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Policies - Data Protection
Statement
of policy
As a general rule, Shadow Council staff will not give out the
home contact details of anybody involved with the organisation.
Current Shadow Councillors/Delegate; Past Shadow Councillors/Delegates
and young people in general
As a general rule all communication will be processed through
the office.
Contact details of young people are not given out for child
protection reasons.
Parental permission will be sought to circulate landline telephone
numbers of Shadow Councillors/Delegates/ Past Shadow Councillors/Delegates.
A list will be compiled of these numbers which will be given
to Shadow Councillors/Delegates and Past Shadow Councillors/Delegates
on the signing of a further parental consent form indicating
these numbers should not be passed on to anybody else. Young
people will be made aware of these arrangements.
Adults management committee members
Management committee members will not have access to young people's
contact details for child protection reasons.
Work contact details of management committee members, but not
home contact details will be circulated to all management committee
members.
Organisation/Adult contact details
Work contact details may be forwarded to other interested parties
however no home details will be given out by the office.
Acting as a go between
The office may act as a go between between adults. In this case
the adults will be contacted to inform them of another adults
interest in contacting them and forward contact details with
permission. This arrangement will not apply to young people.
Physical protection of data
All databases and forms will be kept under lock and key. A password
will be needed to access them by computer.
Back up of information
Information will be stored on the hard disc and backed up on
floppy discs. A further copy will be held by the data controller
in a locked box at another location so data is not lost in the
event of eg) fire or flood. The key to this box will be kept
at another location. Both the key and the box will be signed
out with a witness present and should be returned if those responsible
leave the organisation.
Access to databases by staff and volunteers
This will only be given to staff and volunteers who have been
PECS checked. Any staff or volunteer with access to databases
will be talked through a copy of the data protection policy
and asked to sign a form to confirm that this has happened.
Dissemination of policy
A copy of this policy will be given to all Shadow Councillors,
Past Shadow Councillors, Delegates, Past Delegates, Post Primary
Schools, Management Committee members and it will be put on
the Shadow Council website.
Shadow Councillors and Delegates are to be made aware of the
policy and encouraged not to give out home details.
Should young people sign up to specific projects with an outside
organisation and give details of home numbers or addresses they
must report this to the office. The outside organisation will
then be contacted by the office and requested to forward names
of who they are in correspondence with and to forward a copy
of all correspondence to the office. They will also be requested
to forward a copy of their own Child Protection policy to the
office.
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