Quality, Environment and Security

Environmental policy statement

Introduction and aim

McCarthy Taylor Systems Ltd is a privately owned software company, operating from a site in Birdlip, Gloucestershire. Our main product is terrain modelling software for which we provide technical support by email and telephone and training both at and occasionally away from this office. We recognise that our operations have a low environmental impact, but we are aware that our energy usage must be monitored and all necessary travelling audited. It is our aim to comply with legislation and other requirements, continue to reduce the environmental impacts of our business and operate in an environmentally responsible manner.

Responsibility

This environmental policy applies to all of our operations, whether they be at our head office, or when conducting off-site training and promotion. Nigel Lorriman, General Manager is responsible for ensuring that the policy is implemented. However, all employees have a responsibility in their area to ensure that the aims and objectives of the policy are met.

Resources

We will ensure that resources are available to enable us to achieve our objectives.

Objectives

We aim to:

    Reduce electricity usage by replacing old equipment with more energy efficient alternatives where possible
    Reduce travelling by implementing online training and demonstration technologies and, where appropriate, use public transport as an alternative to private vehicles when visiting clients
    Recycle all paper, cardboard and recyclable plastics used in the business
    Inform all customers and suppliers of our commitment to reducing our environmental impact

Monitoring and auditing

Progress against these objectives will be monitored through annual review.


Signed ­

Nigel R Lorriman, General Manager

4th September 2017

Quality policy statement

Introduction and aim

   To develop a full understanding of the needs of our customers
   To work in close co-operation with clients, customers and suppliers to provide the right quality work and service, first time
   Actively to seek customer feedback and to use this as a format for continuous assessment and improvement
   To develop the potential of our employees to ensure all members of staff are capable of undertaking work required in a safe and responsible manner, in accordance with the Company’s Health and Safety and Environmental policies.

Responsibility

Achievement of these policy aims involves all staff, who are individually responsible for the quality of their work, resulting in a continually improving working environment for all.

McCarthy Taylor Systems Ltd (MTSL) is fully committed to delivering the objectives of this quality policy statement within all its activities and work undertaken by the Company.

Our General Manager has a specific responsibility for ensuring that the management structure reflects the quality standard, so that compliance with this Quality Policy is maintained and improved.

Resources

We are continually developing the Company’s operation, upgrading communication and IT systems and investing in staff training in order to maintain and improve these standards.

MTSL’s approach is to listen to our clients and customers and to openly discuss the individual requirements of every client when they report a problem or difficullty in using any of our products, thus ensuring that our clients remain fully satisfied with our service delivery.

MTSL‘s management and supervisory staff have the authority to make decisions, within the scope of their responsibilities, and are charged with working in accordance with the documented procedures.

Objectives

    To continue to meet in full the requirements of the client
    To reduce waste and loss
    To carry out all our activities within our environmental policy guidelines, thus helping to ensure a sustainable environment for the benefit of the community
    To continually identify improvements to existing working practices.

In order for MTSL to achieve the above objectives, every employee must:

    Understand customer and client needs
    Be responsible and accountable for the quality of work.

Signed ­

Nigel R Lorriman, General Manager

4th September 2017

Data security policy

1. Introduction

McCarthy Taylor Systems Ltd needs to collect and use certain types of information about the Individuals or Service Users who come into contact with McCarthy Taylor Systems Ltd in order to carry on our work. This personal information must be collected and dealt with appropriately whether is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this under the Data Protection Act 1998.

2. Data Controller

McCarthy Taylor Systems Ltd is the Data Controller under the Act, which means that it determines what purposes personal information held, will be used for. It is also responsible for notifying the Information Commissioner of the data it holds or is likely to hold, and the general purposes that this data will be used for.

3. Disclosure

McCarthy Taylor Systems Ltd may share data with other agencies such as the local authority, funding bodies and other voluntary agencies.
The Individual/Service User will be made aware in most circumstances how and with whom their information will be shared.  There are circumstances where the law allows McCarthy Taylor Systems Ltd to disclose data (including sensitive data) without the data subject’s consent.   
These are:
a) Carrying out a legal duty or as authorised by the Secretary of State 
b) Protecting vital interests of a Individual/Service User or other person
c) The Individual/Service User has already made the information public
d) Conducting any legal proceedings, obtaining legal advice or defending any legal rights  
e) Monitoring for equal opportunities purposes – i.e. race, disability or religion
f) Providing a confidential service where the Individual/Service User’s consent cannot be obtained or where it is reasonable to proceed without consent: e.g. where we would wish to avoid forcing stressed or ill Individuals/Service Users to provide consent signatures.
McCarthy Taylor Systems Ltd regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal.  
 
McCarthy Taylor Systems Ltd  intends to ensure that personal information is treated lawfully and correctly.
To this end, McCarthy Taylor Systems Ltd will adhere to the Principles of Data Protection, as detailed in the Data Protection Act 1998.
Specifically, the Principles require that personal information:
a) Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met, 
b) Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes,
c) Shall be adequate, relevant and not excessive in relation to those purpose(s) 
d) Shall be accurate and, where necessary, kept up to date,
e) Shall not be kept for longer than is necessary 
f) Shall be processed in accordance with the rights of data subjects under the Act,
g) Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information,
h) Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of Individuals/Service Users in relation to the processing of personal information.
 
McCarthy Taylor Systems Ltd will, through appropriate management and strict application of criteria and controls:
  • Observe fully conditions regarding the fair collection and use of information
  • Meet its legal obligations to specify the purposes for which information is used
  • Collect and process appropriate information, and only to the extent that it is needed to fulfill its operational needs or to comply with any legal requirements
  • Ensure the quality of information used
  • Ensure that the rights of people about whom information is held, can be fully exercised under the Act. These include: 
  • o The right to be informed that processing is being undertaken,
  • o The right of access to one’s personal information
  • o The right to prevent processing in certain circumstances and 
  • o The right to correct, rectify, block or erase information which is regarded as wrong information)
  • Take appropriate technical and organisational security measures to safeguard personal information
  • Ensure that personal information is not transferred abroad without suitable safeguards
  • Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information
  • Set out clear procedures for responding to requests for information
 

4. Data collection

Informed consent is when
An Individual/Service User clearly understands why their information is needed, who it will be shared with, the possible consequences of them agreeing or refusing the proposed use of the data 
And then gives their consent.
McCarthy Taylor Systems Ltd will ensure that data is collected within the boundaries defined in this policy. This applies to data that is collected in person, or by completing a form.
When collecting data, McCarthy Taylor Systems Ltd  will ensure that the Individual/Service User:
a) Clearly understands why the information is needed 
b) Understands what it will be used for and what the consequences are should the Individual/Service User decide not to give consent to processing
c) As far as reasonably possible, grants explicit consent, either written or verbal for data to be processed
 
d) Is, as far as reasonably practicable, competent enough to give consent and has given so freely without any duress
e) Has received sufficient information on why their data is needed and how it will be used
 

5. Data Storage

Information and records relating to service users will be stored securely and will only be accessible to authorised staff and volunteers.
Information will be stored for only as long as it is needed or required statute and will be disposed of appropriately.
It is McCarthy Taylor Systems Ltd responsibility to ensure all personal and company data is non-recoverable from any computer system previously used within the organisation, which has been passed on/sold to a third party.
6. Data access and accuracy
All Individuals/Service Users have the right to access the information McCarthy Taylor Systems Ltd holds about them. McCarthy Taylor Systems Ltd  will also take reasonable steps ensure that this information is kept up to date by asking data subjects whether there have been any changes.
In addition, McCarthy Taylor Systems Ltd 
will ensure that:
It has a Data Protection Officer with specific responsibility for ensuring compliance with Data Protection
 
Everyone processing personal information understands that they are contractually responsible for following good data protection practice
 
Everyone processing personal information is appropriately trained to do so
 
Everyone processing personal information is appropriately supervised
 
Anybody wanting to make enquiries about handling personal information knows what to do
 
It deals promptly and courteously with any enquiries about handling personal information
 
It describes clearly how it handles personal information
 
It will regularly review and audit the ways it hold, manage and use personal information
 
 
It regularly assesses and evaluates its methods and performance in relation to handling personal information
 
All staff are aware that a breach of the rules and procedures identified in this policy may lead to disciplinary action being taken against them
This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act 1998.
 
In case of any queries or questions in relation to this policy please contact the McCarthy Taylor Systems Ltd Data Protection Officer:
Insert name and contact details of the Data Protection officer. 

Signed:  Nigel Lorriman

Position: General Manager

Date: 4th Sept 2017 

Review Date: 4th Sept 2019

Glossary of Terms

 
Data Controller – The person who (either alone or with others) decides what personal information McCarthy Taylor Systems Ltd  will hold and how it will be held or used.
 
Data Protection Act 1998 – The UK legislation that provides a framework for responsible behaviour by those using personal information.
 
Data Protection Officer – The person(s) responsible for ensuring that McCarthy Taylor Systems Ltd 
 follows its data protection policy and complies with the Data Protection Act 1998.
 
Individual/Service User – The person whose personal information is being held or processed by McCarthy Taylor Systems Ltd for example: a client, an employee, or supporter.
 
Explicit consent – is a freely given, specific and informed agreement by an Individual/Service User in the processing of personal information about her/him. Explicit consent is needed for processing sensitive data.
 
Notification – Notifying the Information Commissioner about the data processing activities of McCarthy Taylor Systems Ltd , as certain activities may be exempt from notification.
 
The link below will take to the ICO website where a self assessment guide will help you to decide if you are exempt from notification:  https://ico.org.uk/for-organisations/guide-to-data-protection/exemptions/
 
Information Commissioner – The UK Information Commissioner responsible for implementing and overseeing the Data Protection Act 1998.
 
Processing – means collecting, amending, handling, storing or disclosing personal information.
 
Personal Information – Information about living individuals that enables them to be identified – e.g. name and address. It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers or employees within (GROUP).
 
Sensitive data – refers to data about:
Racial or ethnic origin
Political affiliations
Religion or similar beliefs
Trade union membership
Physical or mental health
Sexuality
Criminal record or proceedings 
This pack has been adapted with permission from Voluntary Action Leicester Model Data Protection Policy. 

Anti corruption policy

Introduction

The Company is committed to implementing and enforcing effective systems to counter bribery. Therefore, it is the Company’s policy to conduct all aspects of its business in an honest and ethical manner at all times.
Under UK law (UK Bribery Act 2010), bribery and corruption is punishable for individuals by up to ten years imprisonment. If the Company is found to have taken part in the corruption or lacks adequate procedures to prevent Bribery, it could face an unlimited fine and be excluded from tendering for Government contracts.

Policy

The aim of this policy is to help the Company act in accordance with the Bribery Act 2010, maintain the highest possible standards of business practice, and advise individuals of the Company’s 'zero-tolerance' to bribery.
This policy applies to all permanent and fixed-term staff employed by the Company, and any contractors, consultants or other persons acting under or on behalf of the Company.
The Company will not:
Make contributions of any kind with the purpose of gaining any commercial advantage.
Provide gifts or hospitality with the intention of persuading anyone to act improperly, or to influence a public official in the performance of their duties.
Make, or accept, “kickbacks” of any kind.

Company Responsibility

The Company will:
Keep appropriate internal records that will evidence the business reason for making any payments to third parties.
Encourage employees to raise concerns about any issue or suspicion of malpractice at the earliest possible stage.
See that anyone raising a concern about bribery will not suffer any detriment as a result, even if they turn out to be mistaken.

Employee Responsibility

Employees must not:
Accept any financial or other reward from any person in return for providing some favour.
Request a financial or other reward from any person in return for providing some favour.
Offer any financial or other reward from any person in return for providing some favour.
 

Non Compliance

All employees have a role to play in enforcing the policy and are required to deal with any observed or reported breaches. Should employees feel apprehensive about their own safety in regard to addressing any breach, they should seek senior management support.
 
Failure to comply with this policy may lead to a lack of clarity over job role, learning needs or expected standards of performance, resulting in reduced effectiveness or efficiency, underperformance and putting service delivery at risk.
Any member of staff refusing to observe the policy will be liable to disciplinary action in accordance with the Company’s Disciplinary Policy up to and including dismissal.
Implementation of the Policy 
 
Overall responsibility for policy implementation and review rests with the Company senior management. However, all employees are required to adhere to and support the implementation of the policy. The Company will inform all existing employees about this policy and their role in the implementation of the policy. They will also give all new employees notice of the policy on induction to the Company.
This policy will be implemented through the development and maintenance of procedures for appraisals and one-to-one meetings, using template forms, and guidance given to both managers and employees on the process.
This Policy was approved & authorised by:
 

Signed:  Nigel Lorriman

Position: General Manager

Date: 4th September 2017

Monitoring Policy

The policy will be monitored on an on-going basis, monitoring of the policy is essential to assess how effective the Company has been.

Reviewing Policy

This policy will be reviewed and, if necessary, revised in the light of legislative or codes of practice and organisational changes. Improvements will be made to the management by learning from experience and the use of established reviews.
Policy review date: 4th September 2019

Policy Amendments

Should any amendments, revisions, or updates be made to this policy it is the responsibility of the Company senior management to see that all relevant employees receive notice. Written notice and/or training will be considered.

Additional Information

If you require any additional information or clarification regarding this policy, please contact your manager. In the unlikely event where you are unhappy with any decision made, you should use the Company's formal Grievance Procedure.
To the extent that the requirements of this policy reflect statutory provisions, they will alter automatically when and if those requirements are changed.