Data ProtectionProperty Management Conference

What’s it got to do with me ?• As a member of a management committee responsible

for Guiding property you must be aware and follow Girlguiding policies and processes.

• As an individual you should be aware of how to handle personal and sensitive data and its compliant disposal.

Balls

The Data protection Act 1998The Data Protection Act controls how

your personal information is used by organisations, businesses or the

government.

8 Principles of Data Protection

1. Personal data shall be processed fairly and lawfully.2. Personal data shall be obtained only for one or more

specified and lawful purposes.3. Personal data shall be adequate, relevant and not excessive.4. Personal data shall be accurate and kept up to date.5. Personal data processed shall not be kept for longer than

necessary.6. Personal data shall be processed in accordance with the

rights of the data subject.7. Appropriate technical and organisational measures shall be

taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of data.

8. Personal data shall not be transferred to a country outside the EU unless an adequate level of protection exists.

What is data ?

• Personal data is information that relates to a living individual that identifies them – name, address, date of birth.

• Sensitive data is personal as well as information about their – religion, sexuality, medical history.

Who are the ICO ?The Information Commissioner’s Office is the regulating and monitoring body in the United Kingdom that looks after Data Protection.

How our systems are compliant

• Logon• Structure• Monitoring• Personal behaviour

What can you do ?

• Ensure your office systems and paper filing are secure.

• Under take staff/volunteer training• Be vigilant about visitors to your office

space• Archive electronic files• Shred paper data when you have finished with it

• Reinforce best practices• Address bad practice with information

and training• Escalate to your Data Controller any breach and also Girlguiding

Be proactive & reactive

• Keep your password secure & regularly change it.

• Always log off your computer and close access to any system completely

• Confidentially destroy any paper records when they are no longer needed

• If sending any data electronically always password and encrypt your message

• Try never to send a fax or keep data on a USB stick

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