Zoom In needs to keep certain personal
data about its users, volunteers and staff to fulfil its objectives
and to meet its legal obligations to funding bodies and Government.
The Data Protection Principles, which are set out in the Data Protection
Act 1998 state that this personal data shall be:
processed fairly and lawfully and
shall not be processed unless certain conditions are met
obtained for specified and lawful
purposes and not further processed in a manner incompatible with
that purpose
adequate, relevant and not excessive
accurate and where necessary up to
date
kept for no longer than necessary
processed in accordance with data
subjects' rights
protected by appropriate security
not transferred without adequate
protection
1) All staff and volunteers are
responsible for checking that any information that they provide in
connection with their employment is accurate, and is updated when
necessary. 2) All staff,volunteers, applicants and other users are
entitled to:
know what personal information Zoom In holds and
processes about them and why
know how to gain access to their own information
know how to keep stored information up to date
see this policy, to know what Zoom In is doing
to comply with its obligations under the 1998 Act
Staff, volunteers, job applicants and users of Zoom In facilities
have the right to access any personal data that is being kept about
them. Any person who wishes to exercise this right should make their
request in writing, accompanied by the administration fee of £10.
Zoom In has discretion to waive the administration charge.
Zoom In aims to comply with requests for access to personal information
as quickly as possible, but will ensure that it is provided within
40 days unless there is a good reason for delay. In such cases, the
reason for delay will be explained in writing to the data subject
making the request.
3) Where data is regarded as 'sensitive', express consent must be
obtained from the data subjects (i.e. the persons to whom the data
relates) to process the data. Sensitive data is defined as that relating
to:
ethnic origin
political opinions
religious or similar beliefs
trade union membership
physical or mental health
sexual life
commission or alleged commission of criminal offences
criminal convictions
Data must be kept securely, which means that precautions need to be
taken against physical loss or damage, and that both access and disclosure
must be restricted. Staff are responsible for ensuring that:
any personal data which they or Zoom In volunteers
hold, whether in electronic or paper format, is kept securely
'sensitive' data is kept in the locked data store
and access to it is restricted to the key holders
personal information is not disclosed, by any means
(orally, in writing or otherwise) to any unauthorised third party
data is not retained for longer than set out in
Appendix 1
Data Retention Times, and is disposed of securely by shredding
after this time
Appendix 1
Data retention times
Sensitive data on volunteers will be retained for
no longer that 1 year after they are no longer volunteering for
Zoom In
Sensitive data on staff will be retained for no
longer than 2 years after they are no longer working for Zoom
In
Sensitive data on job applicants will be retained
for no longer than 6 months after the job application was made
Sensitive data on participants will be retained
for no longer than 2 years after they are no longer participating
in activities at Zoom In
Appendix 2
Checklist for those recording data
It is important to consider the following questions:
Is this information really needed?
Is the information 'standard' or 'sensitive'
If it is sensitive, had the data subject's express
consent been obtained?
Has the subject been informed that this type of
data will be processed?
Has the accuracy of the data been checked with
the data subject?
Will the data be securely held?
For how long will the data be kept, and are there
arrangements for its secure disposal?
For general information please email us
via our general
enquiry form.
Or see our contact
details for enquiries to specific departments.
Telephone for course information: 020 7720 7437 (from 9.00 - 13.00)
Telephone for Membership, Volunteering, Community Education: 020 7720
2891 (from 12.30 - 17.30)
Zoom In limited Clapham Leisure Centre Clapham Manor Street London
SW4 6DB
Company Registered in England and Wales No: 03439591
Registered Charity No 1101308 - Registered Office as above
