Data Protection

DATA PROTECTION POLICY

THE CHARITY OF WILLIAM WILLIAMS

The Charity of William Williams is a Registered Charity Number 202188

Definitions

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:

a: processed lawfully, fairly and in a transparent manner in relation to individuals;

b: 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;

c: adequate, relevant and limited to what is necessary in relation to the purposes for which
they are processed;

d: 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;

e: 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

f: 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

Please download the Charity’s PRIVACY NOTICE

a: This policy applies to all personal data processed by the Charity.

b: The Responsible Person shall take responsibility for the Charity’s ongoing
compliance with this policy;

c: This policy shall be reviewed periodically;

d: The Charity shall register with the Information Commissioner’s Office as an
organisation that processes personal data;

e: The Charity is not involved in any direct marketing using personal data, neither does it engage in any form of automated consent process.

3: Lawful, fair and transparent processing

a: The processing of personal data provided by applicants is required to determine eligibility under the terms and objectives of the Charity

b: Individuals have the right to receive copies of their personal data held by the Charity for further information.

c: 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.

4: Lawful purposes

a: 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). Para 6 (b) of The EUGDPR applies to the Charity;

b: Where consent is relied upon as a lawful basis for processing data, evidence of
that consent shall be kept with the personal data signed by the applicant (s’)

5: Accuracy

The data subject shall have the right, in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed.

Files containing personal data will be reviewed periodically to ensure that:-

a: the purposes for which they are held is still relevant, adequate and up to date;

b: out of date information is amended as advised by the data subject;

c: files no longer required are destroyed.

6: Archived data/material

Will be securely stored and reviewed periodically as to its continued relevance

7: Security

a: The Charity holds data in secure filing cabinets with restricted access. Any electronic information is password controlled with restricted access.

b: Access to personal data shall be limited to personnel who need access and appropriate
security is in place to avoid unauthorised sharing of information.

c: When personal data is deleted this will be done safely such that the data is
irrecoverable.

d: Appropriate back-up and disaster recovery solutions are in place

8: Breach

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)