Data Protection Policy

Commitment

The Management of UK College of Arts and Technology are committed to:

  • ensuring that we comply with the eight data protection principles, as listed below
  • meeting our legal obligations as laid down by the Data Protection Act
  • ensuring that data is collected and used fairly and lawfully
  • processing personal data only in order to meet our operational needs or fulfil legal requirements
  • taking steps to ensure that personal data is up to date and accurate
  • establishing appropriate retention periods for personal data
  • ensuring that data subjects’ rights can be appropriately exercised
  • providing adequate security measures to protect personal data
  • ensuring that a nominated officer is responsible for data protection compliance and provides a point of contact for all data protection issues
  • ensuring that all staff are made aware of good practice in data protection
  • providing adequate training for all staff responsible for personal data
  • ensuring that everyone handling personal data knows where to find further guidance
  • ensuring that queries about data protection, internal and external to the organisation, is dealt with effectively and promptly
  • regularly reviewing data protection procedures and guidelines within the organisation

Principles

UK College of Arts and Technology is committed to a policy of protecting the rights and freedoms of individuals with respect to the processing of their personal data and this applies to all personal data which are held either electronically or in a manual filing system.

All data users must comply with the eight Data Protection Principles. The Principles define how data can be legally processed. ‘Processing’ includes obtaining, recording, holding or storing information and carrying out any operations on the data, including adaptation, alteration, use, disclosure, transfer, erasure, and destruction.

  1. Personal data shall be processed fairly and lawfully.
  2. Personal data shall be held only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or purposes.
  3. Personal data shall be adequate, relevant and not excessive in relation to the purpose for which it is processed.
  4. Personal data shall be accurate and where necessary kept up to date.
  5. Personal data processed for any purpose shall not be kept for longer than is necessary for that purpose.
  6. Personal data shall be processed in accordance with the rights of data subject under the DPA.
  7. Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of the data.
  8. Personal data shall not be transferred to a country or a territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

The DPA defines both personal data and sensitive personal data. Data users must ensure that the necessary conditions are satisfied for the processing of personal data and in addition that the extra, more stringent, conditions are satisfied for the processing of sensitive personal data.

Personal data has a broad ranging definition and can include not only items such as home and work address, age, telephone number and schools attended but also photographs and other images. Sensitive personal data consists of racial/ethnic origin, political opinion, religious or similar beliefs, trade union membership, physical or mental health or condition, sexual life and criminal record.

All users of personal data within the College have a responsibility to ensure that they process the data in accordance with these eight Principles and the other conditions set down in the DPA

Access to data

The Act gives data subjects a right to access to personal data held about them by the College. The College will allow access to their personal data by individuals without them having to make formal access requests under the Act, whilst acting within the Data Protection Principles. A record will be kept of all requests for access to personal data.

Retention of Data

Personal data must only be kept for the length of time necessary to perform the processing for which it was collected. This applies to both electronic and non-electronic personal data.

Data Security

All College users of personal data must ensure that all personal data they hold is kept securely. They must ensure that it is not disclosed to any unauthorised third party in any form either accidentally or otherwise.

Data Protection Officer

The College has notified the Office of the Information Commissioner that it to processes personal data. Questions related to the terms of the notification and other day to day matters on the operation of the policy and the Act can be dealt with by the Data Protection Officer for the College who can be contacted via the College reception.

 

Written by:  VB

Created Date: 5th Jan 2012

This process takes effect from: 1st Feb 2012