Introduction to GDPR
We may have to collect and use information about people with whom we work. These may include Service Users, current, past and prospective, and Volunteers. This personal information must be handled and dealt with properly, however it is collected, recorded and used, and whether it be on paper, in computer records or recorded by any other means.
We regard the lawful and correct treatment of personal information as very important to our successful operation and to maintaining confidence between us and those with whom we work with. We will ensure that we treat personal information lawfully and correctly.
To this end we fully endorse and adhere to the principles of the General Data Protection Regulation (GDPR).
This policy applies to the processing of personal data in manual and electronic records kept by us in connection with its human resources function as described below. It also covers our response to any data breach and other rights under the GDPR.
This policy applies to the personal data of Employees, existing and former Service Users and Volunteers. These are referred to in this policy as relevant individuals.
Data Protection Principles
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
a) processing will be fair, lawful and transparent
b) data be collected for specific, explicit, and legitimate purposes
c) data collected will be adequate, relevant and limited to what is necessary for the purposes of processing
d) data will be kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
e) data is not kept for longer than is necessary for its given purpose
f) data will be processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
g) we will comply with the relevant GDPR procedures for international transferring of personal data
Types of Data Held
We keep several categories of personal data on our Service Users and Volunteers in order to carry out effective and efficient communications and interactions. We keep this data in manual files and we also hold the data within our computer systems, for example, our Wicklow Dementia Support Contact List.
Specifically, we hold the following types of data:
a) personal details such as name, address, age, phone numbers, email address
The above information is required for our processing activities.
Individuals Rights to their Data
You have the following rights in relation to the personal data we hold on you:
a) the right to be informed about the data we hold on you and what we do with it;
b) the right of access to the data we hold on you.
c) the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
d) the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
e) the right to restrict the processing of the data;
f) the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
g) the right to object to the inclusion of any information;
h) the right to regulate any automated decision-making and profiling of personal data.
How do you access the personal data we hold on you?
As stated above, individuals have a right to access to access the personal data that we hold on them. To exercise this right, individuals should make a Subject Access Request. We will comply with the request without delay, and within one month unless, in accordance with legislation, we decide that an extension is required. Those who make a request will be kept fully informed of any decision to extend the time limit.
No charge will be made for complying with a request unless the request is manifestly unfounded, excessive or repetitive, or unless a request is made for duplicate copies to be provided to parties other than the individual making the request. In these circumstances, a reasonable charge will be applied.
How long do we keep personal information for?
We only keep your data for as long as we need it for, which will be at least for the duration of your involvement with us though in some cases we will keep your data for a period after your involvement has ended. Some data retention periods are set by the law. Retention periods can vary depending on why we need your data and are managed strictly in line with the Statutory Retention Period.
Do we share your data?
The Organisation may be required to disclose certain data/information to any person. The circumstances leading to such disclosures include:
i) to assist law enforcement or a relevant authority to prevent or detect crime or prosecute offenders
These kinds of disclosures will only be made when strictly necessary for the purpose.
Where can you find this information in more detail?
This statement is a guide which is only intended as a summary of the GDPR. You can get more information from the Wicklow Dementia Support Data Protection Officer. Email us at firstname.lastname@example.org.