HARINGEY CLIMATE FORUM (HCF) DATA SECURITY / PROTECTION POLICY
HCF needs to collect and use certain types of information about the Individuals who are on the HCF Mailing list in order to carry on our work. This personal information must be collected and dealt with appropriately whether is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this under the Data Protection Act 2018 and General Data Protection Regulation (GDPR).
HCF records the collection and handling of personal information in ‘Data Map of Information held/processed by Haringey Climate Forum’ as at Appendix A.
2. Data Control
HCF is the Data Controller under the Act, which means that it determines what purposes personal information held, will be used for. It is exempt from notifying the Information Commissioner of the data it holds or is likely to hold, and the general purposes that this data will be used for. See exemption decision tree: where the register of Data Controllers is for fee paying organisations only.
HCF will not share data with any other agencies or companies, other than legitimate circumstances where the law allows HCF to disclose data (including sensitive data) without the data subject’s consent.
- Carrying out a legal duty or as authorised by the Secretary of State
- Protecting vital interests of an Individual User or other person
- The Individual has already made the information public
- Conducting any legal proceedings, obtaining legal advice or defending any legal rights
- Monitoring for equal opportunities purposes – i.e. race, disability or religion
- Providing a confidential service where the Individual’s consent cannot be obtained or where it is reasonable to proceed without consent: e.g. where we would wish to avoid forcing stressed or ill individual to provide consent signatures.
HCF will adhere to the Principles of Data Protection, as detailed in the Data Protection Act 2018, specifically:
- Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met,
- 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,
- Shall be adequate, relevant and not excessive in relation to those purpose(s)
- Shall be accurate and, where necessary, kept up to date,
- Shall not be kept for longer than is necessary
- Shall be processed in accordance with the rights of data subjects under the Act,
- 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,
- 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 Individuals/Service Users in relation to the processing of personal information.
HCF will, through appropriate management and strict application of criteria and controls:
- Observe fully conditions regarding the fair collection and use of information
- Meet its legal obligations to specify the purposes for which information is used
- 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
- Ensure the quality of information used
- Ensure that the rights of people about whom information is held, can be fully exercised under the Act. These include:
o The right to be informed that processing is being undertaken,
o The right of access to one’s personal information
o The right to prevent processing in certain circumstances and
o The right to correct, rectify, block or erase information which is regarded as wrong information)
- Take appropriate technical and organisational security measures to safeguard personal information
- Ensure that personal information is not transferred abroad without suitable safeguards
- Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information
- Set out clear procedures for responding to requests for information
4. Data Collection
Informed consent is when
- An Individual clearly understands why their information is needed, who it will be shared with, the possible consequences of them agreeing or refusing the proposed use of the data
- And then gives their consent.
HCF will ensure that data is collected within the boundaries defined in this policy. This applies to data that is collected in person, or by completing a form.
When collecting data, HCF will ensure that the Individual:
- Clearly understands why the information is needed
- Understands what it will be used for and what the consequences are should the Individual/Service User decide not to give consent to processing
- As far as reasonably possible, grants explicit consent, either written or verbal for data to be processed
- Is, as far as reasonably practicable, competent enough to give consent and has given so freely without any duress
- Has received sufficient information on why their data is needed and how it will be used
5. Data Storage
Information and records relating to service users will be stored securely and will only be accessible to authorised staff and volunteers.
Information will be stored for only as long as it is needed or required statute and will be disposed of appropriately.
It is HCF’s responsibility to ensure all personal and company data is non-recoverable from any computer system previously used within the organisation, which has been passed on/sold to a third party.
6. Data Access & Accuracy
All Individuals have the right to access the information HCF holds about them. HCF will also take reasonable steps ensure that this information is kept up to date by asking data subjects whether there have been any changes.
In addition, HCF will ensure that:
- It has a Data Protection Officer with specific responsibility for ensuring compliance with Data Protection, although this is voluntary.
- Everyone processing personal information understands that they are contractually responsible for following good data protection practice
- Everyone processing personal information is appropriately trained to do so
- Everyone processing personal information is appropriately supervised
- Anybody wanting to make enquiries about handling personal information knows what to do
- It deals promptly and courteously with any enquiries about handling personal information
- It describes clearly how it handles personal information
- It will regularly review and audit the ways it hold, manage and use personal information
- It regularly assesses and evaluates its methods and performance in relation to handling personal information
- All staff are aware that a breach of the rules and procedures identified in this policy may lead to disciplinary action being taken against them
This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act 2018.
In case of any queries or questions in relation to this policy please contact the HCF Data Protection Officer:
Review Date: MMM 2021
Appendix A – Data Map For HCF Data
Category of personal data
Name, email address, interest in particular environmental topics and association with any environmental groups
Historic records from 40:20 mailing list, requests to subscribe from web site
Purpose of processing
To inform interested individuals of HCF activities and sector news etc
How will it be stored ie electronic, manual
Is there a retention policy for this type of data? If so, how long is this?
HCF has agreed that the criteria to decide upon the retention period is to keep data until the person unsubscribes to the mailing list on Mailchimp, which will archive the entry as ‘unsubscribed’
Is the data shared with a third party? I.e. a locked cabinet, password protection etc.
How will you keep the info secure? ie a locked cabinet, password protection etc.
The master copy will be held by Mail Chimp. Mailchimp’s backup regime is explained at https://mailchimp.com/help/export-and-back-up-account-data/
Twice a year the database will be exported and held on the laptop of the Data Protection Officer