We are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry on our work of managing Finedon Community Centre (FCC). This personal information will be collected and handled securely.
The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR)
govern the use of information about people (personal data). Personal data can be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings, and photographs.
The charity will remain the data controller for the information held. The trustees, volunteers and stuff who have access to personal information will comply with the Data Protection Act and GDPR.
The purpose of this policy is to set out the FCC commitment and procedures for protecting personal data. Trustees regard 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 with. We recognise the risks to individuals of identity theft and financial loss if personal data is lost or stolen.
The Data Protection Act
This contains 8 principles for processing personal data with which we must comply.
- Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met,
- Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes,
- Shall be adequate, relevant and not excessive in relation to those purpose(s),
- Shall be accurate and, where necessary, kept up to date,
- Shall not be kept for longer than is necessary,
- Shall be processed in accordance with the rights of data subjects under the Act,
- Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information,
- Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information.
Applying the Data Protection Act within the charity
We will let you know why we are collecting your data, which is for the purpose of managing Finedon Community Centre, its hirings, newsletters, events, fundraising, publicity and finances. It is our responsibility to ensure the data is only used for this purpose. Access to personal information will be limited to trustees, staff and volunteers.
Finedon Community Centre is the Data Controller under the Act, and is legally responsible for complying with Act, which means that it determines what purposes personal information held will be used for.
The management committee will take into account legal requirements and ensure that it is properly implemented, and will through appropriate management, strict application of criteria and controls:
- Collect and use information fairly.
- Specify the purposes for which information is used.
- Collect and process appropriate information, and only to the extent that it is needed to fulfil its operational needs or to comply with any legal requirements.
- Ensure the quality of information used.
- Ensure the rights of people about whom information is held, can be exercised under the Act. These include:
- The right to be informed that processing is undertaken.
- The right of access to one’s personal information.
- The right to prevent processing in certain circumstances, and
- the right to correct, rectify, block or erase information which is regarded as wrong information.
- 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.
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 Secretary.
Data Security and Storage:
Personal data will be stored securely and will only be accessible to authorised volunteers or staff.
Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. For financial records this will be up to 7 years. Employee records and archival material such as minutes and legal documents will be stored indefinitely. Other Correspondence and emails will be disposed of when no longer required or when trustees, staff or volunteers retire.
Data Subject Access Requests
We may occasionally need to share data with other agencies such as the local authority, funding bodies and other voluntary agencies in circumstances which are not in furtherance of the management of the charity. The circumstances where the law allows the charity to disclose data (including sensitive data) without the data subject’s consent are:
- Carrying out a legal duty or as authorised by the Secretary of State Protecting vital interests of a Data Subject or other person (eg child protection)
- The Data Subject has already made the information public
- Conducting any legal proceedings, obtaining legal advice or defending any legal rights
- Monitoring for equal opportunities purposes – i.e. race, disability or religion
We regard 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. We intend to ensure that personal information is treated lawfully and correctly.
You may instruct us to provide you with any personal information we hold about you: provision of such information will be subject to: the supply of appropriate evidence of your identity.
You may instruct us at any time not to process your personal information for marketing purposes.
In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
Third party websites
Our website includes hyperlinks to, and details of third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties. You should check their terms.
Updating information and contact
Please let us know if the personal information that we hold about you needs to be corrected or updated by contacting the Centre’s secretary on email@example.com