The purpose of this Policy Governance document is to ensure that all Enterprise Data Insight policies are created, reviewed, approved and maintained in a structured and controlled manner. This provides employees with clear, consistent and authoritative guidance and ensures that the Company meets its legal, operational and regulatory obligations.

This policy applies to all Enterprise Data Insight policies, procedures, charters, standards and guidelines.
It covers:

• Policy development

• Policy approval

• Policy implementation

• Policy review, update and retirement

• Roles and responsibilities for policy ownership

This policy applies to all employees, contractors, consultants and third parties engaged by Enterprise Data Insight.

Enterprise Data Insight is committed to maintaining a consistent, controlled and transparent approach to policy governance. All policies must:

1. Align with UK law and regulatory requirements including GDPR, employment law, data protection, security standards and relevant industry mandates.

2. Reflect EDI’s business operations, culture and risk management framework.

3. Provide clear, accessible, and unambiguous guidance to employees.

4. Be reviewed at least annually or sooner if triggered by legal, organisational or operational changes.

5. Be approved by the appropriate authority, including the Head of HR, Governance Office, and EDI Leadership Team.

6. Be communicated effectively to all relevant employees.

4.1 Drafting

• The relevant department will draft the initial policy content.

• All policies must use the standard EDI policy template structure (document information, purpose, scope, definitions, roles, working statements etc.).

4.2 Review

A review must be performed by:

• HR (for employee-related content)

• Compliance and Governance

• Legal (if contractual or regulatory implications exist)

• Leadership Team where strategic or risk impact is expected

4.3 Approval

A policy becomes enforceable only after being:

• Signed off by the Policy Owner

• Approved by the EDI Leadership Team

• Logged in the central Document Register

4.4 Publication

Approved policies will be:

• Stored in the official Policy Repository

• Communicated through internal channels

• Made accessible to all employees and contractors

5.1 Triggers for Policy Updates

Policies must be updated when:

• There is a change to legislation or regulatory standards

• Internal audits identify gaps or risks

• Organisational structure or processes change

• New technology or systems are adopted

• Leadership mandates a review

5.2 Version Control Requirements

Every version must include:

• Version number

• Effective date

• Summary of changes

• Author and Owner

• Approval history

Superseded versions must be archived but retained for audit.

6.1 Policy Owner

Each policy must have an assigned Owner responsible for:

• Ensuring the policy is accurate and up to date

• Initiating reviews and updates

• Monitoring compliance

• Coordinating training or awareness where required

6.2 HR & Compliance

• Maintain the official Policy Register

• Ensure consistent structure and format

• Support policy creation and messaging

• Advise on legal, regulatory and operational considerations

6.3 Leadership Team

• Final approval authority

• Ensure alignment with business objectives, risk appetite and legal obligations

6.4 Employees

• Must read, understand and comply with all Company policies

• Must seek clarification from HR or their manager if unsure about policy requirements

The Governance Office and HR will jointly review compliance by:

• Conducting periodic audits

• Ensuring policy visibility and awareness

• Identifying non-compliance and recommending corrective action

Breaches of any policy may result in disciplinary action in accordance with Company procedures.

Policies may be retired when:

• They are obsolete

• They have been replaced by another document

• They no longer reflect current operations or legal requirements

Retired policies must be archived with full version history.

• Information Security Policies

• HR Charters and Policies

• Code of Conduct

• Data Protection Policy

• Document Control Procedure

If you have questions or comments about this policy, email us at privacy@edatainsight.com or by post to:

Enterprise Data Insight.

71-75 Shelton Street, Convent Garden, London, WC2H 9JQ

If we change our policies and procedures, we will post those changes on this page. If we make any changes to this Policy that materially change how we treat your personal information, we will endeavour to provide you with reasonable notice of such changes, to your email address of record, and where required by law, we will obtain your consent or give you the opportunity to opt out of such changes.