Underneath Data Protection policy is reachable on the website from EUROGROUP and via a hyperlink in all email signatures:
EUROGROUP International Movers needs to keep certain information on its employees to carry out its daily operations, to meet its objectives and to comply with legal obligations. The organization is committed to ensuring any personal data will be dealt with in line with the UK directive: General Data Protection Regulation of 2018. To comply with the law, personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully. The aim of this policy is to ensure that everyone handling personal data is fully aware of the requirements and acts in accordance with data protection procedures. This document also highlights key data protection procedures within the organization. This policy covers employed staff and data of our clients.
The Data Protection Policy addresses the following ten principles:
We, the management of EUROGROUP International Movers, will ensure that:
-Everyone managing and handling personal information is trained to do so.
-Anyone wanting to make inquiries about handling personal information, whether a member of staff, volunteer or service user, knows what to do.
-Any disclosure of personal data will be in line with our procedures.
-Queries about handling personal information will be dealt with swiftly and politely.
To meet our responsibilities staff will:
-Ensure any personal data is collected in a fair and lawful way.
-Explain why it is needed at the start.
-Ensure that only the minimum amount of information needed is collected and used.
-Ensure the information used is up to date and accurate.
-Review the length of time information is held.
-Ensure it is kept safely.
-Ensure the rights people have in relation to their personal data can be exercised.
Training and awareness about this Data Protection Policy and how it is followed in this organization will be in the form of a General training/Awareness raising once a year.
EUROGROUP International Movers provides notice about the policies and procedures in all contract agreements and individual quotations; the policies and procedures are also available on the website, www.the-eurogroup.com
Depending on the origin and destination of your relocation, EUROGROUP International Movers may collect the following personal details:
Personal information is kept in our enterprise software ERP.
By engaging EUROGROUP International Movers for your international relocation, you give your explicit consent with respect to the obtaining, using, holding, amending, disclosing, destroying, and deleting of data as described in this notice. Explicit consent here means you were clearly presented with an option to agree or disagree with the collection, use, or disclosure of personal information.
Before personal information is collected, we will consider what details are necessary for your relocation purposes and how long we likely need this information. We will inform people whose information is gathered about why the information is being gathered. We will also send out reminders to customers asking them to check their details to keep our information up to date. Personal sensitive information will not be used apart from the exact purpose for which permission was given.
In line with the EU General Data Protection Regulation (May 2018) EUROGROUP International Movers will ensure that personal data will:
-Be obtained fairly and lawfully and shall not be processed unless certain conditions are met
-Be obtained for a specific and lawful purpose. We confirm EUROGROUP International Movers will never and under no circumstance sell or trade personal information with third parties. Information will only be used for relocations.
-EUROGROUP International Movers cares about protecting our customer’s data.
-Be adequate, relevant but not excessive
0Be accurate and kept up to date
-Not be held longer than necessary, we will keep your data for maximum 6 years, which is mandatory by UK law
-Be processed in accordance with the rights of data subjects
-Be subject to appropriate security measures
-Not to be transferred outside the European Continent (including the UK)
-Information obtained when visiting our website will only be used to analyse visiting
patterns. Our goal is to improve our website and serve our clients better.
Anyone whose personal information we process has the right to know what information we hold and process on them, how to gain access to this information, how to keep it up to date and what we are doing to comply with the law. They also have the right to prevent processing of their personal data in some circumstances and the right to correct, rectify, block or erase information regarded as wrong.
Individuals have a right under the law to access certain personal data being kept about them on computer and certain files. Any person wishing to exercise this right should apply in writing to our Quality Manager at the following details:
EUROGROUP International MoversThe following information will be required before access is granted: File number and passport. We may also require proof of identity before access is granted. Groups of people within the organization who will process personal information are: staff, all office employees with access and all office employees with an enterprise software (ERP System) login. Queries about handling personal information will be dealt with swiftly and politely.
Complaints: if clients feel their data is incorrectly used by EUROGROUP International Movers you have the option to complain to the following authority:
ICO (Information Commissioner’s Office)
Call 0303 123 1113
The organization will take steps to ensure that personal data is kept secure at all times against unauthorized or unlawful loss or disclosure. Any disclosure of personal data will be in line with our procedures. Any unauthorized disclosure of personal data to a third party by an employee will result in appropriate steps for the employed member.
When an agent (overseas relocation company) from another country will take over the household goods shipment, it is inevitable that information must be shared. All our agents are compliant with our Service Level Agreement (SLA), in which protection of data is agreed. Furthermore, personal information will be used for the purposes of the relocation and topics related to the relocation such as: insurance, customs, government officials and/or city hall.
The organization will take steps to ensure that digital personal data is kept secure at all times against unauthorized or unlawful loss or disclosure. The following measures for digital data will be taken:
-After 3 login attempts the entrance will be blocked
-Renewing password every 3 months
-It is stored in a cloud-based bunker
And for data on paper:
-Using lockable cupboards (restricted access to keys)
-Burglar alarm
-Camera detection
-Archive management in our own warehouse
-Confidential paper bin in the office
We maintain accurate, complete and relevant personal information as reasonably possible and only for the purposes identified in this notice. We retrieve your personal data from emails you shared with us, your employer and/or relocation company and from documents you shared with EUROGROUP International Movers. Please note that we have shared responsibility with regard to the accuracy of your personal information. If the collected personal data is incorrect or outdated, please contact us.
This policy will be reviewed at the beginning of every year to ensure it remains up to date and compliant with the law. All employees and staff who process personal information must ensure they not only understand but also act in line with this policy and the data protection principles. If you believe that your personal information is not handled in accordance with the applicable law or our data privacy policies, you may contact EUROGROUP International Movers Quality Manager.
Processing: Is obtaining, using, holding, amending, disclosing, destroying and deleting personal data. This includes some paper-based personal data as well as that kept on computer. The organization will seek to abide by this code in relation to all the personal data it processes.
Quality Manager: Is responsible for understanding and communicating obligations under the Act, identifying potential problem areas or risks, producing clear and effective procedures, annually renewing and notifying of any relevant interim changes.
Explicit consent: Is the freely given, specific and informed agreement by a relocating individual in the processing of personal information about her/him. Explicit consent is needed for processing sensitive data of our customers.
All digital data that we have received from our customers to carry out import or export moves is stored in our ERP package (ERP System). This includes confidential data, such as e-mail addresses, copies of passports, employer/employee documents, financial documents, Personal ID numbers and the like. The Global Move Specialist has access to this confidential data by logging into our ERP system with his username and password. The passwords used for ERP System are renewed every six months. The passwords to log in to the computer (Windows) must be changed every 90 days. The computer servers are protected with a firewall. Accessibility to our computer server hardware is limited to a few employees.
Our office employees are screened by means of a Certificate of Good Conduct before they have access to customer data.
After performing the import or export move and closing the move file, all data will be stored on our server for 12 months. After this period, the data will be deleted from our computer server.
All data we receive from our customers is accessible to Global Move specialists during the process of preparing, executing and completing the import or export move. After completion of the move, the confidential data will be destroyed within one year and the non-confidential data will be retained for seven years and then anonymized in ERP System.
The suppliers we work with have demonstrable reliability with regard to the processing of digital (and, if applicable, confidential) data from our customers. At the start of the collaboration, we reminded the suppliers of their responsibility with regard to handling (confidential) data. We monitor their performance periodically.
In our outgoing emails, we have a disclaimer in the signature, which also includes a direct link to our website, which contains an explanation of how we deal with data protection. This is also included in our general terms and conditions.
All confidential paper data of our employees is stored in a lockable cupboard, which is only accessible to the CEO, the General Manager and the Finance/HR Manager.
All confidential data on our employees’ computer server is separated from our operational data and is only accessible to the CEO, the General Manager and the Finance/HR manager.
Every year, employees receive a repetition/explanation on how to deal with privacy-sensitive information and the processing of documents.