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Updated May 21, 2018
Data Protection Policy
Basingstoke Hindu Society (Registered Charity No: 1107780) / Basingstoke carnival hall
We respect privacy when we deal with personal information collected by our organisation and comply with all data protection legislation applicable in England and Wales.
This Data Protection Policy applies to information we (Basingstoke Hindu Society) collect about individuals who interact with our organisation and our website, https://b-h-s.co.uk or use the Basingstoke Carnival Hall and its associated website, https://www.basingstokecarnivalhall.org, which we operate for the wider Basingstoke community on behalf of Basingstoke & Deane Borough Council. It explains what personal data we collect and how we use it. This policy should be read in conjunction with our Privacy and Cookies policies.
If you have any comments or questions about this policy, feel free to contact us at firstname.lastname@example.org.
means Basingstoke Hindu Society, registered charity no. 1107780
means the General Data Protection Regulation.
means Mano Singh, Secretary of the Basingstoke Hindu Society.
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 Data Protection Act 1998 (DPA) and the GDPR, which comes into force May 25, 2018 (which will supercede the DPA). This Policy has been updated to align fully with the GDPR.
Personal data can be held on computers, laptops and mobile devices, third party cloud-based storage software systems, or in a manual file, and includes name, email, address, payment details, minutes of meetings, and photographs. Personal information refers to any information about a living person that enables them to be identified and where use of that data could cause an individual damage or distress (e.g. name, address, telephone number, email, car registration, image). It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers as well as members of the Basingstoke Hindu Society and other users of the Basingstoke Carnival Hall.
The Charity will remain the data controller for the information held. The board, staff and volunteers will be personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR.
Basingstoke Hindu Society Committee Members, staff, and volunteers who have access to personal information, will be expected to read and comply with this policy. Whilst access to personal information is limited to the staff and volunteers, volunteers may undertake additional tasks which involve the collection of personal details from members of the public. In such circumstances, we will let people know why we are collecting their data and it is our responsibility to ensure the data is only used for this purpose.
The purpose of this policy is to set out Basingstoke Hindu Society’s commitment and procedures for protecting personal data. The board regards 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.
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. We will treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests.
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).
We may modify this Data Protection Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.
This Policy shall be governed and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.
Please contact us if you have any questions about our data protection policy or information we hold about you.
By email: email@example.com
By telephone: 01256 464031
Or write to us at Basingstoke Hindu Society, Basingstoke Carnival Hall Community Centre, Council Road, Basingstoke, Hampshire, RG21 3DH
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