Ethos Scooters Ltd needs to collect and use certain types of information about the Individuals or Service Users who come into contact with Ethos Scooters, in order to carry on our work. This personal information must be collected and dealt with appropriately whether is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this under the Data Protection Act 1998.
Ethos Scooters Ltd is the Data Controller under the Act, which means that it determines what purposes personal information held, will be used for. It is also responsible for notifying the Information Commissioner of the data it holds or is likely to hold, and the general purposes that this data will be used for.
Ethos Scooters Ltd may share data with other agencies such as the credit card processing companies, credit checking companies and finance providers.
The Individual/Service User will be made aware in most circumstances how and with whom their information will be shared. There are circumstances where the law allows Ethos Scooters Ltd to disclose data (including sensitive data) without the data subject’s consent.
Ethos Scooters Ltd regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal.
Ethos Scooters Ltd intends to ensure that personal information is treated lawfully and correctly.
To this end, Ethos Scooters Ltd will adhere to the Principles of Data Protection, as detailed in the Data Protection Act 1998.
Specifically, the Principles require that personal information:
Ethos Scooters Ltd will, through appropriate management and strict application of criteria and controls:
Informed consent is when
Ethos Scooters Ltd will ensure that data is collected within the boundaries defined in this policy. This applies to data that is collected in person, or by completing a form.
When collecting data, Ethos Scooters Ltd will ensure that the Individual/Service User:
Information and records relating to service users will be stored securely and will only be accessible to authorised staff and volunteers.
Information will be stored for only as long as it is needed or required statute and will be disposed of appropriately.
It is Ethos Scooters Ltd responsibility to ensure all personal and company data is non-recoverable from any computer system previously used within the organisation, which has been passed on/sold to a third party.
Data access and accuracy
All Individuals/Service Users have the right to access the information Ethos Scooters Ltd holds about them. Ethos Scooters Ltd will also take reasonable steps ensure that this information is kept up to date by asking data subjects whether there have been any changes.
In addition, Ethos Scooters Ltd will ensure that:
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 Data Protection Act 1998.
In case of any queries or questions in relation to this policy please contact the Ethos Scooters Ltd Data Protection Officer:
Insert name and contact details of the Data Protection officer.
Signed: Z Olah
Glossary of Terms
Data Controller – The person who (either alone or with others) decides what personal information Ethos Scooters Ltd will hold and how it will be held or used.
Data Protection Act 1998 – The UK legislation that provides a framework for responsible behaviour by those using personal information.
Data Protection Officer – The person(s) responsible for ensuring that Ethos Scooters Ltd follows its data protection policy and complies with the Data Protection Act 1998.
Individual/Service User – The person whose personal information is being held or processed by Ethos Scooters Ltd for example: a client, an employee, or supporter.
Explicit consent – is a freely given, specific and informed agreement by an Individual/Service User in the processing of personal information about her/him. Explicit consent is needed for processing sensitive data.
Notification – Notifying the Information Commissioner about the data processing activities of Ethos Scooters Ltd, as certain activities may be exempt from notification.
Information Commissioner – The UK Information Commissioner responsible for implementing and overseeing the Data Protection Act 1998.
Processing – means collecting, amending, handling, storing or disclosing personal information.
Personal Information – Information about living individuals that enables them to be identified – e.g. name and address. It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers or employees within Ethos Scooters Ltd.
Sensitive data – refers to data about:
Resources & Further Information