The Data Protection Act 1998.
The Data Protection Act 1998 provides the legal framework that defines how personal information can be used.
Our Obligations to you
Responsibility
The OCA is the Data Controller of any personal information that you submit to us. This means that we are responsible for the safety of your personal information. However, other organisations that undertake work on our behalf may also see your personal information as and when this is necessary.
Any organisation that works on behalf of the OCA must adhere to our rules on data protection.
As Data Controller, we have a duty of care to ensure that our volunteers and those acting on our behalf, respect your right to confidentiality and ensure that information is only used for the purpose it was provided for.
Storage of Information
Your information is held confidentially on paper or in secure computer files. We have taken steps to ensure that our systems and procedures prevent unauthorised access and unlawful disclosure.
Data Requirements
We need to process personal data to carry out our membership administration and to raise funds.
Your Right to View Data
This is an important right that you have under the Data Protection Act. You are entitled to ask us whether we hold any personal information about you and, if we do, to be told what it is used for. You are also entitled to know whether we have disclosed your information to any other persons or organisations and to receive a copy of the information we hold about you.
Exceptions
You are normally entitled to see any information that we hold about you, with some specific exceptions. For example, you are not entitled to personal information that contains details about someone else unless the person in question has given their permission to disclose this information to you.
Subject Access Request
You must contact us in writing (which includes e-mail) and pay a fee of £10 to request a copy of any personal information we may hold about you. However, we will not be able to release any personal information until we are satisfied about your identity and current address. You will need to provide us with enough information to enable us to confirm these details. To help you to do this, subject access request application forms are available from The OCA. We will respond to your request within 40 days of receiving a completed application form and £10 fee.
Data Sharing
For the majority of individuals, personal data will not be passed outside the European Economic Area (EEA). Although the Channel Islands and Isle of Man are outside the EEA, the Information Commissioner has advised that they have adequate data protection measures in place.
The Old Comrades Association Data Protection Policy
The OCA is fully committed to compliance with the Data Protection Act 1998.
The following principles will be applied when we handle your personal information:
- Your personal information is only used with your knowledge and only information that we actually need is collected.
- Your personal information is only seen by those who need it to administer the association's membership.
- We will not pass your personal information on to any other organisation without your agreement unless required to do so by the law.
- Personal information is retained only for as long as it is required.
- We will, where necessary, keep your information up to date and your information will be protected from unauthorised or accidental disclosure.
- We will provide you with a copy of your personal information on request.
- Inaccurate or misleading data will be corrected as soon as possible.
These principles apply whether we hold your information on paper or in electronic form.
Members Obligation
The Association has adopted the following policy governing use of personal data by members:
- A member should only use personal data for an Association related purpose with the knowledge and express consent of the individual member.
- The use of Association-registered personal data by members should be limited to the minimum consistent with the achievement of initial and ongoing contact and correspondence between members.
Use of personal data by members is subject to the regulations set out below.
The Association's regulations are based on the principle that members must only use personal data for reasons of contact and correspondence. A breach of these regulations is regarded as a breach of association ethics and may result in withdrawal of membership and/or prosecution under the terms of the Data Protection Act (1998).
Members must not construct or maintain files of personal data for use in connection with their employment or professional activities without the express authority of the Association's Secretary.
When giving such authority, the Association Secretary shall make the member aware of the requirements of the Data Protection Act and of the appropriate level of security arrangements which attach to the particular set of personal data.
Members must abide by the Data Protection Principles and follow the instructions of the Association in relation to any uses of personal data registered by the Association.
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