Data Protection Policy

Northern Ireland Retired Police Officers Association (NIRPOA)

 

Definitions

Association

 

Northern Ireland Retired Police Officers Association

GDPR

 

The General Data Protection Regulation

Responsible Person

 

Hon Secretary

Register of Systems

A register of all systems or contexts in which personal data is processed by the Association.

 

1. Data protection principles

The Association is committed to processing data in accordance with its responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

  1. processed lawfully, fairly and in a transparent manner in relation to individuals;
  2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
  3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
  6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. General provisions

  1. This policy applies to all personal data processed by the Association.
  2. The Responsible Person shall take responsibility for the Association’s on-going compliance with this policy.
  3. This policy shall be reviewed at least annually.
  4. The Association shall register with the Information Commissioner’s Office as an organisation that processes personal data.

3. Lawful, fair and transparent processing

  1. To ensure it’s processing of data is lawful, fair and transparent, the Association shall maintain a Register of Systems.
  2. The Register of Systems shall be reviewed at least annually.
  3. Individuals have the right to access their personal data and any such requests made to the Association shall be dealt with in a timely manner.

4. Lawful purposes

  1. All data processed by the Association must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
  2. The Association shall note the appropriate lawful basis in the Register of Systems.
  3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
  4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Association’s systems.

5. Data minimisation

  1. The Association shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
  2. Personal information is limited to names and telephone numbers of users of the Association.
  3. Any changes to the information held MUST be authorised by the Responsible Person.

6. Accuracy

  1. The Association shall take reasonable steps to ensure personal data is accurate.
  2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

7. Archiving / removal

  1. To ensure that personal data is kept for no longer than necessary, the Association shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
  2. The archiving policy shall consider what data should/must be retained, for how long, and why.

8. Security

  1. The Association shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
  2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
  3. When personal data is deleted this should be done safely such that the data is irrecoverable.
  4. Appropriate back up and disaster recovery solutions shall be in place.

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Association shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

10. Subject Access Requests

Under the Regulations, all individuals have the right to access any personal data held by the organisation. This is commonly referred to as subject access, and Individuals can make a subject access request verbally or in writing. Under these rules, we have one month to respond to a request from the date of the letter and are unable to charge a fee for this process. Any subject access requests must be passed to the Responsible Person to allow the request to be answered in compliance with the legislation.

 

Last Updated May 2018.

 

Records Management Policy

Northern Ireland Retired Police Officers Association

Definitions

 

Association

  

The Northern Ireland Retired Police Officers Association
 

Register of Systems

  

A register of all systems or contexts in which personal data is processed by the Association

What records do we hold?

The following are the types of records maintained by The Association:

Governance – All data in relation to Governance is held in line with statutory and regulatory requirements

  • Minutes of Management Committee Meetings
  • Constitution and Terms of Reference Documentation
  • Correspondence (including emails)
  • General administrative documents (day to day management and governance) including Policies and procedures

Finance and Resources – All data in relation to Finance and Resources is held in line with statutory, funding and regulatory requirements

  • Annual accounts
  • Updates for Management Committee meetings
  • Property records

Personal Data held on users of the Association– Reviewed on an annual basis

  • Names
  • Telephone Numbers
  • Email addresses
  • Force Number
  • Police Pension number

Any other information collected on users must have a privacy statement in place.

Staff – will be held in line with statutory requirements – it should be noted however that The Association employs the Police Rehabilitation and Retraining Trust to process the staff payroll and records in relation to this are retained by them.