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Data Protection Policy

PORTSMOUTH AREA TALKING NEWS

DATA PROTECTION POLICY

 

Background

1.    The Portsmouth Area Talking News (PATN) keeps personal data on individuals who wish to receive recordings, and the volunteers who work within the organization. This policy describes how the data is handled and stored.

 

Data Protection Principles

2.     PATN adheres to the following principles relating to data protection set out in the General Data Protection Regulations (GDPR) which requires that personal data be:

         a.  processed lawfully, fairly and in a transparent manner

         b.  collected only for specific and legitimate purposes  

         c.  adequate, relevant and limited to what is necessary

         d.  accurate and up to date

         e.  processed in a manner that ensures its security and is protected against unauthorised or unlawful use or accidental loss,      destruction or damage

         f.   made available to individuals who must be allowed to exercise their rights in relation to their personal data

3.     PATN is responsible for and must be able to demonstrate compliance with the principles listed in para 2.

 

Information

4.   PATN maintains a listeners database and a database of all those who volunteer with the charity. The database includes the following information:

Full name 

Address

Telephone number

Email address  

5.   In addition PATN maintains a list of all resignations, cancellations and deaths (first name, surname, membership number and date) for 5 years. 

 

Storage

6.   The listeners’ database, volunteers’ database and the cancellation/deaths/resignations list are held electronically.  All are confidential and password protected; passwords are changed when required.   They are held:

     a.   Listeners’ database and cancellations/deaths on the ‘stand alone’ computer used by the despatchers 

     b.  Volunteers’ database on the office laptop

 

Consent

 

7.  As part of the joining process, members will be asked for their agreement to this policy and thereafter will be treated as having consented to their personal data being processed as described in this document.

Data Subject’s rights

8.   Any member on whom we hold data is entitled to:

       a.  withdraw consent to maintain their details

       b.  request access to any personal data we hold

       c.  erase their personal data - but this will also stop receipt of future recordings

       d.  be notified of a personal data breach

       e.  make a complaint about the storage or use of their personal data

 

Disclosure to Third Parties

9.    PATN will not release personal data to a third party..

 

Breach

10.    Any known or suspected breach of personal data must be notified to the individuals concerned immediately.

 

Policy approval and review

11.    This policy is agreed by the Trustees of PATN on 23 May 2018 and will be reviewed on 23 May 2019.

Click here for GDPR Policy as a Word Document