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General Data Protection Policy

The General Data Protection Act 2018 will come into force on 25 May 2018 and sets out what can and what cannot be done with personal data that is information about living individuals. The Elizabeth Foundation is placed under a legal obligation to comply with the provisions of this Act and is committed to a policy of protecting the rights and freedoms of individuals with respect to giving them a choice at to how their personal data is processed, used and stored.

Commitment to the Protection of Personal Information

In order to function properly, The Elizabeth Foundation needs to collect and use certain types of information about staff, service beneficiaries and other individuals who come into contact with the charity in order to operate effectively. In addition, it is required by law to collect and use certain types of information to comply with the requirements of government departments - different LEAs, statutory and non-statutory funders and other bodies. This personal information must be dealt with properly however it is collected, recorded and used, and there are safeguards to ensure this in the General Data Protection Act 2018.

The Elizabeth Foundation regards the lawful and correct treatment of personal information as very important to the successful and efficient performance of its functions and to maintaining confidence between those with whom we deal and ourselves. We ensure that The Elizabeth Foundation treats personal information lawfully and fairly.

Scope of the policy

The General Data Protection Act applies to electronic and paper records held in structured filing systems containing personal data, meaning data which relates to living individuals who can be identified from the data. This includes any expression of opinion about an individual and intentions towards an individual. It also applies to personal data held visually in photographs or video clips (including CCTV) or as sound recordings. The Elizabeth Foundation collects a large amount of personal data every year.

This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the General Data Protection Act 2018.

The Principles of the Policy

The Principles may be summarised as follows, and are intended to make sure that the personal information of “data subjects” (the people about whom information is held) is handled properly.

Under the Principles, data must be:

  • fairly and lawfully processed
  • processed for limited purposes
  • adequate, relevant and not excessive
  • accurate
  • not kept for longer than is necessary
  • processed in line with the rights of data subjects
  • secure
  • not transferred to countries that are not able to ensure an adequate level of data protection

Individuals will have the following rights:

  • Right of Access (to see what is being held about them)
  • Right to rectify (to be able to correct any incorrect information)
  • Right of Erasure (to have their details removed – The Elizabeth Foundation only keeps data we are legally obliged to keep - for example for financial or Gift Aid purposes
  • Right to restrict processing (but not delete) ie Individuals may choose what and how they would like information
  • Right of Portability (to have their data transferred to another organisation if they wish)
  • Right to object to their data being held
  • Right not to be profiled for wealth screening or any other enhancement of data already held

Data Protection standards

The Elizabeth Foundation will, through appropriate management and adherence to agreed procedures:

  • Individuals who have not given permission to be contacted after 25 May 2018 may be contacted if there is a legitimate interest to do so and in doing so The Elizabeth Foundation will adhere to the Information Commissioner's Office (ICO) published information and guidelines.
  • observe fully the conditions regarding the fair collection and use of information
  • meet legal obligations to specify the purposes for which information is used
  • collect and process appropriate information, and only to the extent that it is needed to fulfil operational needs or comply with legal requirements
  • make reasonable efforts to ensure the quality of information used
  • apply checks to determine the length of time various types of information are held
  • ensure that the rights of data subjects can be fully exercised under the Act, with reference to currently available guidance and good practice available from the Information Commissioner's Office and The Institute of Fundraising
  • take reasonable and appropriate measures to safeguard personal information
  • ensure that personal information is not transferred abroad without appropriate safeguards
  • treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information
  • use secure methods for communication containing sensitive information, particularly where an individual can be identified – all key education staff are registered on a secure website through NHS.net

Management Arrangements

At The Elizabeth Foundation, the Board of Trustees we will ensure that:

  • Individuals can contact The Elizabeth Foundation’s Data Protection Officer (who is responsible for GDPR) by emailing fundraising@elizabeth-foundation.org
  • A Privacy Notice will be available to download from The Elizabeth Foundation’s Website and written in plain English.
  • The Elizabeth Foundation’s data registration with the Information Commissioner is kept up to date
  • Appropriate terms and conditions about managing and handling personal information are included in staff contracts of employment
  • Guidance and training is made available to staff about Data Protection issues; using for instance, training materials produced by the Information Commissioner



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Registered Charity No: 293835
Company Registration No: 01960980
A company registered in England and Wales
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