The Natural History Consortium (NHC) is committed to comply with the requirements of the Data Protection Act 2018 that govern the processing of personal data. Consequently, personal information will be collated and used fairly, stored safely and not disclosed to any other person unlawfully.
Personal data can be defined as data or information relating to an individual from which they can be identified, and which can include expressions of opinion about an individual. Our aim is to ensure that personal data is not used for any other purposes than specified on collection, is held securely, and destroyed when no longer required.
Individual Staff and Volunteers also have a responsibility to ensure that data is processed correctly and lawfully – this is fully outlined in section 4 of this policy.
If at any point you are concerned that we are not complying with Data Protection rules you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
Section 1: Data Protection Principles
We recognise the importance of safeguarding personal privacy when dealing with information about Data Subjects:
– Personal Data will be processed fairly and lawfully and in line with advice from the Information Commissioner
– Personal Data will be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed
– Personal Data will be accurate and, where necessary, kept up to date
– Personal Data shall not be kept for longer than is necessary for the purposes for which it is obtained
– Personal Data shall be processed in accordance with the rights of Data Subjects
– Appropriate measures will be taken against unauthorised or unlawful processing of Personal Data and against its accidental loss, damage or destruction
– Personal Data shall not be transferred to a country outside the European Economic Area (the “EEA”). If at any point this changes we will ensure that this is done in compliance with the law
Section 2: The Data We Hold
We hold personal data for 4 distinct groups of individuals
Current and past employees, and volunteers
We hold data on employees and volunteers. This might include any or all of the list below:
– Name and address and other contact details
– Bank Details
– Identification documents (such as passport details)
– Contractual Documents
– Specific personal details such as sex, race, disability
– Employment history with the charity (including absence records, disciplinary and grievance issues etc) (not normally for volunteers)
– Use of our IT systems (emails, web browsing etc)
– CCTV images from event security
– Photos used for security badges/ID
All of this data is retained securely, and we hold either because we are required to do so by law or because we have legitimate interests to do so (for example to pay you correctly, to ensure we are complying with our health and safety responsibilities as an employer, or because it is necessary to run the organisation or our events effectively).
After you leave the charity, we will retain all your data for at least 180 days, after which we start to delete certain aspects. We are required by law to retain some of your data for defined periods (e.g. we need to retain tax information for 6 years) and in some cases we need to hold this indefinitely (certain health and safety information).
If you apply for a job or to volunteer with the charity, and are unsuccessful, we will retain your application details (CV etc) for a period of no more than 6 months after the vacancy has been filled.
Customers and suppliers
Personal information relating to individuals employed by our customers or suppliers will be processed in accordance with the principles above and will not be retained once there is no longer any legitimate business to do so (for example, if we no longer have a commercial relationship with the company, or the individual no longer works for them or is no longer involved in the management of the commercial relationship)
Members of the public
As a charity we may wish to contact those who attend our events or interact with us in other ways, for example to keep them informed of our activities or for fundraising purposes. Any data regarding members of the public that we hold will be retained within the principles of the Act and we will only contact those who have explicitly consented to it. We do not share information with other organisations including our partners and funders.
Data regarding those under the age of 18, or others who may be classed as vulnerable, will be held in accordance with the act and also with any additional rules contained in our Child Protection and Safeguarding policies.
Section 3: Rights of Data Subjects
Data Subjects can be defined as individuals who are the subject of personal data. All data subjects are entitled to know:
– What information we hold and processes about you and why
– How to gain access to it
– How to keep it up to date
You may request this information by contacting us. There is no charge for doing this and we will respond to your request within the timescales laid down in law. However you should be aware that we may make a charge, or refuse to deal with your request, if you make frequently repeated requests or your request is manifestly unfounded.
While we will do everything possible to protect your data, in the event of a breach we will do everything required to rectify the situation, including where necessary inform the Information Commissioner.
Section 4: Employees’ Responsibilities
It is your responsibility to ensure that any data you deal with is held securely and is only accessible to those who have a legitimate business reason to have it
Personal data should never be removed from our premises, unless you have been authorised by the Chief Executive to do so. Where we are running an event in conjunction with other organisations, you should be clear about what information you may and may not share
You must follow basic security such as
– Never leave papers or portable devices on your desk or in a vehicle for prolonged periods e.g. over night
– Lock drawers containing personal data
– Ensure your computer screen is locked when you are away from your desk
– If you work from different workstations or share a desk, ensure that you log off any computers and remove any documents before leaving the desk
– In particular, if you are hosting visitors from another organisation you are responsible for ensuring that they are not able to see or access any personal data (both in paper or computer format) unless authorised to do so
– Password protect any attachments containing personal data before sending them via email
– Never transfer personal data to a memory stick or other removeable device
If you become aware of any type of data breach, you must inform your manager immediately.
If you are working from home, or any other location outside our office, you must ensure that you only use our IT services to access and/or save information. You must not save any personal data on your own IT equipment.
If you breach any of these data protection rules we may consider it a disciplinary matter. A serious breach could be considered as gross misconduct.
This policy was last updated in December 2022 and is due to be reviewed in December 2023