YOUR INSTITUTE IS NOW PART OF THE PAPERLESS SOCIETY!
Finally, IIMS can announce it has gone paperless. The creation of the ICD (IIMS Central Database) using the Zoho Creator platform has taken a couple of years to develop, test and implement. But the results are pleasing and significant to see.
Our accounting function went paperless a while back with the introduction of Xero a couple of years ago. The Education department and Professional Qualifications followed next. The Certifying Authority MCA coding was more complex; and finally, the entire membership is stored and managed online using the ICD.
As the team has got to grips with the changes, it has meant learning a series of new skills, but we’ve done it! IF GDPR AFFECTS YOU, HOW WELL DO YOU COMPLY WITH DATA PROTECTION LAW?
Recently a small craft surveyor wrote to IIMS advising he had received an official looking letter from ICO (Information Commissioner’s Office). Thinking it might be a scam to extort money, he referred back to the Institute. The letter is indeed official, requesting a response and payment within 28 day. There is a requirement by law if you hold third party client or customer data electronically to register with ICO and pay a small annual fee to show compliance with the regulations. Failure to do so can lead to a fine of up to £4,000. And if you do not need to pay, you are required to file a nil return to inform ICO you are exempt.
Here is an extract from the letter (with certain parts redacted).
“I’m writing from the Information Commissioner’s Office (ICO), the UK’s data protection regulator. Our records show that you are not registered with us. Registering as a fee payer shows your customers that you take your data protection obligations seriously and [YOUR BUSINESS] will be listed alongside the other companies in the manufacturing industry who pay their fee.
The Data Protection (Charges and Information) Regulations 2018 require every business that processes personal information to pay a data protection fee to the ICO, unless they’re exempt. If you need to pay and don’t - you could be fined up to £4,000.
If you hold customers’ names, addresses or phone numbers on computer, you’re processing personal information and may need to pay.
Most companies need to pay £40 or £60 a year. There aren’t many situations where you’d be exempt from paying a fee. If our online fee checker says you don’t need to pay, please let us know by filling in the short form at
ico.org.uk/no-fee, and we’ll update our records.
There’s no need to call us as well as completing the form, but we do have a helpline number in case you need it: 0303 123 1113.”
The General Data Protection Regulations formally came into force in May 2018. It is a complex piece of regulation to understand. More information on whether you as liable to pay or not as a sole trader or small business can be found at
https://ico.org.uk/for-organisations/data-protection-fee/self-assessment/ - do the self assessment check.
If you receive such a letter from ICO you are urged not to ignore it!
24 | The Report • March 2020 • Issue 91
Member News
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