Dwelling Places UK
Data Protection Policy
Dwelling Places UK is committed to protecting the details of the individuals that support us in accordance with the Data Protection Act 1998. We aim to ensure that individuals are aware that their data is being processed and understand why and how their details are being used, as well as how they can exercise their rights.
Purpose of data held by Dwelling Places UK:
Data may be held by Dwelling Places UK for the following purposes:
- Staff administration
- Volunteer administration
- To fulfil the requirements of a charitable organisation
- Accounts and records
- Advertising, Marketing & Public Relations
- Fundraising
- Communication with donors and sponsors
In terms of the Data Protection Act 1998, we are the “Data Controller”, and as such determine the purpose for which, and the manner in which, any personal data is processed;
1. Fairly and lawfully
We always put our logo on our paperwork, and state the intentions of processing and storing the data. We give an option for the individual to decline us permission for storing their information.
2. Limited purpose
We will not use data for a purpose other than those agreed, and we will never pass on personal data to third parties.
3. Adequate, relevant and not excessive
Dwelling Places UK will monitor the data held for our purposes, ensuring we hold neither too much, nor too little data in respect to our supporters about whom the data is held. If we receive excessive information it will be safely deleted or destroyed.
4. Accurate and up-to-date
We take every opportunity to keep personal information up to date, and confirm the details we have stored each time we have a new interaction with a supporter. We do not keep outdated information.
5. Not kept longer than necessary
We discourage the retention of data for longer than it is required. If an individual discontinues their support, we will delete or destroy their information after we have fulfilled our administrative obligations.
6. In accordance with the individual’s rights.
All individuals who are the subject of personal data held by Dwelling Places UK are entitled to see the information we hold on them. These requests can be made by email to admin@dwellingplaces.org.uk and we will endeavour to provide the relevant data within 14 days. These requests will be charged at £10. We will always verify the identity of the individual before handing over personal information.
7. Secure
Appropriate measures are taken against unauthorised or unlawful processing of personal data, and against accidental loss or destruction of data.
Where data is stored on paper it is kept in a locked filing cabinet, only accessible to authorised staff. Data printouts are shredded and disposed of securely when no longer required.
DP UK employees laptops have strong passwords, and are protected by approved anti-virus software and a firewall. When data is stored electronically it is in password-protected documents.
Data is backed up automatically through Sugarsync on the cloud and is password protected.
8. Not transferred to countries outside the European Economic Area, unless the country has adequate protection for the individual.
Personal data is not transferred to countries outside the European Economic Area without the explicit consent of the individual.
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.
In case of any queries or questions in relation to this policy please contact the DP UK Data Protection Officer:
DP UK Data Protection Officer
0141 882 2662
c/o The ARK
1484 Paisley Road West
Glasgow
G52 1SP
Updated May 2018