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Data Protection Policy


City Office NI Ltd needs to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.

Why this policy exists

This data protection policy ensures City Office NI Ltd:

Data protection law

The General Data Protection Regulation (2018) describes how organisations like City Office NI Ltd must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The General Data Protection Regulation (2018) is underpinned by six principles. These say that personal data must be:

  1. Processed lawfully, fairly and in a transparent manner in relation to individuals.
  2. 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.
  3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
  4. 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.
  5. 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 organisational measures required by the General Data Protection Regulation (2018) in order to safeguard the rights and freedoms of individuals.
  6. 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 measure.

Policy scope

This policy applies to:

It applies to all data that the company holds relating to identifiable individuals

Data protection risks

This policy helps to protect City Office NI Ltd from some very real data security risks, including:


Everyone who works for or with City Office NI Ltd has some responsibility for ensuring data is collected, stored and handled appropriately. Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.

However, these people have key areas of responsibility:

Data Protection

City Office NI Ltd

67 Boucher Crescent


BT12 6HU

This includes –

  1. Requests to change data (Right to Rectification)
  1. Requests for deletion of data (Right to Erasure)
  1. How to access your data (Subject Access Request)

General Staff Guidelines

Data Storage

These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the Operations Director or Service Manager. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:

When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

Data Use

Personal data is of no value to City Office NI Ltd unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:

Data Accuracy

The law requires City Office NI Ltd take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort City Office NI Ltd should put into ensuring its accuracy. It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.

Subject Access Requests

All individuals who are the subject of personal data held by City Office NI Ltd are entitled to:

If an individual contacts City Office NI Ltd requesting this information, this is called a Subject Access Request. Subject access requests from individuals should be made by email, addressed to or in writing to –

Data Protection

City Office NI

57 Boucher Crescent


BT12 6HU

Requesting this information is free of charge and all requests will be responded to within one month of the request being received.

Disclosing Data for Other Reasons

In certain circumstances, the General Data Protection Regulation (2018) allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, Data Protection will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.

Providing Information

City Office NI Ltd aims to ensure that individuals are aware that their data is being processed, and that they understand: