P5,p6

Siti Ramlan Unit 4 – P5&P6

Legal Issues

Ethical issues

Operational issues

Siti Ramlan Unit 4 – P5&P6 Legal Issues Legal issue are laws set by the government or people part of the parliament. There are legislation issues for businesses where there is copyright and stolen such as logo, scheme and ideas.

Data Protection Act 1998 Data Protection Act is a law that is created to protect important and personal information that is being stored onto computers or paper filing system. It is important that information is protected a business or the government because it can lead into issues of copyright or getting information stolen. When businesses have their information protected because another organisation or someone can steal it will lead to committing a crime if it has been told out or stealing without permission to use it.

In Waitrose it is important that they protect their information and backing it up. When data protection is safe and done within Waitrose then apply data protection law. Data protection law is done by a data controller which progression all personal data.

Data controller is when someone who decides the purposes and processes of personal data. This means that the data controllers chooses to what personal data should be procedure and why. In this case the data controller that Waitrose has would be an employer. How Waitrose have data protection act is on their This is the terms and conditions websites where there is terms and conditions which allow anyone to accept for Waitrose of different services or decline to the laws in order to use a service. An example of terms and for customers and employees. condition that Waitrose has provided for their customers is my Waitrose card. With my Waitrose card it collects each customer purchase. It keeps a track of the my Waitrose card this then has to be data protection act of customers important information with personal details such as name, address, emails and phone number. No other businesses can take Waitrose information away because it will be an issue if it goes missing and all the data can be changed. All of employees and customers personal information is stored safely on secure server. Waitrose can use information to contact each individual to inform them about any sales offer or latest deals that is happening in the stores.

For everyone is using that is using data that controls how personal information is used by Waitrose.

This then lead for Waitrose to follow the law to ‘Data Protection Principles’ which make sure that personal information is: • • • • • • •

Keep safe and secure Used fairly and lawfully Not kept for longer than is entirely necessary Used for limited purposes Being handled according each individual data protection rights Accurate and up to date Used in a method of adequate, relevant and not excessive

Siti Ramlan Unit 4 – P5&P6 Computer Misuse Act 1990 Computer Misuse Act is a law that has no rights to an authorise access to some else computer. That is why information is needed to be protected on data protection because anyone can take all of importance information. In a business it is important to get information protected because anyone can get their information where they can change the data and share what the business have. For instance customer details, business ideas and planning, future development, stock information and products. An example would be hacking which they can get onto people systems which is illegal because hackers have no rights to take something that is someone else stuff. Hackers are an unauthorised where they use connections to achieve onto accessing with getting security passwords or other security to see data that is stored in another computer. An example would be a hacker can use and research certain sites on the internet using software hacking tools.

There is 3 computer misuse act that Waitrose has to be aware of that someone that can take their information where there will be consequences. First computer misuse act is unauthorised access to computer material which means someone who copies software in any computer such as hacking. An example would be a person trying to access to another computer through communications network of telegraph, telephone, broadcasting or cable. Punishment for this is 6 months imprison or up to £5,000 fine. Secondly it is unauthorised access to intent to commit or facilitate commission of further offences. This is when it gets more serious with cases of hacking which leads up to 5 years of imprison and an unlimited fine. Lastly it is unauthorised modification of computer material which is illegal obliteration of software or data. This is also up to 5 years of imprison and an unlimited fine.

Copyright

Waitrose has a computer misuse act which is their logo that can lead to copyright. It is important that other businesses do not steal their logo because it is theirs which started off from why and how Waitrose started. There are many things that are provided and for everyone for Waitrose such as logo, slogan, information and website. On Waitrose website it is a main part to include all the information and have the logo to represent the business. Customers can use the services that have been provided on Waitrose website however no information is allowed to be copied and used on another website. Whereas customers wanting to do shopping online there has to be information to tell the customer on how the process is whether it is delivery or collect. As for Waitrose they have provided information about online shopping for delivery where it is free for all customers but what they to do is to fill in the details like enter postcode and booking slot. Once put all the products in basket and ready to purchase Waitrose will then deliver with the time that customers prefer.

Break of provision This is when any individual break the provision which are like certain conditions to a business. This then can be reported to the police and may have to face the consequence such as a fine or imprison.

Waitrose has to make sure that they do not break any law in terms of computer misuse act.

Siti Ramlan Unit 4 – P5&P6 Freedom of Information 2000 Freedom of information has right of access held by public authorities. As public authorities government departments, local authorities, police forces, state schools and the NHS are included. However freedom of information does not essentially cover every business that receives public money. An example would be the act cannot cover some charities that receive funding and even private sector businesses that do public functions.

This law is accessible to any to get information even if the request from people who work for different business. The information could be used to competitor advantages to see how the business is doing such as having new products or development. Depending on valuable information that Waitrose have can possibly keep and only to share important information that everyone needs to know. Evidenced information that Waitrose have is for example computer files, emails, images, printed documents and sound or video recordings. Waitrose can protect their information that is given to the member of the public such as: • • •

Keep track on any information that is given to the public To be informed about certain information that Waitrose need to know Observe to what information that is given to certain individuals such as Waitrose competitors

Ethical Issues Ethical issues are an argument of right or wrong that requires a person or business to choose between alternatives. In a business it means to be in agreement with policy and values that are the standards of work. An example would be the use of email on how in a business as in the office to what is right and wrong about using email.

Internet Internet is a global network on the computer providing varieties of information and communication facilities using internet connection. The use of internet can keep individuals personal information safe but not to be saved online. Personal information such as account details, passwords, name, address and email. This is a way that research can be done using internet to Google, Yahoo and other internet networks.

Waitrose has their website on the internet which is a good way to communicate with customers online. With Waitrose website it has all provided information is there which let everyone know. It includes shopping online, policies, products, terms and conditions.

It is a useful technology that Waitrose can do research on in order to improve their business such as checking reviews, comments and opinions being shared online. However internet has a negative impact where Waitrose has to be careful because it can lead to links or advertising that are irrelevant which some of the sites are illegal. Especially employees have to use internet properly because other employees can check on the computer through history or IT department can track what is being done. Waitrose should be

Siti Ramlan Unit 4 – P5&P6 using internet if it is work related need to be saved like if records of customers purchases and order products. This can include my Waitrose card which keeps track of customer purchases.

Use of Emails Email is a way to communicate online using technology to send a person or more people messages using email address. It is not expensive only requires to have internet when to send a message. This whole invention of email discovered in 1993. The purposes of an email is to forward, attach a file, deliver, sent, draft, receive and to. In a business the offices uses email to send messages for employees regarding any important information. Waitrose employer or manager would send an email to employees on informing information about meetings, sales and promotions, improvements and economic.

It is a quick and less time to pass along the message around in Waitrose. Employees are able to access information from their phone or computer. In Waitrose a way of using email is to their customers. For instance it can be customers sending email to Waitrose email from their website asking about when their delivery, Waitrose will then have to reply as soon as possible which shows that they have responded. This will receive to mainly customer service because they are to deal with customer problems or their needs. Waitrose can also send an email to customers regarding on sales or new promotions to let them know what is happening which inform the customers good information. It is a way to communicate with customers and employees regarding Waitrose when there is important information that has to be told. In other use of email in Waitrose is that to keep information privately within the business so that other businesses cannot use important information against them such ideas, planning, economic, improvements and income rates. When information is not protected then competitors can use the ideas that Waitrose which then they will need to go for back up plans. To make Waitrose look professional and have responsibility is when sending emails to customers or employees are to make sure that is done correctly. In this case the meaning of ways for Waitrose to send emails properly is by: • • • • • •

Before sending email make sure to use spelling checker and never have spelling errors Always put ‘Dear Madam or Sir’ before even writing the sentence Always to put name at the of the message on the email to let the person know who it is from or by a business To type in formal way and at the beginning of sentence to use capital letters Do not send attachments an example sending a customer information and details to another customer Good punctuation

However there are negative facts about using emails. When sending an email there can be high risks of spam which link to inappropriate sites, downloading and advertisement. This then is easily to spread viruses with the cause of spam.

Siti Ramlan Unit 4 – P5&P6 Whistle‐blowing Whistle‐blowing is when someone revealing behaviour or the way they act. It can inform people in a working environment that is reminded of to the act that is behaved. An example would be when an employee is not happy at work and have told to public or online which is not good because it makes the business have a bad reputation. The employee should have told the manager or CEO to what is going on instead of telling the public.

Waitrose has their own set of law and policies to which especially employees have to follow along with the government laws. In other case if someone will be a whistle‐blower and if Waitrose does something wrong it will be revealed to the public and it will to will lead to having a bad reputation. It is an issue if Waitrose have a bad reputation because then their competitors is in the lead and has to have ideas to how to solve the situation. With the economic issue there have several whistle blowing such as financial and banking.

Policies and dealings are planned to determine for decisions and actions. All activities is set place within the boundaries set by Waitrose. Procedures are particular employed to state policies in action in everyday operations in the business. When procedures and policies guaranteed to point of view by governing part of a business is explained step by step to the result in an outcome well‐matched with that opinion.

Whistle‐blowers that are in Waitrose should report to higher authority of any problem that is happening within the business. It allows whistle‐blower to report to the media about the bad behaviour within Waitrose where it does lead to bad reputation. An example is that Waitrose competitors could spread the information and take advantage by not using it to their business that does not get whistle‐blowing. This is because other businesses do not want to get whistle‐blowing to their business and have bad reputation too.

Siti Ramlan Unit 4 – P5&P6 Policies and code of practice

Waitrose has provided information that says how data and information being saved on their website.

Policies are rules that are set by a business or an individual and must be followed. It is to set the rules and expectations to have responsibility to make the business good and provide the best services as they can to the public. The policies come from legislations which are the law that is set from part of governing and it is to ensure to protect the safety of the public. Waitrose have policies within their food suppliers where they have fair trade for their products. Even with employees Waitrose need to have policies for them. Code of practice is a set of written regulations issued by an official body or company to its members that explain on how people to work in particular job and should behave.

Legal policies In Waitrose there are employee policies where the rule has to be followed. It is a way of responsibility on how to act within in the business. The aim of the policy is on how employees contribute to and share in the rewards of the success of Waitrose. Also it is the way how Waitrose communicate in managing their environment impacts, how they are working local communities, suppliers, partners and suppliers. Waitrose also have Privacy policy which let everyone know the policies set by the business itself to reach out how the business work in terms of services. It has information to let customers know that how their personal information and data is saved or how it works. This then includes term and conditions have been written on Waitrose site.

Ethical policies With ethical Waitrose have a policy of fair trade for certain products. Fair trade is trading between businesses and producers in developed countries for fair prices to get paid to the producers. An example would be Waitrose products that are farmers made which can sell on fair‐trade term also providing a better deal. It is beneficial to fair‐trade because it offers customers a way to decrease poverty through their everyday shopping. To ensure communities in poor countries can use the profits that they make from fair trade to invest for their future. With fair trade it is the opportunity to improve lives and plan for the future. Waitrose have products that are fair‐trade for example coffee which is made by the producer in another country which produces the coffee bean and making the whole process of it. There are many other products that Waitrose sells that are fair trade such as tea, cocoa powder, chocolates, sugar, fruits and vegetables. Fair trade can be known as organic and it is part of wide ranging environmental protections. In 2007 Waitrose in the UK that has become the first supermarket that sell fair trade bananas entirely. This make a good impact for Waitrose for customers to buy products that are good valued and great deal.

Siti Ramlan Unit 4 – P5&P6 P6: Explain the operational issues in relation to the use of business information In this assignment I am going to explain the operational issues in relation to the use of business information within Waitrose.

Operational Issues Operation is the way of how a business functions and that is in or ready for use.

Policy/Procedure This is laws and policies set by businesses to reach achieve their goals. Waitrose has provided privacy policy on their website for customers in terms of their services. Also there is an employee policy where they have to follow the rules of Waitrose.

Security of information Security of information is information being secured that deals with maintaining availability of organisational information and knowledge.

It is important for every business to have security of information because it allows having information that is needed which other businesses cannot use. The information can be use anytime it is like a backup plans where it can make Waitrose good decisions that will be beneficial. A way that Waitrose keep information is on IT systems that are dealt by IT department that is kept safe and protected.

However there is negative impact which is Waitrose information can lose information because of viruses. A virus is a small software programme that is created to spread from one computer to another which can ruin the computer system. To make sure that Waitrose does not get any virus on their computer is to update operating system and anti‐virus software.

Back up Back up is the meaning of keep storing and updating information that will be hard for people to hack into the system. When information is being saved the information will not be lost. Waitrose have information being saved on hardware which are equipment being provided such as on computer system, desktop and computer. Hardware is a device that is connected to the computer or something that can be physically touched such as a mouse, keyboard, printer, webcam and computer. The information will be stored on a different hardware from original version. It is to prevent computer misuse act to hack into the information even if information is lost or damaged Waitrose will have a copy whether it is on hardware or other computer system. An example would be my Waitrose card which has individual customer details on the computer system which keeps a track on their purchases which allows the business to send coupons on next shopping for sales off such as 10% off or £5 to £10 off when spending over £50. When personal details are all backed up that is updated with information and by storing every time it will try to avoid computer misuse to get the information.

That is why it is important to back up all customer details because it has all information with name, address, phone number and email.

Siti Ramlan Unit 4 – P5&P6 Health and safety A business need to behave and act around the stores it to make sure to be safe. The reason being employed in a business it has to go through training where employees will help to go through with equipment such as working in tills, shelf stacking, fire alarms and fire exit. For instance employees in Waitrose must be able to use health and safety rules in case of emergency problems such as to be able to know which fire exit and to warn or get all employees and customers out. To be able to use health and safety around computer is an important one for every business. It is the protection of employees and customers. Correct way of using a computer that Waitrose can do mainly towards It department: • • • • • • •

No food or drink Monitors and keyboard should be straighten after being used Back straight when seating in front of the computer it can cause back injuries Do not stare at the computer for too long which can damage eye sight and have breaks No listening to music Adjust chair for comfortable when seating which is good for viewing distance and posture Adjust position of screen, the mouse and keyboard around 18 inches or more away that make you feel comfortable

Organisational policies Organisational policies help to make sure that decisions are made by the organisation that can affect employees. Waitrose has guidance to help their employees that is there for policies which is to obey with legislation. There is a policy where employees having breaks whether it is it part or full time in working but for part time employees the breaks is shorter. To make sure that employees follow the legislation is by having them to commit to the policy this is like an agreement where they have to sign it. For example if an employee in Waitrose is keeping up with data on their software that have information of customer details and keep on track of their purchases. The employee then has to be followed with the policy given by Waitrose and the requirements of data protection act because it is to protect information on the computer. Examples of organisational policies are: • • • •

To meet legal requirement Contribute to productive of their impact Make sure that they are understandable and consistent Take full account of their impact

Business continuance plan This is when businesses have another plan in order to help them for improving and have backup plans. This is a way to compete their competitors where Waitrose can always have plan B. It is to plan for the future and plan to cover in order to make any business successful. In this case an example for

Siti Ramlan Unit 4 – P5&P6 Waitrose would be if the business is going worldwide they need to have discussion on how the funding for money to get there. Money rates would be different so other countries can either have higher or lower prices compared to UK it is depending on the money convert.

Another processes and procedures are to ensure that all the information is backed up in case if an incident happens it will be stored during or after the situation. It can cause natural disaster such as fire, accidents, floods, earthquakes and hacking into the computer system. That is why employees have to make sure to keep information stored in a safe place. Waitrose should store in a safe place because it stop the risk of information getting damaged or lost.

Costs This is when businesses to have expenses to allow money to buy any facilities that are needed.

Money is always being spent on everything in a business such as stock, employee salaries, electric bills, transportation and on the store. Waitrose provide much equipment in the business in order to provide services for customers and to be safe. Examples of equipment are security cameras, tills, baskets, trolleys, computers and self‐checkout.

Additional resources needed Business and money are the resources needed because without those a business cannot function properly. This means to have enough employees and computer systems that are working. Also to make sure that information is always updated on time and safe. The money is that to pay for good employees that can protect all important information from getting hacked or stolen with spending on computer systems such as having new software.

Cost of development This is for the business or develop or solutions that already available but needs to be improved.

Waitrose has developed in their technology where in the bigger store they have provided own scanner for customers which is called ‘Quick Check’. The scanner is taken by customers and they have to scan the products it will allow to add up after the whole shopping the customer then will go to the desk to pay for the items. The process of it is to sign up for quick check which is going to be saving on Waitrose computer system of customer details. The important when signing up for quick check the process to pay with debit or credit card which then is important to have data protection act.