Privacy and GDPR - Rayleigh, Rochford and Castle Point Talking Newspapers.

privacy

In order to operate efficiently, Rayleigh, Rochford & Castle Point Talking Newspaper for the Blind collects and uses information about people with whom it works. These may include our listeners and current and past volunteers.

We will, so far as we are able, protect personal information by using reasonable security safeguards against loss or theft, as well as against unauthorised access, disclosure, copying, use, or modification.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

Links to other websites

Our site may contain links to other websites of interest. You should note that we have no control over other websites. Therefore we cannot be responsible for the protection and privacy of any information which you provide whilst visiting sites which are not governed by this privacy statement. You are advised to exercise caution and look at the privacy statement applicable to any website which you visit.

RAYLEIGH, ROCHFORD & CASTLE POINT TALKING NEWSPAPER

Data Protection Policy (General Data Protection Regulations)

a) Introduction

This policy sets out the intention of the Rayleigh, Rochford & Castle Point Talking Newspaper (RRCPTN) to protect the personal data that its members (Listeners and Volunteers) provide in order to organise and manage its service.

b) Key principles of this Policy

To collect and hold the minimum amount of members’ personal data that is necessary to provide the service. (See c below.)

To ensure that such personal data is held by the smallest number of people necessary to ensure the effective operation of the charity. (See d below)

To obtain permission from all Volunteers and from all Listeners (insofar as this is possible – see Footnote to section C) for the charity to hold the personal data.

To hold this personal data of members only for as long as they remain members.

To destroy all records of the personal data of members subsequent to their retirement, withdrawal or death.

c) Personal Data required

From Listeners

In order for it to be possible to post regular audio recordings to the Listeners via Royal Mail, we need to have on record the names and addresses of all Listeners.

In order to check with Listeners if there is a problem, such as a continuing failure by a Listener to return the audio recording after use, we need to hold a contact telephone number. This may be the telephone number of the Listener or of a family member, friend, carer or care home.

Footnote: We cannot provide this service without minimum personal data from our listeners. It is, therefore, in their legitimate interest to provide the data.

From Volunteers

RCPTN needs to communicate effectively with Volunteers in order to operate the service and we need to have on record their names, email addresses, postal addresses, telephone numbers and car registration numbers (if applicable).

d) How Personal Data will be held

Listeners’ personal data is held electronically, on a passworded computer housed in a lockable room.

Volunteers’ personal data is held electronically. Hard copies of signed, consent forms are held in a filing cabinet in a locked room.

Listener Personal Data

A volunteer will meet each new Listener in order to demonstrate the service offered by RRCPTN. This volunteer will record the listeners’ personal data and input it to the computer. The volunteer will also secure the new Listener’s consent to the data being held.

The ‘Copy and Distribution’ team prepares address labels for each Listener. These labels are attached to the postal wallets used.

Two ‘Distribution volunteers’ have access to the passworded computer system.

The Copy team has sight of the listeners’ names and addresses (though not the telephone numbers) when posting them via Royal Mail.

The personal data of listeners is therefore limited to a small number of Volunteers on a ‘need to know’ basis and is not shared with others.

Volunteer Personal Data

All volunteers are required to confirm that they agree to RRCPTN holding the minimum necessary personal data to enable the operation of the charity.

Their personal details are only shared within the TN, other than car registration numbers which are shared with Genesis Housing in order to comply with their parking regulations.

e) Removal of Personal Data

From time to time, Listeners decide no longer to receive RRCPTN audio recordings, move away or die. When this occurs, the data record of that individual is deleted from the relevant record.

When volunteers are no longer associated with RRCPTN their data is deleted from the records.

f) Working with partners

RRCPTN will not share any of the data it holds with any other organisation unless required by law to do so.

g) Accountability

To ensure that this policy is effectively implemented RRCPTN undertakes that, in all matters that it deals with, the protection of its Members’ personal data will be actively considered during any decision making or review process.

This policy was ratified by the Executive Committee on 28^th March 2018.