Data Protection
and
Security of Information

 

Introduction

Carrickfergus & District Senior Gateway Club takes the concept of confidentiality very seriously and does all in its power to restrict personal information to those who genuinely need to know.

To comply with the principles of the Data Protection Act, Carrickfergus & District Senior Gateway Club will endeavour to ensure that strict confidentiality of clients’ personal data is maintained in all of its work, whether the information is stored on a computer or a manual filing system.

Carrickfergus & District Senior Gateway Club will also try to ensure that:

access to personal information by its staff is on a “need to know” basis only.

personal information is not given to any outside party without the consent of the person concerned (or their legal or appointed representative).

information is stored securely and can be reinstated/restored in an emergency.

clients are made aware that they have the right to request access to information concerning them.

GUIDELINES

members are defined as people with a learning disability, their parents and carers or any individual or organisation who receive a service.

All personal information will be stored under lock and key in the leaders home and/or on computer protected by a security code.  Computer held records will be copied onto a disk and stored at a designated site away from the Gateway Club.

All members will be made aware that they have a right to access personal information held on them, but should give reasonable notice of this request to the leader responsible.  References will remain confidential.

Personal information about clients will be shared within Gateway on a strictly “need to know” basis and will not be shared with outside agencies without the prior permission of the person concerned (or their legal or appointed representative), except in unavoidable or exceptional circumstances.

Notes of meetings with members where personal issues are discussed will not be freely circulated or accessible and will be stored securely.

Personal data will not be kept unnecessarily and in normal circumstances will be destroyed after 7 years.

Personal data and confidential documents will be shredded on disposal.

The Data Protection Controller is the leader of Carrick senior gateway and the Data Protection Compliance Officer is the Chairman.

All staff should be made aware of this policy and agree to abide by it. 

 

Freedom of Information

If a request is received for access to information under the Freedom of Information Act you should refer the matter to the Chairman.  In deciding whether there is a duty to disclose the information requested, the Chairman should consider the individual’s rights of protection under the Data Protection Act.