Our Privacy Policy

DATA PROTECTION POLICY

INTRODUCTION

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679] (the “GDPR”)

West Dunbartonshire Mental Health Forum is the owner of this website and controls how your personal data is processed and for what purposes.

If after reviewing this policy you have any questions or privacy concerns please send an e-mail to: admin@wdmhforum.org or write to:
West Dunbartonshire Mental Health Forum,
Annexe 1, Benview Resource Centre,
Strathleven Place,
Dumbarton, G82 1BA

WDMHF is registered under the Data Protection Act and needs to keep certain information about its members for purposes of health and safety and service operation. The organisation seeks to comply with the Data Protection Principles that are set out in the Data Protection Act 1998 and amended in 2002.

ASSOCIATED POLICIES

This policy should be considered in association with the following policies and guidance:

Confidentiality Policy, Equal Opportunities Policy

SCOPE OF THE POLICY

This policy applies to all Volunteers and trustees. Compliance with this policy is a condition of engagement and any deliberate breach of this policy will result in disciplinary action, which may include dismissal and possible legal action. All data/information processed by the organisation is covered by this policy.

PRINCIPLES

The Data Protection Act 1998 and subsequent updates protects employees against the misuse of personal data, and covers both manual and electronic records.

The Act requires that any personal data held should be:

processed fairly and lawfully;

obtained and processed only for specified and lawful purposes;

adequate, relevant and not excessive;

accurate and kept up to date;

held securely and for no longer than is necessary; and

not transferred to a country outside the European Economic Area unless there is an adequate level of data protection in that country. If you access another employee's records without authority this will be treated as gross misconduct and is a criminal offence under the Data Protection Act 1998, section 55.

PURPOSES FOR WHICH PERSONAL DATA MAY BE HELD

Personal data relating volunteers may be collected primarily for the purposes of:

recruitment, promotion, training, redeployment, and/or volunteer development;

performance review;

recording of communication with volunteers and their representatives;

compliance with legislation;

provision of references to financial institutions, to facilitate entry onto educational courses and/or to assist future potential employers; and educational courses and/or to assist future potential employers.

The organisation considers that the following personal data falls within the categories set out above:

Personal details including name, address, age, status and qualifications. Where specific monitoring systems are in place, ethnic origin and nationality will also be deemed as relevant;

references and CVs;

emergency contact details;

training records;

Absence and sickness information.

Volunteers or potential volunteers will be advised of the personal data which has been obtained or retained, its source, and the purposes for which the personal data may be used or to whom it will be disclosed. The organisation will review the nature of the information being collected and held on an annual basis to ensure there is a sound business reason for requiring the information to be retained.

SENSITIVE PERSONAL DATA

Sensitive personal data includes information relating to the following matters:

the employee’s racial or ethnic origin;

his or her political opinions;

his or her religious or similar beliefs;

his or her trade union membership;

his or her physical or mental health or condition;

his or her sexual orientation; or

the commission or alleged commission of any offence by the volunteer.

RESPONSIBILITY FOR PROCESSING OF PERSONAL DATA

The organisation’s Data Controller is the Secretary who is responsible for ensuring all personal data is controlled in compliance with the Data Protection Act 1998. Failure to comply with the Policy and procedures may result in disciplinary action up to and including summary dismissal.

USE OF PERSONAL DATA

To ensure compliance with the Data Protection Act 1998 and in the interests of privacy, confidence and good relations, the disclosure and use of information held by the organisation is governed by the following conditions:

personal data must only be used for one or more of the purposes specified in this Policy;

Documents may only be used in accordance with the statement within each document stating its intended use; and

provided that the identification of the individual employees is not disclosed, aggregate or statistical information may be used to respond to any legitimate internal or external requests for data (e.g., surveys, staffing level figures); and

personal data must not be disclosed, either within or outside the organisation, to any unauthorised recipient.

Where personal data obtained about candidates is to be held for the purpose of Equal Opportunities monitoring, all such data must be made anonymous.

Use of 'cookies'

Our websites uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.

It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our websites.

What types of cookies are used on this site?

1. Preference Cookie – At your request we may place a cookie to remember your preferences so that you do not need to re-enter your details (country/age and language preferences) on our gateway page. This is not suitable if you share your computer with someone else.

2. Social Sharing – This is a cookie that identifies you with social networking sites such as Facebook and Twitter and allows interaction between your activity on social networking sites and on our website through your direction, and makes your transition between the sites more seamless.

3. Site Analytics – We use Google Analytics to help analyse use of our website. This analytical tool uses ‘cookies’, which are text files placed on your computer, to collect standard internet log information and visitor behaviour information in an anonymous form. The information generated by the cookie about your use of the website (including your IP address) is transmitted to Google. This information is then used to evaluate visitors’ use of the website and to compile statistical reports on website activity. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

4. Cookies – We use session cookies, which are temporary cookies that cookies aid the user journey around the site, and will remember preferences you have selected during the session. These cookies are deleted as soon as you leave the site.

How do I disable/enable cookies?

You have the ability to accept or decline cookies by modifying the settings in your browser. However, you may not be able to use all the interactive features of our site if cookies are disabled.

There are a number of ways to manage cookies. Please refer to your browser instructions or help screen to learn more about these functions. For example, in Internet Explorer, you can go to the Tools/Internet options/Security and Privacy Tabs to adapt the browser to your expectations. If you use different computers in different locations you will need to ensure that each browser is adjusted to suit your cookie preferences.

Some modern browsers have a feature that will analyse website privacy policies and allow a user to control their privacy needs. These are known as ‘P3P’ features (Privacy Preferences Platform).

Links to other websites

Our website may contain links to other websites, but most of the time wont have any control over these website. Please read there Private Policy. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.