Data Protection Policy
Quality Housing Services Data Protection Policy
The Data Protection Act 1998 came into effect on 1 March 2000. As an organisation holding data on both individuals and organisations Quality Housing Services Ltd takes its responsibility to protect individuals and organisations data seriously and complies with the eight data protection principles.
In terms of the Data Protection Act 1998, Quality Housing services ltd or its agents are the ‘data controller’, and as such determines the purpose for which, and the manner in which, any personal or organisational data are, or are to be, processed.
Quality Housing Services ltd will ensure that they have:
1. OBTAINED DATA FAIRLY AND LAWFULLY
Quality Housing Services Ltd will always put their name on all paperwork, we will state what we intend to use the information for and also state if, and to whom we intend to give the personal data.
2. HOLD DATA ONLY FOR SPECIFIC AND LAWFUL PURPOSES
Quality Housing Services Ltd does not intend to use data for direct marketing purposes except by exception where this exception exists it would be made clear to the data subject at the point of data collection, when the data subject would also be given the opportunity to opt in or out of any direct marketing exercise. If the data held by Quality Housing Services is passed to a third party or agent for any reason this is done the 3rd party or agent must sign a declaration form stating they will use the data only for the requirements of Quality Housing Services Ltd. They must also agree not to copy the data for further use.
3. DATA HELD IS RELEVANT, ADEQUATE AND NOT EXCESSIVE FOR ITS PURPOSE
Quality Housing services will monitor the quantities of data held for their business purposes and ensure that we hold neither too much nor too little data in respect of the individuals or organisations about whom data is held.
4. DATA HELD IS ACCURATE AND KEPT UP TO DATE
All errors must be rectified as soon as Quality Housing services ltd becomes aware of an error.
Quality Housing Services provides its member organisations with a copy of their data once a year for information and updating where relevant. All records are then amended accordingly.
5. DATA IS NOT KEPT LONGER THAN NECESSARY
All financial data will be held for seven years and then destroyed.
All personal data will be removed from the system after one year of non-membership has lapsed.
6. SECURITY
Quality Housing Services Ltd must ensure that the have adequate security precautions in place to
prevent loss, destruction or unauthorised disclosure of the data
All Quality Housing Services Ltd computers have a log in system, which allows only authorised
personnel to access personal data. Passwords on all computers are changed frequently.
All personal data is kept in a locked filing cabinet and can only be accessed by the Chief Executive, Director’s or Business Support Administrator where appropriate.
7. PREVENTION OF THE ACCIDENTAL LOSS OR THEFT OF PERSONAL DATA
Data is backed up regularly. Back ups are kept secure at all times
8. TRANSFER OF DATA
All personal data held by quality Housing Services Ltd must not be transferred 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.
MANUAL DATA
All documentation supplied by members is filed and can be located within the Quality Housing Services office. These files are cleared on an regular basis and the documentation is destroyed when members are required to complete new documentation.
THE RIGHTS OF INDIVIDUALS
All individuals that Quality Housing Services Ltd hold data on have the right to:
- Be informed upon request of all the information held about them within 40 days.
- Prevent the processing of their data for the purposes of direct marketing.
- Compensation if they can show that they have been caused damage by any contravention of the Act.
- The removal or correction of any inaccurate data about them.
Quality Housing Services Ltd has the right to charge a fee (presently no more than £10) for this service.
February 2004