Data Protection Policy
Margate & Dr Peete’s Charity
Charity No.212503
Data Protection Policy
This policy has been written to ensure good practice in data security. Personal data relates to a living individual who can be identified from that data. Identification can be by information alone or in conjunction with any other sources. The processing of personal data is governed by the General Data Protection Regulation (GDPR).
Margate & Dr Peete's Charity
Any member of the public who has lived within the boundaries of the borough of Margate may apply for assistance from the charity in compliance with the rules in the 'Handbook and Constitution for Trustees'. Application forms can be found on the charity website. This Data Protection Policy documents the Charity's compliance with current regulations. The Charity is registered with the l.C.O. The Clerk is the Data Controller.
Why we require personal data
- To enable us to provide a voluntary service for the benefit of the public in the geographical area as defined in our Charity Commission statement.
- To administer assistance to individuals in need.
- To maintain our own records
- To inform Trustees about meetings.
Application for Assistance
- Application forms are completed by the person requesting assistance. The form is sent, either by email or paper copy, to the clerk to the Trustees and is held in a safe, secure location ie. a locked filing cabinet, until the next Trustees meeting.
- Personal data is treated as strictly confidential and is shared only with other trustees in order to enable the charity to carry out its service to the community. Encryption is used for correspondence between meetings.
- Application forms are kept in a locked secure case when the clerk is travelling to and from the meetings.
- No completed application forms are kept longer than necessary after the application for assistance has been awarded; although some information is kept to maintain the charity's own accounts and records for one accounting year.
- Applications that are agreed in principle are contacted and a visit arranged to discuss the application
- All unsuccessful applications are informed of the decision, if possible, by phone.
- Only initials are documented on minutes of meetings.
Trustees
We will hold any data on Trustees until they complete their term as appointees. General information about Trustees can be found on the Charity Commission website.