Privacy Policy

Objective

This policy is designed to provide adequate and consistent safeguards for the handling of personal information within MissionAssist and to ensure compliance with the terms of its registration under all relevant data protection legislation.

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Introduction

MissionAssist is registered with the UK Information Commissioner’s Office for the purposes of processing personal data in accordance with its legitimate interests as a charitable incorporated organisation. These include maintaining accounts and records; advertising, marketing and public relations; administration; fundraising; and realising the objectives of a charitable organisation or voluntary body.

A brief privacy notice referring to this policy, together with the policy itself, will be published on the MissionAssist website. A separate document of data protection guidelines, giving detailed advice on how to manage personal data, will be circulated to all MissionAssist members.

The “Data Controller” for the purposes of this registration is the Director of Information Technology, but all members of MissionAssist can be regarded as controlling rather than processing data and have a responsibility to use the personal data, with which they may be entrusted from time to time, in accordance with the data protection principles and the data protection legislation.

Data protection principles

Personal data shall be processed fairly and lawfully and, in particular, shall not be processed unless:

• there are legitimate grounds for collecting and using the personal data;
• they are not used in ways that have unjustified, adverse effects on the individuals concerned;
• there is transparency about how the data are intended to be used, with appropriate privacy notices given to individuals when collecting their personal data; and
• they are used only in ways that people would reasonably expect.

Personal data shall be obtained only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purposes.

Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.

Personal data shall be accurate and, where necessary, kept up to date.

Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.

Those who process personal data must demonstrate their compliance with data protection principles through appropriate measures for security and accountability.

Procedures

Data will be collected and, where appropriate, disclosed in accordance with these procedures.

Collection

• Personal data will be collected when anyone applies to become a member of MissionAssist. The data may include personal details of identification and contact information; work experience, hobbies and training and any service in churches or other Christian organisations. It will not include sensitive data regarding racial or ethnic origin, political opinions, genetic or biometric data, or details regarding health or sexual orientation. It will, however, include information about religious beliefs as MissionAssist is founded on the basis of Christian beliefs which constitute the very purpose of its existence and motivation. All members will be asked to give clear assent to its Statement of Belief and stated objectives.
• Brief identification and contact details will be recorded when anyone registers on the Members’ Pages of the MissionAssist website.
• A record of service will also be kept in relation to all members of MissionAssist and whatever details may be required by the tax authorities in relation to financial giving by individuals.
• Data will be collected from anyone requesting one of the services offered by the charity. This information will be gathered by coordinators and other MissionAssist members, in order to provide the services offered by the charity. It will include contact details and any other information that may be required in order to provide an efficient and effective service.
• From time to time, advertising material, magazines and other communications may be sent out by email or post to members or anyone who has requested this information. Recipients will be given the opportunity to “unsubscribe” from these communications at any time.

Disclosure

Information may be disclosed in accordance with the specified purposes for which it is kept. This includes notification to other members of contact details or other information that is required in order to carry out the functions and services of the charity. It may also include external agencies if this is required for the effective provision of a service. Where any member is in any doubt as to whether information may be disclosed, advice should be sought from the appropriate service coordinator, from the Director of Information Technology or any other member of the leadership team.

Accuracy and retention

• Members are encouraged to update their personal details directly, or to notify their service coordinator or the Director of Administration whenever their personal details change. In addition, coordinators are asked to provide ongoing support and care for those in their teams and should monitor any changes in personal circumstances, notifying the Director of Administration where appropriate.
• Personal data will only be kept for as long as the person concerned remains a member of MissionAssist or can be regarded as a prospective client or customer for its services. In addition, clients or customers may ask for their data to be deleted at any time.

Security

• The Director of Administration will be responsible for maintaining a central database of personal information relating to all members who work for the charity. This will be known as the “MissionAssist Database”.
• Members may use this information to assist in their work for MissionAssist, both for internal administration and the provision of our services externally. They may also use personal computing devices and software to assist in this work, provided that all personal data are managed in accordance with the guidance stated in this policy and the published document on data protection guidelines.
• The Treasurer will be responsible for maintaining financial records (of matters such as standing orders or declarations in respect of gift aid).

Access

• All MissionAssist members have a right of access to a copy of the information relating to them as individuals that is kept in the MissionAssist Database. (This is in addition to their other rights under the sixth principle of data protection.)
• Any member may exercise this right at any time by making a request to the Director of Administration. (This should be in an enduring format such as a written letter or email rather than by telephone.)
• Similarly, any clients or customers who use any service provided by MissionAssist may request a copy of the information kept in relation to them as individuals and may ask for all data relating to them to be deleted at any time. Such requests may be made by sending an email to the administrator (Director of Administration).