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Data Protection Policy

Amesbury Boscombe Down Link Scheme (ABDLS) is committed to a policy of protecting the rights and privacy of volunteers, clients and others in accordance with The Data Protection Act 1998. This policy applies to all ABLS members. Any breach of The Data Protection Act 1998 or this Data Protection Policy is considered to be an offence and in that event, disciplinary procedures apply.As a matter of good practice other organisations and individuals working with ABDLS, and who have access to personal information, will be expected to have read and comply with this policy. It is expected that anyone who deal with external organisations will take responsibility for ensuring that such organisations sign a contract agreeing to abide by this policy.Legal RequirementsData are protected by the Data Protection Act 1998, which came into effect on 1 March 2000. It’s purpose is to protect the rights and privacy of individuals and to ensure that personal data are not processed without their knowledge, and, wherever possible, is processed without their consent.The Act requires us to register the fact that we hold personal data and to acknowledge the right of ‘subject access’ – voluntary and community group members must have the right to copies of their own data.Purpose and type of data held by ABDLSABDLS will collect personal data about their volunteers and people who register to use the services (clients) for the following purposes:

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1.    Volunteer Administration

2.    Client Administration

3.    Accounts & Records

4.    Metrics for submission to the Charity Commission and Community First

 

ABDLS collect and store names, telephone numbers, email addresses and home addresses of those who register either as a volunteer or a client. Volunteers will also be asked for a copy of their driving licence and DBS certificate (if applicable). Additional data may be recorded about the clients if deemed to be important in carrying out the request – e.g. if they use wheelchair.

 

Data is collected through client contact and volunteer recruitment. 

 

ABDLS uses the data collected to match volunteers to people in need. Data is stored in a password-protected spreadsheet, accessible by a small number of volunteer coordinators. ABDLS will never use personal data for marketing purposes or pass on to third parties.

 

1. Data Protection Principles

In terms of the Data Protection Act 1998, we are the ‘data controller’, and as such determine the purpose for which, and the manner in which, any personal data are, or are to be, processed. We must ensure that we have:

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2. Fairly and lawfully processed personal data

We will always put our logo on all paperwork, state the intentions on processing the data and state if, and to whom, we intend to give the personal data. We also provide an indication of the duration the data will be kept.

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3.  Processed for limited purpose

We will not use data for a purpose other than those agreed by data subjects (volunteers, clients, and others). If the data held by us are requested by external organisations for any reason it only be passed if data subjects agree. Also external organisations must state the purpose of processing, agree not to copy the data for further use and sign a contract agreeing to abide by The Data Protection Act 1998 and (your name here) Data Protection Policy.

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  a. Adequate, relevant and not excessive

We will monitor the data held for our purposes, ensuring we hold neither too much nor too little data in respect of the individuals about whom the data are held. If data given or obtained are excessive for such purpose, they will be immediately deleted or destroyed.

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  b. Accurate and up-to-date

It is the responsibility of individuals to ensure the data held by us are accurate and up-to-date. Completion of an appropriate form (provided by us) will be taken as an indication that the data contained are accurate. Individuals should notify us of any changes, to enable personnel records to be updated accordingly. It is the responsibility of ABDLS to act upon notification of changes to data, amending them where relevant.

 

  c. Not kept longer than necessary

We discourage the retention of data for longer than it is required. All personal data will be deleted or destroyed after volunteers leave or clients no longer need the services of ABLS.

 

  d.  Processed in accordance with the individual’s rights         

All individuals that the ABLS hold data on have the right to:

1. Be informed upon the request of all the information held about them within 40 days.

2. Compensation if they can show that they have been caused damage by any contravention of the Act.

3. The removal and correction of any inaccurate data about them.

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4.  Security

Appropriate measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of data. All ABLS computers have a log in system and password protected, which allow only authorised staff to access personal data. Passwords on all computers are changed frequently. All personal and financial data is kept in a locked filing cabinet and can only be accessed by the Executive officers. When ABLS members are using the laptop computers in public areas they should always ensure that personal data on screen is not visible to strangers.