Confidentiality Policy

 

Staff and volunteers should regard all information they have access to or are given as a result of their job/volunteering as being confidential unless advised otherwise. No information should be released to a third party without first seeking the agreement of the individual concerned.


Staff and Volunteers are representatives of Slaithwaite Community Association and as such are expected to maintain confidentiality at all times. 


The Community Association has a duty to safeguard the information contained within booking forms etc.


Staff and volunteers should not disclose personal details (home address, telephone number etc) to individuals but should use the Community Centre address when an address has to be given.


Staff  have the right to access their own personal records including application forms, police checks, references etc. Should you wish to see these please speak to the Chairperson.


The adherence of the confidentiality statement will continue to be a requirement even after the cessation of employment/term of office.


All personal information collected and held by the Community Association is covered by the Data Protection Act. The Act requires all those using or collecting the information to abide by certain key principles.



The principles state that personal data must be:

  • Obtained and processed fairly and lawfully.
  • Used only for the original purpose, and disclosed only to the appropriate people.
  • Adequate, relevant and not excessive in relation to the purpose for which they are held.
  • Accurate and where necessary, kept up to date.
  • Held no longer than is necessary.
  • Accessible to the individual concerned who, where appropriate, has the right to have information about themselves Corrected or erased properly.
  • Safeguarded.

The Confidentiality Policy MAY be breached if it is considered a user is putting the Community Centre, Slaithwaite Community Association or any other users at the Centre at risk due to their misconduct or business mismanagement.

The Confidentiality Policy WILL be breached when there is a risk or serious harm to an individual, including Child Protection issues. In the circumstance of significant risk to a child the Child Protection Officer will inform the appropriate agencies or authorities (including the Police), depending on the details of the situation.

People booking with us using a booking form, will be asked on the form if they consent to their fee for the room hire being made eligible for gift aid, in order to do this the person concerned will be asked for their full home address and postcode. If the person consents to us claiming gift aid on their room usage fee (from then on to be known as a "room use donation") the Treasurer will need to keep theses details for a period of 6 years for tax purposes, This information will be kept securely under the guidance of the Data Protection Act and the HMRC 

 

Everybody has the right to privacy and safety.