Data Protection Policy

 

DATA PROTECTION POLICY

A)   INTRODUCTION

We may have to collect and use information about people with whom we work. These may include members, current, past and prospective employees, clients, and suppliers.  This personal information must be handled and dealt with properly, however it is collected, recorded and used, and whether it be on paper, in computer records or recorded by any other means.

 

We regard the lawful and correct treatment of personal information as very important to our successful operation and to maintaining confidence between us and those with whom we carry out business.  We will ensure that we treat personal information lawfully and correctly.

To this end we fully endorse and adhere to the principles of the General Data Protection Regulation (GDPR).

 

This policy applies to the processing of personal data in manual and electronic records kept by us in connection with its human resources function as described below. It also covers our response to any data breach and other rights under the GDPR.

 

This policy applies to the personal data of job applicants, existing and former employees, apprentices, volunteers, placement students, workers and self-employed contractors. These are referred to in this policy as relevant individuals.

 

B)   DEFINITIONS

“Personal data” is information that relates to an identifiable person who can be directly or indirectly identified from that information, for example, a person’s name, identification number, location, online identifier. It can also include pseudonymised data.

 

“Special categories of personal data” is data which relates to an individual’s health, sex life, sexual orientation, race, ethnic origin, political opinion, religion, and trade union membership. It also includes genetic and biometric data (where used for ID purposes).

 

“Criminal offence data” is data which relates to an individual’s criminal convictions and offences.

 

“Data processing” is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

 

C)   DATA PROTECTION PRINCIPLES

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

 

  1. a)processing will be fair, lawful and transparent
  2. b)data be collected for specific, explicit, and legitimate purposes
  3. c) data collected will be adequate, relevant and limited to what is necessary for the purposes of processing
  4. d) data will be kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
  5. e) data is not kept for longer than is necessary for its given purpose
  6. f) data will be processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
  7. g) we will comply with the relevant GDPR procedures for international transferring of personal data