related policies and procedures and have addressed the topics below as described.

Awareness

Key decision makers and people within StatementsHQ are aware that the law is changing with respect to GDPR and have ensured the relevant areas of our business model are fully compliant.

Information we hold

We have documented the personal data that we hold, where it came from and who we share it with. We have also documented our data protection principles to help ensure that we have effective policies and procedures in place.

We continually review contracts with all third parties we engage, for example payment processing organisations, to confirm their GDPR compliance.

Communicating privacy information

Our privacy policy is located at http://statementshq.com/privacy. It is updated when necessary to comply with relevant statutory requirements.

Individuals’ rights

We have ensured that our policies and procedures have been updated to protect the rights of individuals as required by the GDPR. These rights include:

• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restrict processing;
• the right to data portability;
• the right to object; and
• the right not to be subject to automated decision-making including profiling.

Subject access requests

StatementsHQ users may request a copy of the information that we hold about them. We will not charge for complying with these requests.

Consent

This document, our Terms and Conditions and our Privacy Policy are made clearly available prior to registering with StatementsHQ. Accordingly, users’ consent to StatementsHQ using their data:

• Is freely given; and
• Specific; and
• Informed; and
• Unambiguous; and
• Via a positive opt-in

Lawful basis for processing personal data

As a consenting user of StatementsHQ’s software, we have a lawful basis for processing your personal data. This does not infringe on your individual rights as listed above.

Children

StatementsHQ does not offer online services to children.

Data Breaches

Protecting our customers’ information is extremely important to us. As a cloud-based company, we’ve set high standards for security and we have invested in building robust security measures. In accordance with GDPR requirements around security incident notifications, StatementsHQ will continue to meet its obligations.

We regularly review and update our procedures to ensure we have a compliant and clear approach in place to detect, investigate and report a personal data breach.

Data Protection by Design and Data Protection Impact Assessments

StatementsHQ has always adopted a privacy by design approach. In addition, we continually perform Data Protection Impact Assessments for situations that warrant it.

If you’d like to learn more about StatementsHQ’s security policies and procedures, please see our security page, which provides detailed information on how we approach security.

Data Protection Officer

Data protection is at the forefront of all all StatementsHQ employees when handling user data. We also ensure that there is a Data Protection Officer, who has the knowledge, support and authority to carry out this role.

International

StatementsHQ operates in more than one EU member state. As the UK is our main establishment, we have determined that our lead data protection supervisory authority is the Information Commissioner’s Office.