Data Protection Policy:
Bishop Road Police Club
1) Definitions
Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper and includes images and audio recordings as well as written information.
Data protection is about how we, as an organisation, ensure we protect the rights and privacy of individuals, and comply with the law, when collecting, storing, using, amending, sharing, destroying, or deleting personal data.
2) Responsibility
Overall and final responsibility for data protection lies with the management committee, who are responsible for overseeing activities and ensuring this policy is upheld.
All members are responsible for observing this policy, and related procedures, in all areas of their work for the club.
3) Overall policy statement
Bishop Road Police Club needs to keep personal data about its committee, members, other members, contractors, and supporters in order to carry out their day-to-day activities.
We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the General Data Protection Regulation (GDPR) and other relevant legislation.
We will only collect, store, and use the minimum amount of data that we need for clear purposes, and will not collect, store, or use data we do not need.
We will only collect, store, and use data for:
purposes for which the individual has given explicit consent, or
purposes that are in our group’s legitimate interests, or
contracts with the individual whose data it is, or
to comply with legal obligations,
We will provide individuals with details of the data we have about them when requested by the relevant individual.
We will delete data if requested by the relevant individual unless we need to keep it for legal reasons.
We will endeavour to keep personal data up-to-date and accurate.
We will store personal data securely.
We will keep clear records of the purposes of collecting and holding specific data, to ensure it is only used for these purposes.
We will not share personal data with third parties without the explicit consent of the relevant individual, unless legally required to do so.
We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours, and to the individual concerned.
To uphold this policy, we will maintain a set of data protection procedures for our committee and members to follow.
4) Review
This policy will be reviewed every two years.
Date: Sunday, 21 February 2021
Signature (Chair) Don Blackburn
Signature (Secretary) Jim Scotson
====================================================
Bishop Road Police Club:
Data Protection Procedures
1) Introduction
Bishop Road Police Club has a data protection policy which is reviewed regularly. In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data.
These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here. In these cases, we will ensure our Data Protection Policy is upheld.
2) General procedures
Data will be stored securely. When it is stored electronically, it will be kept in password protected files. When it is stored online in a third-party website (e.g. Google Drive) we will ensure the third party comply with the GDPR. When it is stored on paper it will be filed carefully in a locked filing cabinet.
When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper data is shredded.
We will keep records of consent given for us to collect, use and store data. These records will be stored securely.
3) Mailing list
We will maintain a mailing list. This will include the names and contact details of people who wish to receive information and news relating to Bishop Road Police Club.
When people sign up to the list we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time.
We will ask them to give separate consent to receive messages and will only send them messages which they have expressly consented to receive.
We will not use the mailing list in any way that the individuals on it have not explicitly consented to.
We will provide information about how to be removed from the list with every mailing.
We will use mailing list providers who store data within the EU.
4) Supporting individuals
From time to time, individuals may contact the club for a number of reasons outside the normal business of the club. For example, they may be conducting research or may ask us to help them resolve any issue they are having.
We will request explicit, signed consent before sharing any personal details with any other relevant third party.
We will not keep information relating to an individual’s personal situation for any longer than is necessary for the purpose of providing them with the support they have requested.
5) Contacting committee members
The committee need to be in contact with one another in order to run the organisation effectively and ensure its legal obligations are met.
Committee contact details will be shared among the committee.
Committee members will not share each other’s contact details with anyone outside of the committee or use them for anything other than Bishop Road Police Club business, without explicit consent.
6) Committee meeting minutes, Annual General Meeting and Special General Meetings
1. Records of all meetings – e.g. Committee Meetings, Annual General Meetings and Special General meetings etc. will be stored in electronic form and may be published on the club website in due course. Express, informed consent is required if those records contain any personal data. If no consent is obtained the original minutes will be stored in encrypted form and retained under the retention policy. The documents may also be published on the club website in redacted form.
7) Review
These procedures will be reviewed every two years
Date Sunday, 21 February 2021
Signature (Chair) Don Blackburn
Signature (Secretary) Jim Scotson