| 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) A member should only use personal
data for an Association related purpose with the knowledge and express consent
of the individual member.
b) 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.
Technical
Information
The OCA's website does not store or capture personal information,
other than information which is collected automatically as part of the requirement
for system administration.
The IP address of the user is logged by
the site, as this is automatically recognised by the web server.
The
OCA does not use cookies to collect user information.
Please note
that this policy only applies to the collection and use of data by the OCA and
not to other companies, individuals, and organisations to which we provide links
through our interactive services.
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