Hempstead Village Hall Data Protection and Procedures
We are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry on our work of managing Hempstead Village Hall (HVH). This personal information must be collected and handled securely. The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of informations about people (personal data). Personal data can be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings, and photographs. The charity will remain the data controller for the information held. The trustees, staff and volunteers are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Trustees, staff and volunteers who have access to personal information will therefore be expected to read and comply with this policy.
Hempstead Village Hall uses personal data for the purposes of managing the hall, its bookings and finances, running and marketing events at the hall, staff employment and its fundraising activities. Data may be retained for up to 7 years for accounts purposes and for longer where required by the hall’s insurers.
Everyone has rights with regard to how their personal information is handled. When we receive your completed booking form we will collect, store and process personal information about our customers, known as hirers.
The Hempstead Village Hall Management Committee take their responsibility to care for personal data under the General Data Protection Regulation (GDPR) very seriously.
We will never hold personal data unnecessarily nor will we sell or pass personal information to third parties.
The types of information we require to fulfil our obligations as a provider of village hall hire are all collected on one document – the Hire Agreement. Our lawful basis for collecting this information is contract, we need the information in order to fulfil the request to hire the hall.
We collect this information from the hirer as a result of the hirer completing our Hire Agreement.
What information do we require:
Names, addresses, email addresses, telephone numbers and bank details.
How we use this information:
Names, addresses, email addresses and telephone numbers: So we can communicate with the hirer to ensure the booking process and the reason for hire (regular hire, party, celebration, meeting, wedding, etc.) goes smoothly. No additional copies of any contact details are made.
Bank details: Information obtained so we can facilitate return of any deposit provided. Make payments to third party contractors for services provided. No additional copies of any bank details are made.
Third party contractor information is held securely for the length of such contracts so we can facilitate payment on completion of services and to communicate to arrange dates / times for services.
What we do when we no longer require personal information:
The Hire Agreement, the only record holding personal data, is securely destroyed.
Information held for third party service providers is destroyed when services are no longer required.
Purpose of Data Protection Policy and Procedures:
The purpose of this policy is to set out the HVH commitment and procedures for protecting personal data. Trustees regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal with. We recognise the risks to individuals of identity theft and financial loss if personal data is lost or stolen.
The following are definitions of the terms used:
Data Controller - the trustees who collectively decide what personal information HVH will hold and how it will be held or used.
Act means the Data Protection Act 1998 and General Data Protection Regulations - the legislation that requires responsible behaviour by those using personal information.
Data Protection Officer – the person responsible for ensuring that AVH follows its data protection policy and complies with the Act. [AVH is not required to appoint a DPO].
Data Subject – the individual whose personal information is being held or processed by HVH for example a donor or hirer.
‘Explicit’ consent – is a freely given, specific agreement by a Data Subject to the processing of personal information about her/him. Explicit consent is needed for processing “sensitive data”.
Information Commissioner’s Office (ICO) - the ICO is responsible for implementing and overseeing the Data Protection Act 1998.
Processing – means collecting, amending, handling, storing or disclosing personal information.
Personal Information – information about living individuals that enables them to be identified – e.g. names, addresses, telephone numbers and email addresses. It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers.
The Data Protection Act:
This contains 8 principles for processing personal data with which we must comply.
1. Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met,
2. Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes,
3. Shall be adequate, relevant and not excessive in relation to those purpose(s).
4. Shall be accurate and, where necessary, kept up to date,
5. Shall not be kept for longer than is necessary,
6. Shall be processed in accordance with the rights of data subjects under the Act,
7. Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information,
8. Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information.
Applying the Data Protection Act within the charity:
We will let people know why we are collecting their data, which is for the purpose of managing Hempstead Village Hall, its hirings and finances. It is our responsibility to ensure the data is only used for this purpose. Access to personal information will be limited to trustees, staff and volunteers.
Individuals have a right to make a Subject Access Request (SAR) to find out whether the charity holds their personal data, where, what it is used for and to have data corrected if it is wrong, to prevent use which is causing them damage or distress, or to stop marketing information being sent to them. Any SAR must be dealt with within 30 days. Steps must first be taken to confirm the identity of the individual before providing information, requiring both photo identification e.g. passport and confirmation of address e.g. recent utility bill, bank or credit card statement.
HVH is the Data Controller under the Act, and is legally responsible for complying with Act, which means that it determines what purposes personal information held will be used for. The management committee will take into account legal requirements and ensure that it is properly implemented, and will through appropriate management, strict application of criteria and controls:
a) Collection and use information fairly.
b) Specify the purposes for which information is used.
c) Collect and process appropriate information, and only to the extent that it is needed to fulfil its operational needs or to comply with any legal requirements.
d) Ensure the quality of information used.
e) Ensure the rights of people about whom information is held, can be exercised under the Act. These include:
i) The right to be informed that processing is undertaken.
ii) The right of access to one’s personal information.
iii) The right to prevent processing in certain circumstances, and
iv) the right to correct, rectify, block or erase information which is regarded as wrong information.
f) Take appropriate technical and organisational security measures to safeguard personal information,
g) Ensure that personal information is not transferred abroad without suitable safeguards,
h) Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information,
i) Set out clear procedures for responding to requests for information.
All trustees, staff and volunteers are aware that a breach of the rules and procedures identified in this policy may lead to action being taken against them.
Procedures for Handling Data & Data Security:
HAVH has a duty to ensure that appropriate technical and organisational measures and training are taken to prevent:
• Unauthorised or unlawful processing of personal data
• Unauthorised disclosure of personal data
• Accidental loss of personal data
All trustees, staff and volunteers must therefore ensure that personal data is dealt with properly no matter how it is collected, recorded or used. This applies whether or not the information is held on paper, in a computer or recorded by some other means e.g. tablet or mobile phone.
Personal data relates to data of living individuals who can be identified from that data and use of that data could cause an individual damage or distress. This does not mean that mentioning someone’s name in a document comprises personal data; however, combining various data elements such as a person’s name and salary or religious beliefs etc. would be classed as personal data, and falls within the scope of the DPA. It is therefore important that all staff consider any information (which is not otherwise in the public domain) that can be used to identify an individual as personal data and observe the guidance given below.
Privacy Notice and Consent Policy:
The private notice and consent policy are as follows: the Hire Agreement will be stored by the Booking Secretary in a securely held electronic or paper file.
Operational Guidance Email:
All trustees, staff and volunteers should consider whether an email (both incoming and outgoing) will need to be kept as an official record. If the email needs to be retained it should be saved into the appropriate folder or printed and stored securely. Remember, emails that contain personal information no longer required for operational use, should be deleted from the personal mailbox and any “deleted items” box.
Phone calls can lead to unauthorised use or disclosure of personal information and the following precautions should be taken:
• Personal information should not be given out over the telephone unless you have no doubts as to the caller’s identity and the information requested is innocuous.
• If you have any doubts, ask the caller to put their enquiry in writing.
• If you receive a phone call asking for personal information to be checked or confirmed be aware that the call may come from someone impersonating someone with a right of access.
Laptops and Portable Devices:
All laptops and portable devices that hold data containing personal information must be protected with a suitable encryption program (password). Ensure your laptop is locked (password protected) when left unattended, even for short periods of time. When travelling in a car, make sure the laptop is out of sight, preferably in the boot. If you have to leave your laptop in an unattended vehicle at any time, put it in the boot and ensure all doors are locked and any alarm set. Never leave laptops or portable devices in your vehicle overnight. Do not leave laptops or portable devices unattended in restaurants or bars, or any other venue. When travelling on public transport, keep it with you at all times, do not leave it in luggage racks or even on the floor alongside you.
Data Security and Storage:
Store as little personal data as possible on your computer or laptop; only keep those files that are essential. Personal data received on disk or memory stick should be saved to the relevant file on the server or laptop. The disk or memory stick should then be securely returned (if applicable), safely stored or wiped and securely disposed of. Always lock (password protect) your computer or laptop when left unattended.
Do not use passwords that are easy to guess. All your passwords should contain both upper and lower-case letters and preferably contain some numbers. Ideally passwords should be 6 characters or more in length.
Protect Your Password:
• Common sense rules for passwords are: do not give out your password
• Do not write your password somewhere on your laptop
• Do not keep it written on something stored in the laptop case.
Personal data will be stored securely and will only be accessible to authorised volunteers or staff. Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. For financial records this will be up to 7 years. For employee records see below. Archival material such as minutes and legal documents will be stored until the charity is wound down. Other correspondence and emails will be disposed of when no longer required or when trustees, staff or volunteers retire. All personal data held for the organisation must be non-recoverable from any computer which has been passed on/sold to a third party.
Information Regarding Employees or Former Employees:
Information regarding an employee or a former employee, will be kept until the charity is wound down. If something occurs years later it might be necessary to refer back to a job application or other document to check what was disclosed earlier, in order that trustees comply with their obligations e.g. regarding employment law, taxation, pensions or insurance.
This will be checked regularly. Any page which has been completed will be removed, appropriate action taken and the page filed securely.
Data Subject Access Requests:
We may occasionally need to share data with other agencies such as the local authority, funding bodies and other voluntary agencies in circumstances which are not in furtherance of the management of the charity. The circumstances where the law allows the charity to disclose data (including sensitive data) without the data subject’s consent are:
a) Carrying out a legal duty or as authorised by the Secretary of State Protecting vital interests of a Data Subject or other person e.g. child protection
b) The Data Subject has already made the information public
c) Conducting any legal proceedings, obtaining legal advice or defending any legal rights
d) Monitoring for equal opportunities purposes – i.e. race, disability or religion
We regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal.
We intend to ensure that personal information is treated lawfully and correctly.
The consequences of breaching Data Protection can cause harm or distress to service users if their information is released to inappropriate people, or they could be denied a service to which they are entitled. Trustees, staff and volunteers should be aware that they can be personally liable if they use customers’ personal data inappropriately. This policy is designed to minimise the risks and to ensure that the reputation of the charity is not damaged through inappropriate or unauthorised access and sharing.