DATA PROTECTION POLICY

 

Under the provisions of the General Data Protection Regulation (GDPR) 2018 we are required to ensure that we follow the data protection principles of good information handling. These say that Harrogate and District Talking Newspaper (HDTN) must:

• only process information necessary to establish or maintain membership or support; 
• only process information necessary to provide or administer activities for people who are members of the organisation or have regular contact with it; 
• only share the information with people and organisations necessary to carry out the organisation’s activities. Important - if individuals give permission to share their information, this is OK;
• only keep the information while the individual is a member or supporter or as long as necessary for member/supporter administration.

Lawful Basis

We have decided that the lawful basis which is best suited to our Charity is ‘Legitimate Interests’. This allows us to use a person’s data in a way that they would reasonably expect us to, and which does not override their interests in any way.

 

Data held by HDTN

There are three types of Data held by HDTN

1. List of listeners’ names, dates of birth and contact details

These are deleted when a listener requests this or when they have not been in contact with HDTN after being sent a memory stick or cassette.

 

2. List of volunteers’ names and contact details

The Rota Compiler (RC) and designated back-up data holder will keep a list of every volunteer’s phone number, email address and home address. Volunteers’ phone numbers will be freely circulated amongst all volunteers. Home and email addresses will be held by the RC and back-up and only communicated to another volunteer for a specific purpose.

All details will be deleted when a volunteer leaves HDTN unless he/she requests otherwise.

 

3. Details of prospective volunteers who applied to join but did not pursue their application.

These will be destroyed after 12 months if no further contact is made.

 

Listeners and volunteers can request at any time to see the data HDTN hold relating to themselves.

 

Listeners and volunteers are invited to raise any complaints regarding Data Protection with HDTN in the first instance. They also have a right to complain to the Information Commissioner’s Office (ICO) if they think there is a problem with the way their data is being handled.