Data Protection Policy
> Data Protection Policy
This policy aims to outline the company’s procedures for ensuring that the Data Protection Act 2018 is adhered to.
It is the personal responsibility of every individual referring to this policy to ensure that they are viewing the latest version.
Table 1 linked policies/documents
1. Data protection principles
Community Crisis Care is committed to processing data in accordance with its responsibilities under the GDPR (General Data Protection Regulation).
Article 5 of the GDPR requires that personal data shall be:
a. Processed lawfully, fairly and in a transparent manner in relation to individuals;
b. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
2. General provisions
a. This policy applies to all personal data processed by Community Crisis Care.
b. The Responsible Person being the Operations Director shall take responsibility for the ongoing compliance with this policy.
c. This policy shall be reviewed at least annually.
3. Lawful, fair and transparent processing
a. To ensure its processing of data is lawful, fair and transparent, Community Crisis Care shall maintain appropriate recording logs.
b. Individuals have the right to access their personal data and any such requests made to Community Crisis Care shall be dealt with in a timely manner.
4. Lawful purposes
a. All data processed by Community Crisis Care must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
b. Community Crisis Care shall note the appropriate lawful basis when processing information.
c. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
d. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately.
5. Data minimisation
a. Community Crisis Care shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. Please see privacynotices for further details in how data is processed.
6. Accuracy
a. Community Crisis Care shall take reasonable steps to ensure personal data is accurate.
b. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
7. Archiving / removal
a. To ensure that personal data is kept for no longer than necessary, Community Crisis Care shall only retain records for as long as is necessary. Please see privacy notices for further details in how data is processed.
8. Security
a. Community Crisis Care shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
b. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
c. When personal data is deleted this should be done safely such that the data is irrecoverable.
d. Appropriate back-up and disaster recovery solutions shall be in place.
