RemotifAI’s compliance to GDPR principles

(a) Lawfulness, Fairness and Transparency
Processed lawfully, fairly and in a transparent manner in relation to individuals

Checklist:
Lawfulness

☐ We have identified an appropriate lawful basis (or bases) for our processing.

☐ If we are processing special category data or criminal offence data, we have identified a condition for processing this type of data.

☐ We don’t do anything generally unlawful with personal data.

Fairness

☐ We have considered how the processing may affect the individuals concerned and can justify any adverse impact.

☐ We only handle people’s data in ways they would reasonably expect, or we can explain why any unexpected processing is justified.

☐ We do not deceive or mislead people when we collect their personal data.

Transparency

☐ We are open and honest, and comply with the transparency obligations of the right to be informed.

(b) Purpose Limitation
Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes

Checklist:
☐ We have clearly identified our purpose or purposes for processing.

☐ We have documented those purposes.

☐ We include details of our purposes in our privacy information for individuals.

☐ We regularly review our processing and, where necessary, update our documentation and our privacy information for individuals.

☐ If we plan to use personal data for a new purpose other than a legal obligation or function set out in law, we check that this is compatible with our original purpose or we get specific consent for the new purpose.

(c) Data Minimization
Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed

Checklist:
☐ We only collect personal data we actually need for our specified purposes.

☐ We have sufficient personal data to properly fulfil those purposes.

☐ We periodically review the data we hold, and delete anything we don’t need.

(d) Accuracy
Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay

Checklist:
☐ We ensure the accuracy of any personal data we create.

☐ We have appropriate processes in place to check the accuracy of the data we collect, and we record the source of that data.

☐ We have a process in place to identify when we need to keep the data updated to properly fulfil our purpose, and we update it as necessary.

☐ If we need to keep a record of a mistake, we clearly identify it as a mistake.

☐ Our records clearly identify any matters of opinion, and where appropriate whose opinion it is and any relevant changes to the underlying facts.

☐ We comply with the individual’s right to rectification and carefully consider any challenges to the accuracy of the personal data.

☐ As a matter of good practice, we keep a note of any challenges to the accuracy of the personal data.

(e) Storage Limitation
Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organizational measures required by the GDPR in order to safeguard the rights and freedoms of individuals

Checklist:
☐ We know what personal data we hold and why we need it.

☐ We carefully consider and can justify how long we keep personal data.

☐ We have a policy with standard retention periods where possible, in line with documentation obligations.

☐ We regularly review our information and erase or anonymise personal data when we no longer need it.

☐ We have appropriate processes in place to comply with individuals’ requests for erasure under ‘the right to be forgotten’.

☐ We clearly identify any personal data that we need to keep for public interest archiving, scientific or historical research, or statistical purposes.

(f) Integrity and Confidentiality
Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organizational measures

(g) Accountability
The controller shall be responsible for, and be able to demonstrate compliance with, paragraph 1