Data Protection

And

Security of Information

Policy aimed at; Employers and Employees

Issued Feb 2006

Updated August 2018

1 Introduction

Bath Junior Gateway Club takes the concept of confidentiality very seriously and does all in its power to restrict personal informalk)n to those who genuinely need to know.

To comply with the principles of the Data Protection Act, Bath Junior Gateway Club will endeavour to ensure that strict confidentiality of clients' personal data is maintained in all of its work, whether the information is stored on a computer or a manual filing system.

Bath Junior Gateway Club will also try to ensure that:

access to personal information by its staff is on a "need to know" basis only.
personal information is not given to any outside party without the consent of the person or their legal or appointed representativ
information is stored securely and can be reinstated/restored in an emergency.
clients are made aware that they have the right to request access to information concerning them.

Clients are defined as people with a learning disability, their parents and carers or any individual or organisation who receive a service.

2.1 All personal information will be stored under lock and key in the office and/or on computer protected by a security code. Computer held records will be copied onto a disk and stored at a designated site away from Bath Junior gateway Club's office or in a fire-proof safe within the office.

2.2 All clients will be made aware that they have a right to access personal information held on them, but should give reasonable notice of this request to the staff responsible. References will remain confidential.

2.3 Personal information about clients will be shared within Bath Junior Gateway Club on a strictly "need to knoW" basis and will not be shared with outside agencies without the pdor permission of the person concerned (or their legal or appointed representative), except in unavoidable or exceptional circumstances.

2.4 Notes of meetings with dients where personal issues are discussed will not be freely circulated or accessible and will be stored securely.

2.5 Personal data will not be kept unnecessarily and in normal circumstances will be destroyed after 7 years.

2.6 Personal data and confidential documents will be shredded on disposal.

2.7 Adequate secu~j precautions must be taken when laptop computers and personal date are taken out of the office, e.g. not left unattended or kept in the boot of car.

2.8 The Data Protection Conkoller is the Chairman of Bath Junior gateway Club and the Data Protection Compliance Officer is the Coordinator

2.9 All staff should be made aware of this policy and agree to abide by it.

3 Freedom of Information

If a request is received for access to information under the Freedom of Information Act you should refer the matter to the Coordinator. In deciding whether there is a duty to disclose the information requested, the Coordinator should consider the individual's rights of protection under the Data Protection Act.