Data Protection Policy
Stockton Town Pastors
|Last updated||23 May 2018|
|Charity||means Stockton Town Pastors, a registered charity No. 1143017.|
|GDPR||means the General Data Protection Regulation.|
|Responsible Person||means Steve Brock. Also known as Data Protection Officer|
|Register of Systems||means a register of all systems or contexts in which personal data is processed by the Charity.|
1. Data protection principles
The Charity is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
- processed lawfully, fairly and in a transparent manner in relation to individuals;
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
- processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
2. General provisions
- This policy applies to all personal data processed by the Charity.
- The Responsible Person shall take responsibility for the Charity’s ongoing compliance with this policy.
- This policy shall be reviewed at least annually.
- The Charity shall register with the Information Commissioner’s Office as an organisation that processes personal data.
3. Lawful, fair and transparent processing
- To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems.
- The Register of Systems shall be reviewed at least annually.
- Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner.
4. Lawful purposes
- All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
- The Charity shall note the appropriate lawful basis in the Register of Systems.
- Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
- Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems.
5. Data minimisation
- The Charity shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
- The Charity shall take reasonable steps to ensure personal data is accurate.
- Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
7. Archiving / removal
- To ensure that personal data is kept for no longer than necessary, the Charity shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
- The archiving policy shall consider what data should/must be retained, for how long, and why.
- The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
- Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
- When personal data is deleted this should be done safely such that the data is irrecoverable.
- Appropriate back-up and disaster recovery solutions shall be in place.
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).
10. What information does Stockton Town Pastors Collect?
When you sign up as a volunteer, we collect personal information including your name, date of birth, email address, physical address and phone number. We also record the IP address of your computer if you sign up online.
We collect anonymised information about night time events about the number of people who visit the van, amounts of glass picked up and what help people receive from the Town Pastors while out on duties.
11. Why does Stockton Town Pastors collect information?
We will use your contact details in cases where we need to contact you in connection with duties or to inform you about events you may want to be involved with.
We will use your email address to keep you up to date with our newsletter and about volunteer opportunities. You can opt out of this using the unsubscribe link in messages or contacting email@example.com.
We use a cookie placed on your computer to recognise you as a previous visitor to our website. This will also let us know if you’re already a customer and, if you choose, means that we don’t have to prompt you to log in again every time.
We include some resources from other providers on our website. As such they will be able to see some information about you.
13. What about my data rights?
You have a number of rights in relation to your personal information and the opportunity to choose how it is used.
- Obtain copies of the personal information we hold about you (known as a “subject access request”)
- Request that we correct or update any personal information held about you
- Ask that we erase or restrict the way in which we use your information
- Request that personal information you have given your consent for me to use is provided in an electronic format so it can be transferred to another data controller (also known as “data portability”)
Note that we are separately required to keep financial records for up to 7 years so any financial data on your account will be retained even after your information has been erased. We may also keep a record of whose details has been removed from active use for our records.
You may opt out of receiving further communications from me in any medium at any time. All requests to unsubscribe are dealt with promptly, and in all cases within a month.
If you wish to exercise your rights in respect of your personal data or have any concerns about how your data is used, please contact our Data Protection Officer:
The Data Protection Officer
c/o The Baptist Church, The Square, Stockton on Tees, TS18 1TE
Alternatively you have right to raise any issues or concerns directly with the Information Commissioner’s Office.
END OF POLICY