FRIENDS OF CRAIGTOUN LTD
DATA PROTECTION POLICY
Friends of Craigtoun Ltd needs to collect and use certain types of information about the Data Subjects who come into contact with it in order to carry on our work. This personal information must be collected and dealt with appropriately– whether on paper, in a computer, or recorded on other material - and there are safeguards to ensure this under the Data Protection Act 1998.The following list below of definitions of the technical terms we have used and is intended to aid understanding of this policy.
Data Controller – The person who (either alone or with others) decides what personal information Friends of Craigtoun Ltd will hold and how it will be held or used.
Data Protection Act 1998 – The UK legislation that provides a framework for responsible behaviour by those using personal information.
Data Protection Officer – The person(s) responsible for ensuring that it follows its data protection policy and complies with the Data Protection Act 1998
Data Subject/Service User – The individual whose personal information is being held or processed by Friends of Craigtoun Ltd (for example: a client, an employee, a supporter/volunteer)
‘Explicit’ consent – is a freely given, specific and informed agreement by a Data Subject (see definition) to the processing* of personal information* about her/him. Explicit consent is needed for processing sensitive* data
* See definition
Notification – Notifying the Information Commissioner about the data processing activities of Friends of Craigtoun Ltd as certain activities may be exempt from notification.
Information Commissioner – The UK Information Commissioner responsible for implementing and overseeing the Data Protection Act 1998.
Processing – means collecting, amending, handling, storing, or disclosing personal information
Personal Information – Information about living individuals that enables them to be identified – e.g., name and address. It does not apply to information about organizations, companies and agencies but applies to named persons, such as individual volunteers or employees within Friends of Craigtoun Ltd
Sensitive data – means data about:
Jane Kell is the Data Controller under the Act, which means that it determines what purposes personal information held will be used for. It is also responsible for notifying the Information Commissioner of the data it holds or is likely to hold, and the general purposes that this data will be used for.
Friends of Craigtoun Ltd may share data with other agencies such as the local authority, funding bodies and other voluntary agencies.
The Data Subject will be made aware in most circumstances how and with whom their information will be shared. There are circumstances where the law allows Friends of Craigtoun Ltd to disclose data (including sensitive data) without the data subject’s consent.
Friends of Craigtoun Ltd regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal.
Friends of Craigtoun Ltd intends to ensure that personal information is treated lawfully and correctly.
To this end, Friends of Craigtoun Ltd will adhere to the Principles of Data Protection, as detailed in the Data Protection Act 1998.
Specifically, the Principles require that personal information:
Friends of Craigtoun Ltd will, through appropriate management, apply strict application of criteria and controls:
Take appropriate technical and organisational security measures to safeguard personal information.
Ensure that personal information is not transferred abroad without suitable safeguards.
Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation, or ethnicity when dealing with requests for information.
Set out clear procedures for responding to requests for information.
Informed consent is when
A Data Subject clearly understands why their information is needed, who it will be shared with and the possible consequences of them agreeing or refusing the proposed use of the data
and then gives their consent.
Friends of Craigtoun Ltd will ensure that data is collected within the boundaries defined in this policy. This applies to data that is collected in person, or by completing a form.
When collecting data, Friends of Craigtoun Ltd will ensure that the Data Subject:
Clearly understands why the information is needed
Understands what it will be used for and what the consequences are should the Data Subject decide not to give consent to processing
As far as reasonably possible, grants explicit consent, either written or verbal for data to be processed
Is, as far as reasonably practicable, competent enough to give consent and has given so freely without any duress
Has received sufficient information on why their data is needed and how it will be used
Information and records relating to service users will be stored securely and will only be accessible to authorised staff and volunteers.
Information will be stored for only as long as it is needed or required statute and will be disposed of appropriately.
It is Friends of Craigtoun Ltd responsibility to ensure all personal and company data is non-recoverable from any computer system previously used within the organization, which has been passed on/sold to a third party.
Data access and accuracy
All Data Subjects have the right to access the information Friends of Craigtoun Ltd holds about them. The Friends of Craigtoun Ltd will also take reasonable steps to ensure that this information is kept up to date by asking data subjects whether there have been any changes.
In addition, The Friends of Craigtoun Ltd will ensure that:
This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act 1998.
In case of any queries or questions in relation to this policy please contact the The Friends of Craigtoun Ltd Data Protection Officer:
Friends of Craigtoun Ltd
Craigtoun Country Park
St Andrews Fife