Privacy and Personal

Data Protection Policy

Last updated on: 23 May 2018.
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Contents
1 INTRODUCTION..............................................................................................................................3
2 PRIVACY AND PERSONAL DATA PROTECTION POLICY...................................................4
2.1 THE GENERAL DATA PROTECTION REGULATION.......................................................................................4
2.2 DEFINITIONS.............................................................................................................................................................4
2.3 PRINCIPLES RELATING TO PROCESSING OF PERSONAL DATA..........................................................................4
2.4 RIGHTS OF THE INDIVIDUAL...............................................................................................................................5
2.5 LAWFULNESS OF PROCESSING...........................................................................................................................6
2.5.1 Consent.................................................................................................................................................................... 6
2.5.2 Performance of a Contract.............................................................................................................................. 6
2.5.3 Legal Obligation.................................................................................................................................................. 6
2.5.4 Vital Interests of the Data Subject............................................................................................................... 7
2.5.5 Task Carried Out in the Public Interest..................................................................................................... 7
2.5.6 Legitimate Interests.................................................................................................................................................... 7
2.6 PRIVACY BY DESIGN..............................................................................................................................................7
2.7 CONTRACTS INVOLVING THE PROCESSING OF PERSONAL DATA..........................................................7
2.8 INTERNATIONAL TRANSFERS OF PERSONAL DATA....................................................................................8
2.9 DATA PROTECTION OFFICER..............................................................................................................................8
2.10 BREACH NOTIFICATION...................................................................................................................................8
2.11 ADDRESSING COMPLIANCE TO THE GDPR...............................................................................8

List of Tables

TABLE 1 - TIMESCALES FOR DATA SUBJECT REQUESTS................................................................................................................................. 6

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1 Introduction
1.1. Justification of the WFTO Data Protection Policy

The Privacy and Data Protection Policy of WFTO is to protect the personal data of those various
stakeholders connected to the organisation, and is created in accordance to the European Union’s General
Data Protection Regulation (GDPR), which applies to all members of the EU and EEA from May 25,
2018 onwards, replacing the EU directive 95/46.

1.2. Definition of Data

In its everyday business operations World Fair Trade Organization makes use of a variety of data about
identifiable individuals (‘natural persons’), including data about:

 Current, past and prospective employees & consultants

 Current, past and prospective Members and Associates
 Current, past and prospective external visitors (e.g. auditors & peer visitors)
 Users of its websites
 Subscribers
 Volunteers
 Other relevant stakeholders

In collecting and using this data, the organisation is subject to a variety of legislation controlling how
such activities may be carried out and the safeguards that must be put in place to protect it.

The purpose of this policy is to set out the relevant legislation and to describe the steps World Fair Trade
Organization is taking to ensure that it complies with it.

This control applies to all systems, people and processes that constitute the organisation’s information
systems, including board members, directors, employees, suppliers and other third parties who have an
access to the World Fair Trade Organization’s systems.

The following policies and procedures are relevant to this document:

 Data Protection Impact Assessment Process

 Personal Data Mapping Procedure
 Legitimate Interest Assessment Procedure
 Information Security Incident Response Procedure
 Records Retention and Protection Policy
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2 Privacy and Personal Data

Protection Policy
2.1 The General Data Protection Regulation

The General Data Protection Regulation 2016 (GDPR) is one of the most significant pieces of legislation
affecting the way that World Fair Trade Organization carries out its information processing activities.
Significant fines are applicable if a breach is deemed to have occurred under the GDPR, which is
designed to protect the personal data of citizens of the European Union. The World Fair Trade
Organization’s policy is to ensure the compliance with the GDPR and other relevant legislation. The
information related to this policy should be therefore clear and demonstrable at all times.

2.2 Definitions

There are a total of 26 definitions listed within the GDPR and it is not appropriate to reproduce them all
here. However, the most fundamental definitions with respect to this policy are as follows:

‘Personal data’ is defined as:

any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person
is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an
identification number, location data, an online identifier or to one or more factors specific to the physical,
physiological, genetic, mental, economic, cultural or social identity of that natural person;

‘processing’ means:

any operation or set of operations which is performed on personal data or on sets of personal data, whether or
not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or
alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available,
alignment or combination, restriction, erasure or destruction;

‘controller’ means:

the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the
purposes and means of the processing of personal data; where the purposes and means of such processing are
determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided
for by Union or Member State law;

2.3 Principles Relating to Processing of Personal Data

There are a number of fundamental principles upon which the GDPR is based.

These are as follows:

1. Personal data shall be:

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(a) processed lawfully, fairly and in a transparent manner in relation to the data subject (‘lawfulness, fairness
and transparency’);

(b) 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, in accordance with Article 89(1), not be considered to be incompatible
with the initial purposes (‘purpose limitation’);

(c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
(‘data minimisation’);

(d) 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 (‘accuracy’);

(e) 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 in accordance with Article 89(1) subject to implementation of the appropriate
technical and organisational measures required by this Regulation in order to safeguard the rights and freedoms of the
data subject (‘storage limitation’);

(f) processed in a manner that ensures appropriate security of the personal data, including protection against
unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical
or organisational measures (‘integrity and confidentiality’).

2. The controller shall be responsible for, and be able to demonstrate compliance with, paragraph 1
(‘accountability’).

World Fair Trade Organization will ensure that it complies with all of these aforementioned principles
both in the processing it currently carries out, and as part of the introduction of new methods of
processing such as new IT-systems.

2.4 Rights of the Individual

The data subject also has rights under the GDPR. These consist of:

1. The right to be informed

2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling.

Each of these rights are supported by appropriate procedures within World Fair Trade Organization that
allow the required action to be taken within the timescales stated in the GDPR.
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These timescales are shown in Table 1.

Data Subject Request Timescale

The right to be informed When data is collected (if supplied by data subject)
or within one month (if not supplied by data
subject)
The right of access One month
The right to rectification One month
The right to erasure Without undue delay
The right to restrict processing Without undue delay
The right to data portability One month
The right to object On receipt of objection
Rights in relation to automated decision making Not specified
and profiling.

Table 1 - Timescales for data subject requests

2.5 Lawfulness of Processing

There are six alternative ways in which the lawfulness of a specific case of processing of personal data
may be established under the GDPR. It is the World Fair Trade Organization policy to identify the
appropriate basis for processing and to document it, in accordance with the Regulation. The options are
described in brief in the following sections.

2.5.1 Consent

Unless it is necessary for a reason allowable in the GDPR, World Fair Trade Organization will
always obtain explicit consent from a data subject to collect and process their data. In case of children
below the age of 16 (a lower age may be allowable in specific EU member states) parental consent will be
obtained. Transparent information about our usage of their personal data will be provided to data subjects
at the time that consent is obtained and their rights with regard to their data explained, such as the right to
withdraw consent. This information will be provided in an accessible form, written in clear language
and free of charge.

If the personal data are not obtained directly from the data subject then this information will be provided
to the data subject within a reasonable period after the data are obtained and definitely within one month.

2.5.2 Performance of a Contract

Where the personal data collected and processed are required to fulfil a contract with the data subject,
explicit consent is not required. This will often be the case where the contract cannot be completed
without the personal data in question e.g. a delivery cannot be made without an address to deliver to.

2.5.3 Legal Obligation

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If the personal data is required to be collected and processed in order to comply with the law, then explicit
consent is not required. This may be the case for some data related to employment and taxation for
example, and for many areas addressed by the public sector.

2.5.4 Vital Interests of the Data Subject

In a case where the personal data are required to protect the vital interests of the data subject or of another
natural person, then this may be used as the lawful basis of the processing. The World Fair Trade
Organization will retain reasonable, documented evidence that this is the case, whenever this reason is
used as the lawful basis of the processing of personal data. As an example, this may be used in aspects of
social care, particularly in the public sector.

2.5.5 Task Carried Out in the Public Interest

Where the World Fair Trade Organization needs to perform a task that it believes is in the public interest
or as part of an official duty then the data subject’s consent will not be requested. The assessment of the
public interest or official duty will be documented and made available as evidence where required.

2.5.6 Legitimate Interests

If the processing of specific personal data is in the legitimate interests of the World Fair Trade
Organization and is judged not to affect the rights and freedoms of the data subject in a significant way,
then this may be defined as the lawful reason for the processing. Again, the reasoning behind this view
will be documented.

2.6 Privacy by Design

World Fair Trade Organization has adopted the principle of privacy by design and will ensure that the
definition and planning of all new or significantly changed systems that collect or process personal data
will be subject to due consideration of privacy issues, including the completion of one or more data
protection impact assessments.

The data protection impact assessment will include:

 Consideration of how personal data will be processed and for what purposes
 Assessment of whether the proposed processing of personal data is both necessary and
proportionate to the purpose(s)
 Assessment of the risks to individuals in processing the personal data
 What controls are necessary to address the identified risks and demonstrate compliance with
legislation

Use of techniques such as data minimization and pseudonymisation will be considered where applicable
and appropriate.

2.7 Contracts Involving the Processing of Personal Data

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World Fair Trade Organization will ensure that all relationships it enters into that involve the processing
of personal data are subject to a documented contract that includes the specific information and terms
required by the GDPR. For more information, see the GDPR Controller-Processor Agreement Policy.

2.8 International Transfers of Personal Data

Transfers of personal data outside the European Union will be carefully reviewed prior to the transfer
taking place to ensure that they fall within the limits imposed by the GDPR. This depends partly on the
European Commission’s judgement as to the adequacy of the safeguards for personal data applicable in
the receiving country and this may change over time.

Intra-group international data transfers will be subject to legally binding agreements referred to as
Binding Corporate Rules (BCR) which provide enforceable rights for data subjects.

2.9 Data Protection Officer

A defined role of Data Protection Officer (DPO) is required under the GDPR if an organisation is a public
authority, if it performs large scale monitoring or if it processes particularly sensitive types of data on a
large scale. The DPO is required to have an appropriate level of knowledge and can either be an in-house
resource or outsourced to an appropriate service provider.

Based on these criteria, World Fair Trade Organization does not require a Data Protection Officer to be
appointed.

2.10 Breach Notification

It is World Fair Trade Organization’s policy to be fair and proportionate when considering the actions to
be taken to inform affected parties regarding breaches of personal data. In line with the GDPR, where a
breach is known to have occurred which is likely to result in a risk to the rights and freedoms of
individuals, the relevant supervisory authority will be informed within 72 hours. This will be managed in
accordance with our Information Security Incident Response Procedure which sets out the overall process of
handling information security incidents.

Under the GDPR the relevant DPA has the authority to impose a range of fines of up to four percent of
annual worldwide turnover or twenty million Euros, whichever is the higher, for infringements of the
regulations.

2.11 Addressing Compliance to the GDPR

The following actions are undertaken to ensure that the World Fair Trade Organization complies at all
times with the accountability principle of the GDPR:

 The legal basis for processing personal data is clear and unambiguous
 All staff involved in handling personal data understand their responsibilities for following good
data protection practice
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 Training in data protection has been provided to all staff

 Rules regarding consent are followed
 Routes are available to data subjects wishing to exercise their rights regarding personal data and
such enquiries are handled effectively
 Regular reviews of procedures involving personal data are carried out
 Privacy by design is adopted for all new or changed systems and processes
 The following documentation of processing activities is recorded:
o Organisation name and relevant details
o Purposes of the personal data processing
o Categories of individuals and personal data processed
o Categories of personal data recipients
o Agreements and mechanisms for transfers of personal data to non-EU countries
including details of controls in place
o Personal data retention schedules
o Relevant technical and organisational controls in place

These actions are reviewed on a regular basis as part of the management process concerned with data
protection.