Key details

• Company: Dewar Brothers Ltd.
• Website: huskcasesuk.co.uk.
• Most recent update: 6 October 2026.

Dewar Brothers Ltd, Cleuch Mill, Lower Mill Street
Tillicoultry, Clackmannanshire
FK13 6BP, Scotland

Introduction

Dewar Brothers Ltd needs to gather and use certain information about individuals.

These can include customers, suppliers, business contacts and other people the organisation has a relationship with or may need to contact.

This policy describes how personal data must be collected, handled and stored to meet the company’s data protection standards and comply with the law.

Why this policy exists

This data protection policy ensures that Dewar Brothers Ltd:

• Complies with data protection law and follows good practice.
• Protects the rights of customers, staff and business partners.
• Is open about how it stores and processes individuals’ data.
• Protects itself from the risks of a data breach.

Data protection law

The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended, govern how organisations, including Dewar Brothers Ltd, collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials. Personal information must be collected and used lawfully, fairly and transparently, stored securely and not disclosed unlawfully.

The UK GDPR sets out seven key principles:

• Lawfulness, fairness and transparency: personal data must be processed lawfully, fairly and transparently.
• Purpose limitation: personal data must be collected for specified, explicit and legitimate purposes.
• Data minimisation: personal data must be adequate, relevant and limited to what is necessary.
• Accuracy: personal data must be accurate and kept up to date where necessary.
• Storage limitation: personal data must not be kept for longer than necessary.
• Integrity and confidentiality: personal data must be protected against unauthorised or unlawful processing, accidental loss, destruction or damage.
• Accountability: the company must take responsibility for complying with these principles and be able to demonstrate its compliance.

People, risks and responsibilities

Policy scope

This policy applies to:

• The head office and any branches of Dewar Brothers Ltd.
• All staff and volunteers of Dewar Brothers Ltd.
• All contractors, suppliers and other people handling personal data on behalf of Dewar Brothers Ltd.

It applies to personal data that the company holds relating to identifiable individuals. This can include:

• Names.
• Postal addresses.
• Email addresses.
• Telephone numbers.
• Any other information relating to an identified or identifiable individual.

Data protection risks

This policy helps to protect Dewar Brothers Ltd from data protection risks, including:

• Breaches of confidentiality, such as information being disclosed inappropriately.
• Failure to respect individuals’ rights, such as failing to act on a valid objection to direct marketing.
• Reputational damage resulting from the loss, misuse or unauthorised disclosure of personal data.

Responsibilities

Everyone who works for or with Dewar Brothers Ltd has responsibility for ensuring personal data is collected, stored and handled appropriately. Anyone handling personal data must process it in line with this policy and data protection principles.

Company management is ultimately responsible for ensuring that Dewar Brothers Ltd meets its legal obligations and assigns responsibility for:

• Keeping up to date with data protection responsibilities, risks and issues.
• Reviewing data protection procedures and related policies in line with an agreed schedule.
• Arranging data protection training and advice for people covered by this policy.
• Handling data protection questions from staff and others covered by this policy.
• Dealing with requests from individuals to access their personal data or exercise other data protection rights.
• Checking and approving contracts or agreements with third parties that process personal data on the company’s behalf.

Those responsible for the company’s IT systems must ensure that:

• Systems, services and equipment used to store personal data meet appropriate security standards.
• Regular checks are performed to ensure security hardware and software function properly.
• Third-party services are assessed before being used to store or process personal data, including cloud computing services.

Those responsible for marketing activities must ensure that:

• Data protection statements attached to communications are accurate and appropriate.
• Data protection queries from journalists or media outlets are referred to the appropriate person.
• Marketing activities comply with applicable data protection and electronic marketing rules.
• Marketing preferences and objections are recorded and respected.

General guidelines for data usage

• Only people who need personal data for their work should have access to it.
• Personal data must not be shared informally. Requests for access to confidential information should be directed to company management.
• Dewar Brothers Ltd will ensure that suppliers handling personal data on its behalf understand their responsibilities.
• Strong, unique passwords must be used and must not be shared. Multi-factor authentication should be used where available.
• Personal data must not be disclosed to unauthorised people, either within the company or externally.
• Personal data must be reviewed regularly and corrected when it is inaccurate or out of date.
• Personal data that is no longer required must be securely deleted or disposed of, subject to applicable retention requirements.

Data storage

These rules describe how and where personal data should be stored securely. Questions about storage should be directed to company management or the person responsible for IT.

When personal data is stored on paper, it must be kept in a secure place where unauthorised people cannot see or access it. These guidelines also apply to information that is normally stored electronically but has been printed.

• When not in use, paper records must be kept in a locked drawer, filing cabinet or other secure storage area.
• Paper records and printouts must not be left where unauthorised people could see them, including on printers.
• Paper records must be shredded or otherwise disposed of securely when no longer required.

When personal data is stored electronically, it must be protected against unauthorised access, accidental deletion and malicious activity:

• Access must be protected by strong, unique passwords and appropriate access controls.
• Removable media, such as USB drives or external disks, must be encrypted where appropriate and stored securely when not in use.
• Personal data must only be stored on approved systems, drives, servers and cloud services.
• Physical servers containing personal data must be protected against unauthorised access.
• Personal data must be backed up regularly. Backups must be protected and tested in line with the company’s backup procedures.
• Personal data may only be stored on laptops or mobile devices where this is authorised and appropriate security measures are in place.
• Devices used to access personal data must have appropriate security software, access controls and current security updates.

Data use

Personal data can be at risk of loss, corruption or theft when it is accessed and used. The following rules apply:

• Computer screens must be locked whenever devices are left unattended.
• Personal data must only be used for authorised purposes and shared with authorised recipients.
• Before sending personal data, staff must check the recipient and use a secure method appropriate to the sensitivity of the information.
• Encryption must be used where appropriate to protect personal data during transfer.
• Restricted international transfers must only take place where the applicable UK GDPR transfer requirements have been met.
• Staff must use approved records and avoid creating unnecessary copies of personal data.

Data accuracy

Dewar Brothers Ltd must take reasonable steps to ensure personal data is accurate and kept up to date where necessary. The effort required should reflect the purpose for which the information is used and the consequences of inaccuracies.

• Personal data should be held in as few places as necessary.
• Staff must not create unnecessary additional data sets.
• Staff should take appropriate opportunities to confirm and update information, such as checking a customer’s contact details when they get in touch.
• Dewar Brothers Ltd will make it easy for individuals to request corrections to their personal data.
• Inaccuracies must be corrected promptly once identified.
• Marketing records must be checked against the company’s suppression records and any applicable preference services before use.

Subject access requests

Individuals have the right to ask Dewar Brothers Ltd whether it processes their personal data and to request a copy of that data, together with information about how it is used.

This is known as a subject access request. Requests may be made verbally or in writing. Individuals can contact us through our website or write to:

Dewar Brothers Ltd, Cleuch Mill, Lower Mill Street
Tillicoultry, Clackmannanshire
FK13 6BP, Scotland

Individuals do not have to use a particular form or include the words “subject access request”.

Requests will normally be handled free of charge and answered without undue delay, usually within one month. Where a lawful extension or other exception applies, the company will explain this to the individual.

Dewar Brothers Ltd may request information reasonably necessary to confirm the identity of the person making the request before disclosing personal data.

Disclosing data for other reasons

In certain circumstances, the law permits or requires personal data to be disclosed to law enforcement agencies or other authorities without the individual’s consent.

Before disclosing information, Dewar Brothers Ltd will check that the request is legitimate, identify the applicable lawful basis and disclose only information that is necessary. Legal advice will be sought where appropriate.

Providing information

Dewar Brothers Ltd aims to ensure that individuals understand:

• What personal data the company collects.
• Why the data is collected and the lawful basis for using it.
• How the data is used and who it may be shared with.
• How long the data is retained.
• How to exercise their data protection rights.
• How to raise a concern or make a complaint.

The company’s privacy policy provides information about how personal data is used and is available on huskcasesuk.co.uk.