Data Protection & GDPR

Maidenhead & District Stroke Club collects and uses certain types of information about our members and organisations we come into contact within the course of our voluntary work and charity endeavors. The purpose of this policy is to outline how we process such information subject to our obligations under the Data Protection Act 1988 and other relevant legislation. The Data Protection Act 1998 is designed to ensure that personal data about living individuals is handled properly by organisations and that the rights of individuals to access information that is held about them are protected. Any person or organisation that handles personal data must comply with the requirements of the act. Personal Data is information about a living individual from which that person can be identified. Such information can exist in a variety of formats such as on a computer or in a paper filing system. 

 

There are eight governing principles that must be followed in connection with the processing of data about individuals. These state that information must: 

 

1. Be processed fairly and lawfully

2. Be collected and processed for the particular purposes of specified. In other words, it must not be collected for one reason then used for another.

3. Be adequate, relevant and not excessive for the purpose for which it is kept.

4. Be accurate and where necessary kept up to date

5. Not be kept for longer than necessary

6. Be processed in accordance with the subject’s rights

7. Be kept securely and adopt measures to guard against its accidental loss

8. Not be transferred outside the European Economic Area unless the country receiving it has an adequate level of protection for the rights and freedoms of data subjects. 

 

All personal data is treated strictly in accordance with the terms of the Data Protection Act 1998. This means that as outlined below, confidentiality will be maintained and appropriate security measures taken to prevent unauthorised disclosure. We ensure all volunteers and helpers have training by way of this policy. Whilst they do not have access to hard nor soft copy information, they understand the regulations apply to word-of-mouth / spoken information. 

 

The Committee of the club who have access to member data have full briefings on their accountabilities under Data Protection regulations. 

 

USAGE: In accordance with the act, we will only use the personal data that individuals have chosen to provide to us for the purpose of which it was requested and will not use it for any other purpose without prior consent of those concerned. Furthermore, we will not disclose personal data, such as names, addresses, email addresses, telephone numbers to anyone outside of the Club, without the prior explicit or implied consent of those concerned, unless Is under a legal obligation to do so e.g. where withholding such information would place an individual at risk. 

 

STORAGE AND ACCESS: All personal data held by us is kept with the consent of those who have provided it; password protected where held on a computer (‘soft copy’) and stored securely in lockable non portable filing cabinets where kept on paper (‘hard copy’). In all cases, access is strictly controlled and limited to those who are authorised to use it in the course of their duties. The Committee are the only people who have access to personal data, and recognise it is a criminal offence to pass personal data to anyone who is entitled under the Act and other legislation to have it. Any individual about who the Club holds personal data shall be given access to the data held about them by request. At all the times the Club will ensure that the rights of such individuals can be fully exercised. 

 

HANDLING & RETENTION: The Club will not keep personal data for longer than necessary. In particular, personal data held on prospective members that have not subsequently joined and members who we have grounds to believe have left the Club will be destroyed within a period of 6 months of the data subject’s active involvement with the Club coming to an end. The Club will take reasonable steps to ensure that all personal data it holds is kept up to date by asking people throughout the year to let us know if their personal information has changed. Sensitive data, defined by the Data Protection Act as information about racial or ethnic original, political opinions, religious beliefs, trade union membership, sexual life, criminal record or proceedings relating to an individual’s offences are not collected by the Company. 

We do request information about physical or mental health where members/potential members wish to share it and it relates to their membership at the Club. This information is not kept with the person’s record; it is always kept separately and securely as outlined under the section on storage and access above. DISPOSAL: Once the retention period has elapsed, the Club will ensure that personal data is destroyed by secure means (shredding if hard copy). While awaiting destruction, personal data will not be kept in any insecure receptacle (e.g. Waste bin or waste sack). A photocopy, photography or any copy or representation of the personal data will not be kept. 

 

POLICY REVIEW: This policy will be reviewed by the Committee to reflect best practice in response to changes in relevant legislation or an identified failing in its effectiveness. Changes will be communicated by the Club Notice Board. 

 

MEMBER NOTICE: Each member of the Club gets given our Data Protection document and is asked if they wish to consent. They can score through any items they do not consent to and can change their consent at any time. 

 

 

Complaints & Issues Policy

 

Being part of the Stroke Club should be a positive and enjoyable experience. 

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We encourage a relaxed, friendly and informal atmosphere that enables people to overcome feelings of isolation.

 

However, we recognise with regret that individuals may occasionally feel unhappy about something that has happened or the way something has been done.

 

It is the responsibility of The Committee to handle complaints, problems or concerns and endeavor to put things right as soon as is reasonably possible. 

 

The Committee will always aim to deal with complaints, problems or concerns sensitively and in a timely manner. Informal complaints will always be dealt with by general discussion to enable it to be resolved as quickly and efficiently as possible. At least one member of the Committee, who is not involved in the complaint, problem or concern will be appointed to deal with and respond to the complaint on behalf of the Stroke Club. This will normally be the Chairman unless the Chairman is involved in the complaint, problem or concern.

 

Where this is not possible, the complaint will be considered a Formal complaint. In these circumstances, the situation, investigation and outcome will be recorded in writing including the outcome. A written response may be provided to the individual raising the complaint, problem or concern.

 

The Committee will always aim to respond to any complaints, problems or concerns within 15 days of it being raised where possible.

 

Following the outcome of a Formal Complaint, an appeal can be made against the outcome or decision. The individual raising the Formal Complaint will receive notice of their right to appeal in the written response to the complaint.

 

In the event of an appeal, the appellant will have their appeal heard by an alternative member of the Committee who has not been involved in the situation thus far.

 

If, after appeal, the individual is still unhappy, it may be that the Stroke Club is not the right place for the appellant. The committee may, at any time, terminate an individual’s membership by way of majority vote with a valid reason. The decision is final and there is no right of appeal.