Users may only collect personal information on privacy subjects if such information is necessary for business purposes of DVLA or when the privacy subject has given permission in writing that his/her personal information be collected by or on behalf of the DVLA.
Users will, when collecting personal information, disclose such information for the purpose it is collected for.
Personal information will not be used or disclosed for any purpose but the purpose disclosed to the privacy subject.
Personal information will only be disclosed if:
Access to personal information collected and maintained by DVLA will be restricted and limited to those users who need access to such information for DVLA business and administrative purposes and who are authorized to access the personal information for that purpose only.
Users will not collect, maintain, use, or disclose personal information for personal or illegal purposes.
Personal information to be retained will be retained in accordance with DVLA Records Management Policy.
On application by a privacy subject of which private information was called for by DVLA, DVLA will disclose to the applicant:
On application by a privacy subject, DVLA will update or destroy any personal information of such individual if the information is not necessary for the future business purposes of DVLA.
DVLA may request, collect and store personal information of privacy subject.
Personal information of privacy subject may only be used for legitimate and reasonable management, including compliance with empowerment and equity legislation
Upon request by privacy subject, DVLA will disclose all personal information collected and stored referring to that privacy subject excluding opinions, ratings and measurements referring to that privacy subject created and used by DVLA.
Personal information of privacy subjects will be stored in such a manner that only authorized DVLA employees have access thereto.
It should not be possible for any employee (excluding authorized employees) to access personal information of any privacy subject held by any department of DVLA.
Personal information of privacy subjects will not be used, disclosed or copied outside the purpose it was collected for, without the prior written consent of the privacy subject.
DVLA will take all reasonable steps to update personal information of privacy subjects in its possession.
DVLA may, if necessary and required, infringe privacy subject's privacy in any manner and only:
DVLA’s right, detailed in clause 4.1.3, will only be enforced with the prior written consent of the CEO of DVLA: Legal Department or Lawyers and if the information in respect of facts required cannot be collected in any other manner than through the infringement of the privacy subject's privacy.
In reliance upon the right detailed in clause 4.1.3, DVLA will have due regard to the privacy, dignity and equality the privacy subject, subject to privacy infringement.
DVLA’s duty cannot and right to intercept employee communications is detailed in the Internet Policy and the Interception and Surveillance Policy.
DVLA cannot guarantee confidentiality or privacy of open electronic communication facilities used by privacy subjects, including but not limited to the internal, e-mail, instant messaging File Transfer Protocol (FTP), newsgroups, subscriber directories and cookies.
DVLA will, as far as reasonably possible, provide employees with the necessary tools and guidelines to provide basic online privacy features such as tools to detect and destroy spy ware located on employee’s workstations
Take all reasonable caution to prevent the unauthorized disclosure of fellow employee’s personal information;
Take due care to ensure the protection of personal information when using online communication facilities; and
Set and maintain internet browser privacy setting on "Medium High" as detailed in Annexure “A”
Failure and/or refusal to abide by the rules detailed in this policy will be deemed as misconduct and DVLA may initiate the appropriate investigation and disciplinary action against users. Such steps that may include dismissal.