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CLiP IT Solutions

    
CLiP IT Solutions Ltd
Construction Industry Accounts

phone: 01935 434 435
email: info@clipitsolutions.co.uk
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GDPR (General Data Protection Regulation)

Most people have heard about GDPR coming into effect on the 25th May. CLiP IT Solutions have been asked about it by customers so we have put this brief guide together. Please note this is not an exhaustive document and is designed to help you be aware what data is held within the CIA and PAYE Plus software.

The GDPR provides the following rights for individuals:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision making and profiling.

If you need more information on GDPR then The Information Commissioner’s Office (ICO) guide can be found here https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/key-definitions/

With handy checklists here https://ico.org.uk/for-organisations/resources-and-support/data-protection-self-assessment/getting-ready-for-the-gdpr/

Personal Data held within CIA and PAYE Plus is normally within the PAYE, Subcontractor and possibly Customer sections of the software. Control over who has access to these parts of the software can be set within the Security menus.

The CIA software is normally installed in C:\CLiP IT Solutions on a server or an individual computer depending on your network setup. You may want to limit who has access to these folders within your network setup.

Personal Data held in files created by CIA and PAYE PLUS but held outside the software are situated as:-

CIA - The following files are created in subfolders within your CIA folder, the folders are named as "Company Name" followed by below:-

  • Subcontractor Verifications  - Contains personal data*
  • Monthly Return – Contains personal data*
  • BACS Payments.txt – not in a subfolder – contains personal bank data

Files marked with * will be encrypted when created after the 2.9 Build 1 update all the files created before this will not. You may wish to delete these files.

PAYE Plus - The following files are created in subfolders within PAYE Plus, the folders are named as "Company Name" followed by below:-

  • Pension Data Files – contains personal data
  • NINO Verifications – contains personal data*
  • Employer Payment Summary – does not contain personal data*
  • BACS Payments.txt – not in a subfolder – contains personal bank data
  • Full Payment Submission - Already Encrypted

Files marked with * will be encrypted when created after the 2.9 Build 2 update all the files created before this will not. You may wish to delete these files.

Tips

  1. Ensure each user only has the rights within the software relevant for their roles (these can be changed within the Security menu)

  2. You may wish to delete the old files listed above (please contact us if you are unsure on which files)

  3. Make sure you know where old backups are and decide if you want to delete the same files mentioned in number 2

  4. Change users passwords regularly (within Security)

  5. Control who is allowed into/can see your CLiP IT Solutions folder where all the programs are held, this is normally on your C: drive (or that of your server if you have one)

CLiP IT Solutions Limited
Unit 3, Plot 5b, Watercombe Lane, Lynx Trading Estate, Yeovil, Somerset, BA20 2SU