It is for freedom that Christ has set us free. Galatians 5:1

Data protection

Southend Healing Rooms – Data Protection Statement

Introduction

Personal data is important to Southend Healing Rooms to enable the steering group to effectively manage its relationship with volunteers and clients. We recognise that it is important to respect privacy and to keep this personal information safe.

Privacy statement to be included on volunteer application forms

Southend Healing Rooms (SHR) will hold the details on this form electronically with other information it holds about you and will use this for the following purposes:

–       To deliver the SHR service

–       To maintain SHR records

Consent. I understand that when submitting the volunteer application form I am consenting to SHR using my information for the purposes described above.

You are entitled to a copy of the information held about you for which a fee may be charged.  This request should be made in writing to the SHR Administrator via the address as shown on the website.

Privacy statement to be included on client registration forms

Southend Healing Rooms (SHR) will hold the details on this form and will use this information for the following purposes:

–       To deliver the SHR service

–       To maintain SHR records

Consent. I understand that when submitting the registration form I am consenting to SHR using my information for the purposes described above.

You are entitled to a copy of the information held about you for which a fee may be charged.  Details of how to do this will be provided by SHR Administrator on request.

What information do we keep about volunteers?

  • Name
  • Contact details including email addresses, postal addresses and telephone numbers
  • Date of birth
  • Born again (in years)
  • Church attended
  • Training, experience, date of training sessions attended
  • Ministers endorsement
  • Confidential declaration form

What information do we keep about clients?

  • Name
  • Contact details including email addresses, postal addresses and telephone numbers
  • Church affiliation
  • Born again
  • Prayer need
  • Date of ministry session(s) attended
  • Summary of ministry session(s) information

How is this data stored and kept secure – volunteers?

  • Stored in paper form by SHR administrator
  • Paper files will be stored securely
  • Stored in electronic form by SHR administrator, steering group members and session managers
  • Electronic files will be password protected

Who has access to the data – volunteers?

  • SHR steering group members
  • SHR administrator

How is this data stored and kept secure – clients?

  • Stored in paper form stored securely in a locked cabinet

Who has access to the data – clients?

  • Session managers
  • Prayer ministry team
  • SHR steering group members
  • SHR administrator

How long is this information retained?

  • Volunteer data will be held whilst the person is still acting in this capacity
  • Data on client visits will be retained for two years after the last visit

SHR will

  • Publish this statement on its website and update it annually
  • Notify volunteers and clients on their application forms of this data protection policy

Notification to Information Commissioners Office (ICO)

  • As SHR is a not-for-profit organisation – it is not registered with the ICO.

Security

  • Data retained and sent via email (eg spreadsheet) will be password protected
  • Session managers and steering group members are reminded at regular meetings to keep details secure

Sharing data

SHR will not share data with any other body or organisation unless required to do so by law

This policy will be available on the SHR website – http://www.southendhealingrooms.org.uk

Data Protection Statement

Published:– April 2016

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