Indian Queens Victory Hall Data Protection Policy
Introduction
Indian Queens Victory Hall Management Committee (the Committee) needs to collect and use
certain types of information about the Data Subjects who come into contact with it in order to carry
on our work. This personal information must be collected and dealt with appropriately – whether on
paper, in a computer, or recorded on other material – and there are safeguards to ensure this
under the Data Protection Act 1998.
Data Protection Act 1998 – The UK legislation that provides a framework for responsible behaviour
by those using personal information.
The Indian Queens Victory Hall is the Data Controller under the Act, which means that it
determines what purposes personal information held will be used for. It is also responsible for
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.
Disclosure
The Indian Queens Victory Hall may share data with other agencies such as the local authority,
funding bodies and other voluntary agencies.
The Data Subject will be made aware in most circumstances how and with whom their information
will be shared. There are circumstances how and with whom their information will be shared.
There are circumstances where the law allows The Indian Queens Victory Hall to disclose data
(including sensitive data) without the data Subject’s consent.
These are:
1. Carrying out a legal duty or as authorised by the Secretary of State
2. Protecting vital interests.
3. The Data Subject has already made the information public.
4. Conducting any legal proceedings, obtaining legal advice or defending any legal rights.
5. Monitoring for equal opportunities purposes i.e. race, disability or religion.
6. Providing a confidential service where the Data Subject’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 Data Subjects to provide consent signatures.
The Indian Queens Victory Hall regards the lawful and correct treatment of personal
information as very important to successful working, and to maintaining the confidence of those
whom we deal with.
The Indian Queens Victory Hall intends to ensure that personal information is treated lawfully
and correctly.
To this end, The Indian Queens Victory Hall will adhere to the Principles of data Protection, as
detailed in the Data Protection Act 1998.
Specifically , the Principles require that personal information:
1. Shall be processed fairly and lawfully and, in particular, shall not be processed unless
specific conditions are met.
2. Shall be obtained only for one or more of the purposes specified in the Act, and shall not be
processed in any matter incompatible with that purpose or those purposes.
3. Shall be adequate, relevant and not excessive in relation to those purpose(s).
4. Shall be accurate and, where necessary, kept up to date.
5. Shall not be kept for longer than is necessary.
6. Shall be processed in accordance with the rights of Data Subjects under the Act.
7. 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.
8. Shall not be transferred to a country or territory unless that country or territory ensures an
adequate level of protection for the rights and freedoms of Data Subjects in relation to the
processing of personal information.
The Indian Queens Victory Hall will, through appropriate management, apply strict application of
criteria and controls:
Observe fully conditions regarding the fair collection and use of information.
Meets 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 the 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.
Data Storage
Information and records relating to service users will be stored securely and will only be accessible
to authorised members.
Information will be stored for only as long as it is needed or is a required statute and will be
disposed of appropriately.
It is The Indian Queens Victory Hall’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.
Data Access and Accuracy
All Data Subjects have the right to access the information The Indian Queens Victory Hall holds
about them.
The Indian Queens Victory Hall will also take reasonable steps to ensure that this information is
kept up to date by asking Data Subjects whether there have been any changes.
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 1998.
Data Protection Officer: Mrs Nicola Brady
This is the Data Protection Policy of Indian Queens Victory Hall
Date
It will be reviewed every ________________________ months
Date of next review____________________________
Signed___________________________________________________
Position __________________________________________________
Signed ___________________________________________________
Position __________________________________________________