Policy for review September 2015
British Society Gerodontology (BSG) is committed to a policy of protecting the rights and privacy of individuals, voluntary and community group members, volunteers staff and others in accordance with The Data Protection Act 1998. The policy applies to all committee members.
As a matter of good practice, other organisations and individuals working with BSG, and who have access to personal information, will be expected to have read and comply with this policy. It is expected that any members who deal with external organisations will take responsibility for ensuring that such organisations sign a contract agreeing to abide by this policy.
Data are protected by the Data Protection Act 1998, which came into effect on 1 March 2000. Its purpose is to protect the rights and privacy of individuals and to ensure that personal data are not processed without their knowledge, and, wherever possible is processed without their consent.
The Act requires us to register the fact that we hold personal data and to acknowledge the right of ‘subject access’ –members must have the right to copies of their own data.
Managing Data Protection
BSG will ensure that our details are registered with the Information Commissioner.
Purpose of data held :
We may hold data for the following purposes:
2. Realising the Objectives of a Charitable Organisation or Voluntary Body
3 Accounts & Records
4. Advertising, Marketing & Public Relations
5. Information and Databank Administration
6. Journalism and Media
7. Processing For Not For Profit Organisations
Data Protection Principles
In terms of the Data Protection Act 1998, we are the ‘data controller’, and as such determine the purpose for which, and the manner in which, any personal data are, or are to be, processed. We must ensure that :
1. we hold fairly and lawfully processed personal data :
BSG will always state their intentions on processing the data and state if, and to whom, we intend to give the personal data.
data is processed for limited purpose
We will not use data for a purpose other than those agreed by data subjects i.e. members. If the data held by us are requested by external organisations for any reason, this will only be passed if data subjects agree. Also external organisations must state the purpose of processing, agree not to copy the data for further use and sign a contract agreeing to abide by The Data Protection Act 1998 and BSG Data Protection Policy.
2.data held are adequate, relevant and not excessive
The BSG will monitor the data held for our purposes, ensuring we hold neither too much nor too little data in respect of the individuals about whom the data are held. If data given or obtained are excessive for such purpose, they will be immediately deleted or destroyed.
3. data are ccurate and up-to-date
We will provide our members with a copy of their data periodically for information and updating where relevant. All amendments will be made immediately and data no longer required will be deleted or destroyed. It is the responsibility of individuals and organisations to ensure the data held by us are accurate and up-to-date. Completion of an appropriate form will be taken as an indication that the data contained are accurate. Individuals should notify us of any changes, to enable personnel records to be updated accordingly. It is the responsibility of the BSG to act upon notification of changes to data, amending them where relevant.
4.data are not kept longer than necessary
We discourage the retention of data for longer than it is required. All personal data will be deleted or destroyed by us after two year of non-membership has elapsed. Data relating to events that require certification for continuing professional education will be kept for ten years and then destroyed, as required by the GDC
5. we process data in accordance with the individual’s rights
All individuals that the BSG hold data on have the right to:
– Be informed upon the request of all the information held about them within 40 days.
– Prevent the processing of their data for the purpose of direct marketing.
– be compensated if they can show that they have been caused damage by any contravention of the Act.
– the removal and correction of any inaccurate data about them.
Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of data. Our membership Database will be held by the membership secretary on encrypted memory stick, which allow only authorised staff to access personal data. All personal and financial data is kept secure. When committee members are using the laptop computers in public places care should always be taken to ensure that personal data on screen is not visible to strangers.
Not transferred to countries outside the European Economic Area, unless the country has adequate protection for the individual.
Data must not be transferred to countries outside the European Economic Area without the explicit consent of the individual. The Association takes particular care to be aware of this when publishing information on the Internet, which can be accessed from anywhere in the globe. This is because transfer includes placing data on a web site that can be accessed from outside the European Economic Area.
Terms & Conditions for the use of this site
1. Scope of the Site
The web site (the “Site”) is owned and operated by the British Society of Gerodontology (BSG)(“we”, “us” or “our”).
2. Excluded services
To use the Site you will require Internet connectivity and appropriate telecommunication links. We shall not be liable for any telephone or other costs that you may incur.
3. Use of the Site
The intellectual property rights in all materials that are available on the Site (the “Materials”) belong to us or the suppliers of the materials. You may retrieve and display Materials on a computer screen, print individual pages on paper (but not photocopy them) and store such pages in electronic form on disk (but not on any server or other storage device connected to a network) for personal, non-commercial use. Except as expressly set out above, the Materials may not be reproduced, modified or in any way commercially exploited.
Use of the Site for any of the following purposes is strictly forbidden:
- disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene, or otherwise objectionable material
- transmitting material that encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any relevant laws, regulations or code of practice
- gaining unauthorized access to other computer systems
- interfering with any other person’s use or enjoyment of the Site
- breaching any laws concerning the use of public telecommunications networks
- interfering or disrupting networks or web sites connected to the Site
- making, transmitting or storing electronic copies of materials protected by copyright without the permission of the owner
You will indemnify us against all losses, liabilities, costs and expenses reasonably suffered or incurred by us, all damages awarded against us under any judgment by a court of competent jurisdiction and all settlements sums paid by us as a result of any settlement agreed by us arising out of or in connection with: (a) any claim by any third party that the use of the Site by you is defamatory, offensive or abusive, or of an obscene or pornographic nature, or is illegal or constitutes a breach of any applicable law, regulation or code of practice; (b) any claim by any third party that the use of the Site by you infringes that third party’s copyright or other intellectual property rights of whatever nature; and (c) any fines or penalties imposed by any regulatory, advertising or trading body or authority in connection with the use of the Site by you.
Although we have taken all reasonable steps to provide you with access to adequate and reputable content, we cannot guarantee the accuracy, integrity or quality of such content. You must bear the risks associated with the use of a global network like the Internet.
Due to the number of web sites accessible through the Service and the nature of the Internet, we cannot give any warranties in respect of the content, software or services available through the Site. In particular, we disclaim all liabilities in connection with the following:
- incompatibility of the Site with any of your equipment, software of telecommunications links
- errors or interruptions of the Site
- unsuitability, unreliability or inaccuracy of Materials
- inadequacy of the Site to meet your requirements
To the full extent allowed by applicable law, you agree that we will not be liable to you and/or any third party for any consequential or incidental damages (including but not limited to loss of profits, loss of privacy and loss of data) or for any other indirect, special or punitive damages whatsoever that arise out of or are related to the Site.
5. Changes to the User Terms
We reserve the right, at our discretion, to make changes to these User Terms. When the User Terms are changed, notice will be given by a suitable announcement available on the Site. If you use the Site after we have given notice of the changes, you are agreeing now to be bound by those changes. If you do not agree to be bound by those changes, you should not use the Site any further after you receive notice of them.
6. Advertising and Sponsorship
Part of the Site may contain advertising and sponsorship. Advertisers and sponsors are responsible for ensuring that material submitted for inclusion on the Site complies with relevant laws and codes. We will not
be responsible for any error or inaccuracy in advertising and sponsorship material.
7. Competitions and Prize Draws
From time to time we may run competitions, free prize draws and promotions on the Site. These will be subject to additional terms that will be made available at the time of such competitions.
8. Choice of Law and Jurisdiction
These User Terms shall be governed by, and construed in accordance with,
English law and the courts of England shall have exclusive jurisdiction to settle any dispute that may arise in connection with these User Terms.
You may not assign, sub-license or otherwise transfer any of your rights under these User Terms. If any provision of these User Terms is found to be invalid by any court having competent jurisdiction, the invalidity of that provision will not affect the validity of the remaining provisions of these User Terms, which shall remain in full force and effect.
Failure by either party to exercise any right or remedy under these User Terms does not constitute a waiver of that right or remedy.