Data Protection Policy

Transcription

1 Data Protection Policy Version 4 Issue Date: January 2016

2 Contents 1 Purpose 2 Roles and Responsibilities 3 Data 4 Security 5 Access to Data 6 Review of the Policy 7 Location of the Policy 2 SFJ Awards Data Protection Policy January 2016

3 1 Purpose All SFJ Awards approved centres must have an appropriate data protection policy in place. By accepting SFJ Awards Approved Centre Contract, you confirm you will adhere to the policies you have in place. This policy is based on the knowledge that a centre s own policies and procedures have met the centre approval criteria. This policy sets out SFJ Awards approach to protecting people's right to privacy when processing personal data in accordance with the law. 2 Roles and Responsibilities Individuals: Contact SFJ Awards to ask for a copy of the information contained in their personal data, if you wish. Notify SFJ Awards if any information we are holding on you is incorrect or incomplete. All SFJ Awards employees, associates and contractors: Comply with the requirements of this policy. Comply with the requirements of Skills for Health s Information Governance Strategy. SFJ Awards Office Manager: Ensure that data for qualification registration and certification is processed in accordance with this policy and current legislation. SFJ Awards Managing Director: Be the Information Asset Owner for SFJ Awards, as part of Skills for Health s Information Governance Strategy. Ensure SFJ Awards data is held securely, not compromised and does not get into the wrong hands. 3 SFJ Awards Data Protection Policy January 2016

4 3 Data SFJ Awards is an awarding organisation regulated by the Qualifications Regulators in England, Wales and Northern Ireland. We are required to hold general personal information on learners which includes name, date of birth, equal opportunities information and the qualifications/units for which they are registered. The personal Information is used to: process registrations and certifications confirm learner details against the Learner Records Service Database upload achievement to the Learner Achievement Record send information and respond to enquiries (eg from the Qualifications Regulators) monitor equal opportunities information produce statistical information for the Qualifications Regulators. SFJ Awards is the trading name of Skills for Justice (Enterprises) Limited which is registered with the Information Commissioners Office - registration number: Z SFJ Awards is a wholly owned subsidiary of Skills for Health Ltd, the Sector Skills Council for the Health and Justice Sector. Skills for Health Ltd is a company limited by guarantee and registered in England and Wales as company number and charity number , and in Scotland SC The Head Office is at 4th Floor, 1 Temple Way, Bristol, BS2 0BY. Skills for Health Ltd are registered with the Information Commissioners Office - registration number: Z278003X. SFJ Awards takes all steps to comply with the requirements of the Data Protection Act (1998) or any legislation in a jurisdiction other than England which has an equivalent purpose or effect, including how individuals can obtain access to information held about them. Under this Act we process any information that we receive in a lawful and fair manner. We will not disclose information to any third party unless: we are specifically required to do so by law in response to a valid, legal request by a law enforcement or governmental authority we need to share or send your information to third parties who work with us or on our behalf (e.g. the Qualifications Regulators) we are authorised to do so in writing by you. 4 Security SFJ Awards ensures that adequate safeguards are in place to keep information secure and the right of the individual to privacy. We depend on the use and storage of information in the organisation, vital to the work we do and recognise that information handling represents a risk. The use of IT equipment relating to security and the Data Protection Act 2008 is clearly set out within the Skills for Health Information Governance Strategy and its associated underpinning policies and procedures. SFJ Awards receives learner information from our approved centres through the learner management system, Odyssey Online, which is a secure means of transmitting information. 4 SFJ Awards Data Protection Policy January 2016

5 5 Access to Data Under the Data Protection Act 2008, individuals have right of access to a copy of the information contained in their personal data. Requests should be made in writing: by to info@sfjawards.com or by post to: The Office Manager SFJ Awards 1st Floor, Consult House, Meadow Court Business Park 4 Hayland Street Sheffield S9 1BY SFJ Awards will validate the authenticity of all requests before data is issued. Before sending you any personal data, we will ask you to provide appropriate proof of your identity (eg Birth Certificate, Passport, Driving Licence). If you are not able to provide proof of identity, we will refuse to send you the personal data. If you believe that any information we are holding on you is incorrect or incomplete, please us or write to us as soon as possible, at the above address. We will promptly correct any information found to be incorrect. 6 Review of the Policy This policy will be reviewed by the Quality and Assessment Manager on a regular basis as part of SFJ Awards self-evaluation arrangements and revised as necessary in response to lessons learnt, customer feedback, changes in legislation and guidance from the Qualifications Regulators. Our review of the policy will ensure that SFJ Awards procedures continue to be consistent with the regulatory criteria and are applied appropriately and equitably. Policies and formal amendments to policies are approved at the next meeting by the Quality & Standards Committee. If you have any queries about the content of the policy or you wish to give feedback then please contact SFJ Awards Tel: or info@sfjawards.com 7 Location of the Policy You can download copies of the policy from our website: 5 SFJ Awards Data Protection Policy January 2016