Data Protection Policy
Data Protection Legislation is concerned with the protection of human rights in relation to personal data. The aim of the Legislation is to ensure that personal data is used fairly and lawfully and that where necessary the privacy of individuals is respected. During the course of the activities of Keswick Ministries, Keswick Ministries will collect, store and process personal data about our supporters, people who attend our Convention & year round events, employees, suppliers and other third parties and we recognise that the correct and lawful treatment of this data will help maintain confidence in Keswick Ministries. This policy sets out the basis on which we will process any personal data we collect from data subjects, or that is provided to us by data subjects or other sources.
The Data Protection Compliance Officer is responsible for ensuring compliance with the Legislation and with this policy. The post is held by Roz Lake, contactable by email: firstname.lastname@example.org or by phone 017687 80075.
Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to the Data Protection Compliance Manager.
Processing personal data
All personal data should be processed in accordance with the Legislation and this policy. Any breach of this policy may result in disciplinary action.
Processing includes obtaining, holding, maintaining, storing, erasing, blocking and destroying data.
Personal data is data relating to a living individual. It includes employee data. It will not include data relating to a company or organisation, although any data relating to individuals within companies or organisations may be covered. Personal data can be factual (for example a name, address or date of birth) or it can be an opinion about that person, their actions and behaviour.
Examples of personal data are employee details, including employment records, names and addresses and other information relating to individuals, including supplier details, any third-party data and any recorded information including any recorded telephone conversations, emails or CCTV images.
Employees and others (including contracted staff, volunteers and trustees) who process data on behalf of Keswick Ministries (referred to in this policy as ‘Employees’) should assume that whatever they do with personal data will be considered to constitute processing.
Employees should only process data:
- If they have consent to do so;
- If it is necessary to fulfil a contractual obligation or as part of the employer/employee relationship; for example, processing the payroll;
- the processing is necessary for legitimate interests pursued by Keswick Ministries, unless these are overridden by the interests, rights and freedoms of the data subject.
If none of these conditions are satisfied, individuals should contact the Data Protection Compliance Manager before processing personal data.
- Appendix 1 - Information Security Policy
- Appendix 2 - Record Retention Policy with Guidelines
- Appendix 3 - Data Breach Procedure
- Appendix 4 - Complaints Process
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