Policy Overview & Purpose

This Data Protection Policy outlines the procedures and guidelines for ensuring the security and privacy of personal and company data. Business Intelli Solutions Inc. is committed to safeguarding sensitive information from unauthorized access, breaches, or misuse, in compliance with data protection laws.

Scope

This policy applies to all employees, contractors, partners, and anyone granted access to company data. It covers all personal, sensitive, and confidential information processed or handled by our organization.

Policy Elements

Data Protection Principles

All employees must adhere to the following principles when handling data:

• Lawfulness, Fairness, and Transparency: Data must be processed in a lawful and transparent manner, and individuals should be informed about how their data is being used.
• Purpose Limitation: Data should only be collected for specified, legitimate purposes and not processed beyond those purposes.
• Data Minimization: Only the necessary amount of data required for a particular purpose should be collected.
• Accuracy: Efforts should be made to ensure that data is accurate and kept up-to-date.
• Storage Limitation: Data should not be stored for longer than necessary, and personal data should be anonymized or securely deleted when no longer needed.
• Integrity and Confidentiality: Personal data must be protected against unauthorized access, accidental loss, damage, or destruction.

Employee Responsibilities

All employees are responsible for adhering to this Data Protection Policy and ensuring the confidentiality and security of company data. Specifically, employees must:

• Protect Personal Data: Take all necessary precautions to protect personal and sensitive data from unauthorized access, disclosure, or alteration.
• Use Data Responsibly: Ensure that data is used only for its intended purpose and in accordance with applicable regulations and policies.
• Report Breaches: Immediately report any data breaches, incidents, or suspicious activity to the designated Data Protection Officer or IT department.
• Comply with Data Requests: Respond promptly to legitimate requests for access to personal data, as required by law (e.g., GDPR, CCPA).

Data Security Measures

To ensure data security, employees must:

• Use Strong Passwords: Implement strong, unique passwords for all company accounts and change them regularly.
• Encrypt Data: Ensure sensitive data is encrypted both in transit and at rest.
• Limit Access: Only authorized personnel should have access to confidential or sensitive data. Role-based access controls must be in place.
• Secure Devices: Use secure devices and networks for handling and accessing data, and always log out of systems after use.
• Avoid Unnecessary Data Sharing: Refrain from sharing data unless absolutely necessary, and ensure that any data shared externally is done securely.

Data Handling Practices

• Collecting Data: Employees must obtain consent before collecting personal data, and ensure the collection is lawful and relevant to the task at hand.
• Storing Data: Data must be stored securely, whether electronically or physically. Sensitive data should be password-protected, encrypted, and stored on secure servers.
• Disposing of Data: When data is no longer needed, it should be deleted or destroyed securely to prevent unauthorized access.

Data Breach Response

In the event of a data breach, Business Intelli Solutions Inc. will:

• i ) Notify the affected individuals and relevant authorities within the legally required timeframes.
• ii ) Conduct an investigation to identify the cause of the breach and take appropriate corrective measures.
• iii ) Review and update data protection policies and procedures to prevent future incidents.