Privacy

Data Protection Policy

Sapphire Ministries recognises its responsibility to comply with the DataProtection Act 1998. The act regulates the use of personal data. This does not have to besensitive data; it can be as little as a name and address.

The Data Protection Act
The Data Protection Act 1998 sets out high standards for the handling of personalinformation and protecting individuals’ rights for privacy. It also regulates how personalinformation can be collected, handled and used. The Data Protection Act applies to anyoneholding personal information about people electronically or on paper.

Sapphire Ministries has also notified the Information Commissioner’s Office (ICO) that it holds personal data about individuals, but does not need to be registered as it is an exempt not-for-profit organisation.


When dealing with personal data, Sapphire Ministries personnel must ensure that:

• Data is processed fairly and lawfully. This means that personal information should only be collected from individuals if we have been open and honest about why we want the personal information.
• Data is processed for specified purposes only.
• Data is relevant to what it is needed for.
• Data will be monitored so that too much or too little is not kept; only data that isneeded should be held.
• Data is accurate and kept up to date
• Personal data should be accurate, if it is not it should be corrected.
• Data is not kept longer than it is needed
• Data is processed in accordance with the rights of individuals
• This means that individuals must be informed, upon request, of all the personalinformation held about them.
• Data is kept securely.

This means that only Sapphire Ministries’ staff can access the data. It should be stored securely so it cannot be accessed by members of the public.

Sapphire Ministries recognises its responsibility to be open with people when taking personal details from them. This means that staff must be honest about why they want a particular piece of personal information. If, for example, a member of the public gives their phone number to a member of staff , this will only be used for the purpose it has been given and will not be disclosed to anyone else.

Sapphire Ministries may hold personal information about individuals such as their addresses, email addresses and telephone numbers. These will be kept in a secure location and are not available for public access. All such data stored on Sapphire Ministries’ computer is password protected.

Once personal data is not needed anymore, if it is out of date or has served its use, it will be shredded or deleted from the computer. Except in exceptional circumstances, personal data will be kept for no longer than three years.

Sapphire Ministries is aware that people have the right to access any personalinformation that is held about them. If a person requests to see any data that is being held about them

• They must be sent all of the personal information that is being held about them.
• There must be explanation for why it has been stored.
• There must be a list of who has seen it.
• It must be sent within 40 days.

A fee to cover photocopying and postage charges will be charged to the person requesting the personal information. Currently this fee must not exceed £10.

Disclosure of personal information
If Sapphire Ministries’ staff member needs to access personal information to help carry out their duties, this is acceptable. They are only able to access asmuch personal information as necessary and it should only be used for that specific purpose.

Confidentiality
Sapphire Ministries staff must be aware that when complaints or queries are made, they must remain confidential unless the subject gives permission otherwise. When handling personal data, this must also remain confidential.

This Policy will be reviewed on an annual basis or earlier if so required by legislation.