The Quilling Guild Data Protection Policy
The Quilling Guild Data Protection Policy
Date: November 2017
Review Date November 2018
Purpose & Scope
The Purpose of this policy is to ensure compliance with legislation and to protect the individual’s right to privacy.
The policy will also ensure that no personal information is held unnecessarily, for longer than required and is disposed of responsibly and safely.
The policy also ensures that volunteers, committee members and Guild members are aware of their right to access and, if necessary, correct any personal information that the Guild holds about them.
This policy applies to all documents held by The Quilling Guild in either paper or electronic format.
Introduction
The Quilling Guild recognises the importance of retaining records to ensure the best service is offered to its members, however also recognises that records become out of date and is aware of its obligation under the Data Protection Act.
Policy Objectives
All information will be:
Obtained fairly
Held for specific purposes and only for those purposes
Relevant, accurate and up to date
Available to view and corrected if shown to be inaccurate
Kept no longer than necessary
Protected against loss or disclosure
Treated as confidential at all times
Not revealed to third parties without the authority of the person to whom it refers
Responsibilities
All volunteers and committee members
It is the responsibility of all volunteers and committee members to ensure data is held securely, used appropriately and is destroyed when no longer required.
Any breach of policy should be reported to the Quilling Guild Secretary at the earliest opportunity.
The Quilling Guild Chair Person will:
Ensure committee members and volunteers are aware of Data Protection and this policy and put procedures in place to ensure all data is held securely and is only retained while necessary.
Ensure the data is made available if a valid request is made.
Access to personal information
The Quilling Guild will give access to any personal information held about a member or former member, committee member or volunteer, to the individual themselves, with the exception of information received from a third party.
All requests for access to personal information should be made in writing to the Quilling Guild Secretary.
Requests will normally be responded to within 10 working days.
Information held for purely statistical purposes and which does not identify an individual, is not considered to be personal information.
Correction of inaccurate information
The Quilling Guild will correct any factual inaccuracies that are brought to its attention.
Charges
The Quilling Guild will not make a charge for granting access to personal information for reasonable requests for copies of documents, but reserves the right to charge an administration fee of up to £10 for second and subsequent requests and to make a reasonable charge to cover costs.
Review Of Policy
This policy will be reviewed where:
There are significant changes to legislation or regulation.
There are found to be deficiencies or failures in this policy, as a result of complaints or findings from any independent organisations. At which point the Chair Person will initiate an immediate review.
In any event this policy will be reviewed no later than three years from the effective date of this version.
Date: November 2017
Review Date November 2018
Purpose & Scope
The Purpose of this policy is to ensure compliance with legislation and to protect the individual’s right to privacy.
The policy will also ensure that no personal information is held unnecessarily, for longer than required and is disposed of responsibly and safely.
The policy also ensures that volunteers, committee members and Guild members are aware of their right to access and, if necessary, correct any personal information that the Guild holds about them.
This policy applies to all documents held by The Quilling Guild in either paper or electronic format.
Introduction
The Quilling Guild recognises the importance of retaining records to ensure the best service is offered to its members, however also recognises that records become out of date and is aware of its obligation under the Data Protection Act.
Policy Objectives
All information will be:
Obtained fairly
Held for specific purposes and only for those purposes
Relevant, accurate and up to date
Available to view and corrected if shown to be inaccurate
Kept no longer than necessary
Protected against loss or disclosure
Treated as confidential at all times
Not revealed to third parties without the authority of the person to whom it refers
Responsibilities
All volunteers and committee members
It is the responsibility of all volunteers and committee members to ensure data is held securely, used appropriately and is destroyed when no longer required.
Any breach of policy should be reported to the Quilling Guild Secretary at the earliest opportunity.
The Quilling Guild Chair Person will:
Ensure committee members and volunteers are aware of Data Protection and this policy and put procedures in place to ensure all data is held securely and is only retained while necessary.
Ensure the data is made available if a valid request is made.
Access to personal information
The Quilling Guild will give access to any personal information held about a member or former member, committee member or volunteer, to the individual themselves, with the exception of information received from a third party.
All requests for access to personal information should be made in writing to the Quilling Guild Secretary.
Requests will normally be responded to within 10 working days.
Information held for purely statistical purposes and which does not identify an individual, is not considered to be personal information.
Correction of inaccurate information
The Quilling Guild will correct any factual inaccuracies that are brought to its attention.
Charges
The Quilling Guild will not make a charge for granting access to personal information for reasonable requests for copies of documents, but reserves the right to charge an administration fee of up to £10 for second and subsequent requests and to make a reasonable charge to cover costs.
Review Of Policy
This policy will be reviewed where:
There are significant changes to legislation or regulation.
There are found to be deficiencies or failures in this policy, as a result of complaints or findings from any independent organisations. At which point the Chair Person will initiate an immediate review.
In any event this policy will be reviewed no later than three years from the effective date of this version.