DATA PROTECTION POLICY FOR RHQ RIFLES
AND COUNTY OFFICES
Introduction
RHQ Rifles and its County Offices are required to keep a certain amount of information on veterans,association members and other individuals. This allows the RHQ and the County Offices to keep their members up to date on events, assist them with benevolence and keep them informed generally. To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully.
To do this RHQ Rifles and its County Offices must comply with the Data Protection Principles which are set out in the Data Protection Act 1998.
In summary these state that personal data shall:
' Be obtained and processed fairly and lawfully and shall not be processed unless certain conditions are met.
' Be obtained for a specific and lawful purpose and shall not be processed in any manner incompatible with that purpose.
' Be adequate, relevant and not excessive for that purpose ' Be accurate and kept up to date
' Not to be kept for longer than is necessary for that purpose
' Be processed in accordance with the data subject's rights
' Be kept safe from unauthorised access, accidental loss or destruction
' Not transferred to a country outside the European Economic Area, unless that country has equivalent levels of protection for personal data.
RHQ Rifles, County Ofiices and all stafi or others who process or use personal information must ensure the]/follow these principles at all times.
Status of this Policy
This policy does not form part of the formal contract of employment for staff but it is a condition of employment that staff will abide by the rules and policies of the MOD. Failure to follow the policy can result in disciplinary action.
Any person who considers the policy is not being followed or is unsure of the policy should raise the matter with their Line Manager or Data Protection Officer, (Assistant Regimental Secretary
Infrastructure).
Data Security
All staff including County Offices are responsible for ensuring that:
' Any personal data that they hold is kept securely.
' Personal information is not disclosed either orally or in writing or via Web pages or by any other means, accidentally or otherwise, to any unauthorised third party.
Personal information should if computerised, be coded, encrypted or password protected both on a local hard drive and on a network drive that is regularly backed up. If a copy is kept on a diskette or other removable storage media, that media must be kept in a locked filing cabinet, drawer or safe.
Consent
Personal data can only be processed with the consent of the individual therefore all personal records held by RHQ Rifles / County Offices must be with the consent of the individual. RHQ Rifles and County Offices are to ensure a Privacy statement has been completed by the individual of whose record they wish to hold.
Training
All staff are required to complete the following training annually:
' Protecting Information Level 1 -all staff
' Protecting Information Level 2 — Managers only
Conclusion
Compliance with the 1998 Act is the responsibility of RHQ Rifles and County Offices. Any deliberate breach of the data protection policy may lead to disciplinary action. Any questions or concerns about the interpretation or operation of this policy should be taken up with the RHQ Data Protection Officer, (Assistant Regimental Secretary Infrastructure).

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