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Data is
stored somewhere
about every aspect of our daily lives. If you use a loyalty
card
in a shop then the details of your shopping habits are recorded and
possibly your home address information i.e. if you have a GAME card you
will have provided some personal information.
The school that you go to holds information about you; your bank knows
how much money you have; your doctor knows about your health.A lot of
this data is sensitive and we don't want everyone to find out about it.
We need to protect this information ... and, for this purpose, there is
a law that is in place to protect all this data.
The
Data Protection Act
1998 (DPA)
The
Data Protection Act
sets out the key principles for the storage and use of information
relating to individual people (e.g. a person’s full name,
address, date of birth, National Insurance number, medical conditions
or reports referring to the individual etc).
Notification
under the
Data Protection Act 1998
Under
the Act every
organisation that processes personal information (personal
data)
must notify the
Information Commissioner’s Office - unless they qualify under
one
of the notification exemptions.
As a
not-for-profit
organisation, North Ayrshire Amateur Swimming Club is exempt from
notifying the Information Commissioner; this however does not release
us from complying with the DPA principles.
Principles
of the DPA
The
Act comprises of eight main Data Protection Principles:
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1
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Personal
data shall be processed fairly and lawfully, and can only happen if:
- you
have given
permission to process the data
- it has
to be done to
carry out a contract that you have set up
- the
person holding the
data has, legally, got to process that data
- it
protects your best
interests
- it
helps the justice or
governmental procedures
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2
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Personal
data can only be collected for certain specific purposes ... and can't
be used for other purposes
e.g.
your bank can't sell your name and address to marketing companies
(unless you agree)
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3
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Personal
data should be adequate and relevant to the purpose for which it should
be used
e.g.
your dentist really only needs to hold details about your teeth and
some other medical facts ... if they want to know your bank details -
don't tell them (unless you want to)
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4
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Personal
data should be kept up to date
e.g.
your school keeps details of your exam grades ... if you re-sit an exam
and get different grades then they need to be changed
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5
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Personal
data shall not be kept for longer than it is required to carry out the
process for which it was collected
e.g.
schools need to keep lots of personal details about you while you are
there - once you leave these have to be destroyed
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6
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Personal
data shall be processed with respect to your personal rights under the
Data Protection Act
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7
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Care
must be taken by anyone holding your personal data that it isn't lost
or destroyed ... or it isn't accessible to anyone who you haven't
authorised
e.g.
you buy some shoes from a shop using a credit card ... that shop must
protect your bank details
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8
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Anyone
holding your personal data should not transfer it out of the European
Economic Area unless the country to which it is being transferred is
able to ensure that they can offer the same protection as the Data
Protection Act
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How
does NAASC collect
data?
There
are several means by which we
collect personally identifiable data, for example via forms such as the
application and membership form. NAASC only collects personal
information that is required about you for operating purposes as a club
member.
Is
information passed to third parties?
NAASC
will only disclose information to third parties where it is required to
so and would reasonably be expected i.e. as part of the registration
process for Scottish swimming or where a swimmer will be attending a
meet.
NAASC
does not collect or compile personally identifying information for
third party dissemination or sale to external parties for marketing
purposes or host mailings on behalf of third parties.
General
All
personally identifiable information provided to NAASC
is processed in accordance with the principles of the Data Protection
Act 1998.
If you
have any queries
regarding data protection please forward these to the Club Secretary in
the first instance.
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