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Data protection policy

Introduction

In order to operate efficiently we must collect information about people with whom we work. These may include members of the public, current, past and prospective employees, funders, suppliers and athletes. In addition we may be required by law to collect and use information in order to comply with grant conditions.

This personal information must be handled properly under the Data Protection Act 1998 (‘the Act’). The Act regulates the way that we handle ‘personal data’ that we collect in the course of carrying out our functions and gives certain rights to people whose ‘personal data’ we may hold.

We consider that the correct treatment of personal data is integral to our operations and to maintaining trust of the people we work with. We fully appreciate the underlying principles of the Act and support and adhere to its provisions.

We are registered with the Information Commissioner to process personal data and are named as a data controller under the register kept by the Information Commissioner in accordance with section 19 of the Act.

Information covered by the Act

The Act uses the term ‘personal data’. For information held by the Hand Cycling Association of the United Kingdom (operating as HCAUK), personal data essentially means any recorded information held by us from which a living individual can be identified. It will include a variety of information including names, addresses, telephone numbers, photographs and other personal details.

Data protection principles

We will comply with the eight enforceable data protection principles by making sure that personal data is:

fairly and lawfully processed
processed for limited purposes
adequate, relevant and not excessive
accurate and kept up to date
not kept longer than necessary
processed in accordance with the individual’s rights
secure
not transferred to countries outside the European Economic area unless the country to which the data is to be transferred has adequate protection for the individuals

Individuals’ rights

We will ensure that individuals are given their rights under the Act including:

the right to obtain their personal information from us except in limited circumstances
the right to ask us not to process personal data where it causes substantial unwarranted damage to them or anyone else

Legal requirements

While it is unlikely, HCAUK may be required to disclose your user data by a court order or to comply with other legal requirements. We will use all reasonable endeavours to notify you before we do so, unless we are legally restricted from doing so.

No commercial disposal to third parties

HCAUK shall not sell, rent, distribute or otherwise make user data commercially available to any third party, except as described above or with your prior permission.

Our commitment to data protection

We will ensure that:

  • Everyone managing and handling personal information understands that they are responsible for following good data protection practice
  • There is someone with specific responsibility for data protection in the organisation
  • Staff who handle personal information are appropriately trained
  • Queries about handling personal information are promptly and courteously dealt with
  • People know how to access their own personal information
  • Methods of handling personal information are regularly assessed and evaluated
  • Any disclosure of personal data will be in compliance with approved procedures
  • We take all necessary steps to ensure that personal data is kept secure at all times against unauthorised or unlawful loss or disclosure
  • All contractors who are users of personal information supplied by HCAUK will be required to confirm that they will abide by the requirements of the Act with regard to information supplied by us

HCAUK is responsible for ensuring that the policy is effectively implemented.

Further information

HCAUK
Stoke Mandeville Stadium
Guttmann Road
Stoke Mandeville
Buckinghamshire
HP21 9PP
Email: info@handcycling.org.uk

The Information Commissioner
Website: www.informationcommissioner.gov.uk

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