View Categories

Data Security and Confidentiality Policy

1 min read

  1. Introduction
    1. VMG is committed to protecting the confidentiality and security of our clients’ data. This policy outlines the guidelines for handling sensitive client information.
  1. Authorized Persons
    1. Only authorized personnel may access and share client data or permit data to be shared. Authorized persons include:
      1. The owner of our customers organisation
      2. The end users that have been granted written permission by the owner of the customers organisation
      3. VMG Regional/National Frontline Managers
      4. VMG Support Operations Manager
      5. VMG Office Manager
      6. VMG Bookkeeping Services Manager
      7. VMG Executive Committee (Exco)
  1. Data Sharing Restrictions
    1. No Unauthorized Sharing: Under no circumstances should VMG staff share client data with any third party without explicit written authorization from an authorized person at the client organization.
    2. Secure Communication Channels: All communication involving client data must be conducted through approved channels (e.g., encrypted email, secure file transfer protocols).
    3. Client Data Access: Client data should only be accessed on a need-to-know basis and within the scope of authorized duties.
    4. Data Export and Sharing: Exporting client data to personal devices or unauthorized systems is strictly prohibited.
    5. Data Minimization: Only the necessary data should be shared to fulfil specific business requirements.
  1. Data Breach Reporting
    1. In the event of a data breach or suspected data compromise, all staff members are obligated to report the incident immediately to the VMG Exco.
  1. Training and Awareness
    1. All VMG staff members will undergo training to stay informed about best practices for data protection.
  1. Consequences of Non-Compliance
    1. Failure to comply with this policy may result in disciplinary action, up to and including termination of employment.   
  1. Conclusion
    1. By adhering to this policy, we can safeguard our clients’ data and maintain VMG’s reputation as a trusted provider of Dealership and Workshop Software solutions.