Privacy Notice

General Data Protection regulation Policy RASASC NW

Rape & Sexual Abuse Support Centre North Wales regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal.

Rape & Sexual Abuse Support Centre North Wales intends to ensure that personal information is treated lawfully and correctly.

To this end, Rape & Sexual Abuse Support Centre North Wales will adhere to the Principles of GDPR, as detailed in the General Data Protection Regulation 2018.

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 manner 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 outside the European Economic Area 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.

Rape & Sexual Abuse Support Centre North Wales will, through appropriate management, 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 regulation. These include:
  • The right to be informed
    
  • The right of access to client files and notes
    
  • The right to rectification
    
  • The right to erasure
    
  • The right to restrict processing
    
  • The right to data portability
    
  • The right to object
    
  • The right not to be subject to automatic decision making
    
• 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.

Informed consent

Informed consent is when

• A Data Subject 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;
  
• Then gives their signed consent
  

Rape & Sexual Abuse Support Centre North Wales 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, Rape & Sexual Abuse Support Centre North Wales will ensure
that the Data Subject:

• Clearly understands why the information is needed
  
• Understands what it will be used for and what the consequences are should the Data Subject 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

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 Rape & Sexual Abuse Support Centre North Wales’ 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 Rape & Sexual Abuse Support Centre North Wales holds about them. Rape & Sexual Abuse Support Centre North Wales 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, Rape & Sexual Abuse Support Centre North Wales will ensure that:

• It has a Data Protection Officer with specific responsibility for ensuring compliance with Data Protection,
  
• 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
  
• Any breach of data must be reported to the ICO within 72 hours and failure to do so will be classed as gross misconduct.
  

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 General Data Protection Regulation 2018

In case of any queries or questions in relation to this policy please contact the Rape & Sexual Abuse Support Centre North Wales Data Protection Officer:

Chief Executive 01248 670628

Date Reviewed: 21.05.18

Next Review Date : 01/05/20