Data Handling Policy

Data Handling Policy
1. Purpose
This Data Handling Policy outlines the principles and procedures for managing, storing, processing, 
and securing data to ensure integrity, confidentiality, and compliance with applicable regulations 
while working with all our partners.
2. Scope
This policy applies to all employees, contractors, and third-party service providers who access, 
process, or manage data within our systems. It covers all forms of data, including but not limited to 
customer information, business records, and transactional data from all partners.
3. Data Collection & Processing
• Data from partners will be collected only for legitimate business purposes and in 
compliance with applicable laws and contractual obligations.
• Personal and sensitive data will be processed with explicit consent where required and 
handled responsibly to minimize risks.
• Any third-party data sources must comply with relevant data protection regulations and 
security standards.
4. Data Storage & Security
• Data from all partners will be securely stored using industry-standard encryption and 
access control measures.
• Access to data is restricted based on the principle of least privilege (PoLP), ensuring that 
only authorized personnel can access specific data sets.
• Regular security audits and vulnerability assessments will be conducted to prevent 
unauthorized access and breaches.
5. Data Sharing & Access Control
• Internal and external data sharing must be governed by predefined access controls and 
approval mechanisms.
• Any data sharing with third parties must be governed by agreements ensuring data 
protection and compliance.
• Multi-factor authentication (MFA) and logging mechanisms will be enforced for sensitive 
data access.
6. Data Retention & Disposal
• Data from all partners will be retained only for the duration necessary to fulfill its intended 
purpose and comply with regulatory requirements.
• Secure data disposal methods, including anonymization and deletion, will be employed to 
prevent unauthorized recovery of obsolete data.
• Periodic reviews will be conducted to ensure compliance with retention policies.
7. Compliance & Legal Requirements
• All data handling practices will align with applicable laws, industry standards, and 
contractual obligations with partners.
• Regular training and awareness programs will be provided to employees handling data to 
ensure adherence to data security and compliance policies.
• Any breaches or incidents will be promptly reported and addressed in line with established 
incident response procedures.
8. Monitoring & Review
• Data handling procedures will be regularly reviewed and updated to reflect evolving security 
threats, legal requirements, and business needs.
• An internal audit mechanism will be in place to ensure adherence to this policy.
9. Contact & Queries
For any concerns or inquiries regarding this policy, please contact our Data Protection Officer at service@koolatron.com