GDPR Policy

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Hellenic Cultural Society of Bristol

METHEXIS

Privacy Statement and Data Protection Policy

Privacy statement

We will process and handle any information you provide through our website in accordance with the General Data Protection Act 2018.

By using this website to provide personal information you agree to make your personal information available, when appropriate, to the board of trustees of Hellenic Cultural Society of Bristol “Methexis”. Our selection of volunteers is always in compliance with the General Data Protection Act 2018.

Any personal information you provide, will be used for the purpose of providing services to you and furthering the stated aims of the charity. Your data will be used with care and will never be sold or shared, without your permission unless required by law.

You can read our Data Protection Policy (below) with details of what you can expect from us and how we collect and manage information provided to us. You can choose to change the way we communicate with you by email methexis.bristol@gmail.com  or phone contact 07842631873 and speak with a member of our team. You can opt out of receiving any communication from us at any time and your desire will be respected.

You have the right to request information we hold about you, after providing appropriate proof of identity. Please check the Data Protection Policy (below) for more information.

Data Protection Policy

How we use, store and protect your personal information

For the purposes of this policy, "personal information" covers any data that enables us to identify you as an individual such as your name, telephone number and email address. When you supply information to us, we are legally obliged by the General Data Protection Act 2018 (see below) to ensure that we only use any information you have provided for the purpose requested for, and to ensure that we keep/store the data securely.

We will never pass your details to a third party without having your prior consent. However, if required to do so by law, we may be required to disclose information about you.

The General Data Protection Act 2018

The General Data Protection Act 2018 sets out what can and what cannot be done with personal data that is information about living individuals. Hellenic Cultural Society of Bristol “Methexis” is placed under a legal obligation to comply with the provisions of this Act and is committed to a policy of protecting the rights and freedoms of individuals with respect to giving them a choice at how their personal data is processed, used and stored.

Commitment to the protection of personal information

In order to function properly, Hellenic Cultural Society of Bristol “Methexis” needs to collect and use certain types of information about staff, service beneficiaries and other individuals who come into contact with the charity in order to operate effectively. In addition, it is required by law to collect and use certain types of information to comply with the requirements of government departments – different LEAs, statutory and non-statutory funders and other bodies. This personal information must be properly dealt with as far as it is collected, recorded and used, and there are safeguards to ensure this in the General Data Protection Act 2018.

Hellenic Cultural Society of Bristol “Methexis” regards the lawful and correct treatment of personal information as very important to the successful and efficient performance of its operations and to maintain confidence between ourselves and people whose personal data are kept with us.  We ensure that the Hellenic Cultural Society of Bristol “Methexis” treats personal information lawfully and fairly.

Scope of the policy

The General Data Protection Act applies to electronic and paper records held in structured filing systems containing personal data, meaning data which relates to individuals who can be identified from the data. This includes any expression of opinion about an individual and intentions towards an individual. It also applies to personal data held visually in photographs or video clips (including CCTV) or as sound recordings. Hellenic Cultural Society of Bristol “Methexis” collects a large amount of personal data every year.

This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the General Data Protection Act 2018.

The Principles of the Policy

The principles may be summarised as follows, and are intended to make sure that the personal information of “data subjects” (the people about whom information is held) is handled properly.

Under the principles, data must be:

• fairly and lawfully processed

• processed for limited purposes

• adequate, relevant and not excessive

• accurate

• not kept for longer than is necessary

• processed in line with the rights of data subjects 

• secure

• not transferred to countries that are not able to ensure an adequate level of data protection

Individuals have the following rights:

• right of access (to see what is being held about them)

• right to rectify (to be able to correct any incorrect information)

• right of erasure (to have their details removed – Hellenic Cultural Society of Bristol “Methexis” only keeps data we are legally obliged to keep)

• right to restrict processing (but not delete) i.e. individuals may choose what and how they would like information

• right of portability (to have their data transferred to another organisation if they wish)

• right to object to their data being held

• right not to be profiled for wealth screening or any other enhancement of data already held

Data Protection standards

Hellenic Cultural Society of Bristol “Methexis” will, through appropriate management and adherence to agreed procedures,:

• ensure that individuals who have not given permission to be contacted after May 2018 may be contacted if there is a legitimate interest to do so and in doing so Hellenic Cultural Society of Bristol “Methexis” will adhere to the Information Commissioner’s Office (ICO) published information and guidelines.

• observe fully the conditions regarding the fair collection and use of information

• meet legal obligations to specify the purposes for which information is used

• collect and process appropriate information, and only to the extent that it is needed to fulfil operational needs or comply with legal requirements

• make reasonable efforts to ensure the quality of information used

• apply checks to determine the length of time various types of information are held

• ensure that the rights of data subjects can be fully exercised under the Act, with reference to currently available guidance and good practice available from the Information Commissioner’s Office and The Institute of Fundraising

• take reasonable and appropriate measures to safeguard personal information

• ensure that personal information is not transferred abroad without appropriate safeguards

• treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information

• use secure methods for communication containing sensitive information, particularly where an individual can be identified .

Management arrangements

At Hellenic Cultural Society of Bristol “Methexis”, the Board of Trustees we will ensure that:

• individuals can contact with the Hellenic Cultural Society of Bristol “Methexis” who is responsible for GDPR (contact details below)

• this Privacy Notice and Data Protection Policy will be available to view/download at Hellenic Cultural Society of Bristol “Methexis”’s website and written in plain English

• Hellenic Cultural Society of Bristol “Methexis”’s data registration with the Information Commissioner is kept up to date

• appropriate terms and conditions about managing and handling personal information are included in staff contracts of employment

Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

How you can access the information we hold about you

As an individual you have the right to request any information we hold about you after providing appropriate proof of identity. You must give written notification of the request (see contact details below) and provide proof of identity. We will then respond within 40 days.

For inquiries, please contact:

Organisation name: Hellenic Cultural Society of Bristol “Methexis”

Email : methexis.bristol@gmail.com

Telephone : 07842631873

Adopted by the Board of Trustees of the Hellenic Cultural Society of Bristol Methexis.