DATA PROTECTION AND INFORMATION SHARING POLICY

Purpose of this policy

To set out how SPHCA intends to comply with the Data Protection Act 1998. To set out the conditions under which personal information may be disclosed to a third party.

Notification

SPHCA is a not-for-profit organisation that holds and processes personal information on trustees, staff and members only for the purposes of keeping accounts and establishing eligibility for membership. SPHCA is therefore not required to register with the Information Commissioner’s Office.

Data Controller

The data controller will normally be the Chair of SPHCA

Information sharing

SPHCA does not share personal information with other similar organisations, and it does not share personal information for commercial purposes. Trustees are reminded that some personal information is in the public domain due to the requirements of the Charity Commission and Companies House.

Our website www.shirepubhall.org.uk contains personal details which are published with the permission of the individuals concerned.

SPHCA may be legally required to disclose personal information for judicial or tax reasons. If a child or vulnerable adult is deemed to be at risk we will follow the procedure outlined in our policy for safeguarding children and vulnerable adults, which may result in information being disclosed to police or social services. Wherever possible individuals will be informed and their permission sought for disclosure. In an emergency situation information may need to be disclosed without permission.

Storage of information

Personal information about staff is kept in secure storage at SPHCA premises and on secure computers belonging to the treasurer. Information will be destroyed and deleted when there is no continuing need for it to be kept. This is normally 5 years for accounting purposes.

Approved by Trustees February 2023