1.1 The Data Protection Act 1998 covers information about individuals which is held on computer or in a manual filing system, or which is recorded with the intention that it will be part of such systems. The Act applies to people or organisations that use or hold such personal data.
1.2 The Act is based on the right of the individual (the Data Subject) to know what information is being held about them, and how the information will be used. The Act sets out principles to ensure that personal data is:
processed fairly and lawfully
obtained only for specified purposes
relevant to the purposes for which it is processed
accurate and kept up to date
not kept for longer than is necessary
processed according to the rights of the Data Subject under the Act
protected against unauthorised processing, accidental loss or damage
1.3 Burgess Hill Community Radio holds personal information on Directors, volunteers, staff and service users.
1.4 Burgess Hill Community Radio will ensure that if appropriate, it is registered with the Information Commissioner’s Office as part of its obligations under the Data Protection Act.
1.5 Burgess Hill Community Radio seeks to comply with both the letter and the spirit of the Act.
2. Scope of the Policy
2.1 Personal records will be kept at Burgess Hill Community Radio in accordance with its procedures.
2.2 Burgess Hill Community Radio Directors, staff and volunteers, other than through the Station Manager and Chair of the Board of Directors in the course of their duty, will not have access to this information on other staff or volunteers
2.3 When Directors, staff and volunteers leave all personnel documents will be kept in accordance with Burgess Hill Community Radio procedures
2.4 Directors, staff and volunteers have the right to see the information held on them by Burgess Hill Community Radio. Requests should be in writing to the Station Manager and Burgess Hill Community Radio will provide a copy of the information within two weeks of receiving the request. No charge is made.
2.5 Information about individuals will not be disclosed to any third party outside of Burgess Hill Community Radio without the permission of the individual, excepting legal and statutory requirements.
2.6 Where photographs of Directors, staff, volunteers or service users are used to publicise or promote the organisation, permission will be sought from individuals and the photograph used for a specified length of time.
3. Approval and Adoption
This policy was formally adopted by the Burgess Hill Community Radio Board on February 11th 2017