We hold contact information on the basis of 'legitimate interest' - one of the legal reasons for doing so. The legitimate interest is a mutual connection with volunteers and clients to be able to operate our Help in Thursley scheme.
We are absolutely committed to protecting your privacy. Our policy can be summarised in one sentence: we will not share your information with others.
What information do we collect?
We collect information through volunteer applications and also records made when clients telephone asking for help.
Who will have access to your information?
Only Help in Thursley Duty Officers and/or Committee Members.
What else you should know about privacy
Remember to close your browser when you have finished using your computer for any Help in Thursley related activities. This is to ensure that others cannot access your personal information and correspondence if you share a computer with someone else or are using a computer in a public place like a library or internet cafe. You as an individual are responsible for the security of, and access to, your own computer.
Please be aware that whenever you voluntarily disclose personal information over the internet that this information can be surreptitiously collected and used by others.
Dated: 17th May 2018.
DATA PROTECTION POLICY
HELP in THURSLEY (“HiT”) is legally obliged to follow certain rules relating to any personal data that it stores or uses whether in hard copy or on a computer, memory stick, disc or mobile phone.
This policy sets out the guidelines that all volunteers must follow to comply with those legal rules.
What personal data is covered?
- Client Details (names, postal & email addresses, telephone numbers) in paper files, on computer and on mobile phone – we make it clear that their purpose is to provide information to drivers to help them look after the clients and for emergency purposes. We also specify that we will not disclose their details to a third party except in an emergency.
- Volunteer personal details (names, addresses, telephone numbers and e mail and possibly details of criminal offences) in paper files, on computer and on the Help in Thursley mobile phone – it is understood that we need to keep these details on file to operate the Scheme.
- Photographs of clients/volunteers taken for website or advertising material – stored on phones/computer/memory stick or disc.
Some items are stored in the HiT Office in a file case, on the HiT or Committee members’ personal computers / phones / memory devices.
Obligations about the personal data
- The personal data must only be kept for the purposes set out above and not used for any other purposes.
- The personal data is confidential and must be stored safely and securely:
- the Duty Officer’s file case must be handed over from one volunteer to the next personally and not left with any third party;
- the personal data must not be shown or given to any third party (except in an emergency);
- any computer or mobile phone holding any of the personal data must be protected by a secure pass code.
3. The personal data must not be kept for longer than is necessary:
- Client Details Forms must be destroyed if clients withdraw from using Help in Thursley, upon notification of the death of a client or if the client has not used the Car Service for more than one year.
- Volunteer personal details will be deleted when the volunteer leaves the HiTscheme.
- Photos of volunteers or clients must not be stored for longer than they are needed for the administration of the website or to produce ID badges.
The Data Protection Lead appointed by HiT Committee will carry out an annual review to ensure that this policy is being followed. A copy of this policy will be given to all volunteers when they join the Help in Thursley scheme.
Dated: 17th May 2018.