DATA PROTECTION POLICY
Borderline Arts recognises its responsibility and is committed to a policy of protecting and preserving the confidentiality of personal data as required by European data protection legislation.
We retain and process information including personal data about our:
Creative Educational Workshops Attendees
Art Group for Adults with BPD Attendees
Local Giving Supporters
Volunteers (including Artists and those involved in Theatre/Film activities)
Mailing List Subscribers
General Supporters who have consented to us keeping their data
We keep this information in order to carry out the duties, functions and activities of the charity. In line with legal requirements, personal data is collected and used fairly and lawfully, stored safely and securely, and is not disclosed to any third person except as provided for by law.
All personal data protected by law is covered by this Policy, irrespective of whether it is recorded in a paper file or on a computer. Personal data are all data that identify or can identify an individual directly or indirectly.
The lawful and correct treatment of personal data is regarded as very important to the successful operation of all Borderline Arts’ activities and to maintaining confidence with all individuals and organisations with whom or charity has contact. Borderline Arts fully endorses and adheres to applicable data protection legislation.
Specifically, legislation requires that personal data is:
processed fairly and lawfully;
collected for specified, explicit and legitimate purposes, taking into account all relevant factors, especially the reasonable expectations of the data subject and the applicable legal and regulatory provisions, and is not further processed in a way incompatible with those purposes;
is adequate, relevant and not excessive in relation to the purposes for which it is collected or further processed;
is accurate and, where necessary, kept up-to-date; every reasonable step must be taken to ensure that data which is inaccurate or incomplete with respect to the purposes for which it is collected, or for which it is further processed, is erased or rectified;
is kept in a form that allows for the identification of data subjects for no longer than necessary with a view to the purposes for which the data is collected or further processed.
Borderline Arts will therefore, through appropriate management, strict application of criteria and controls:
fully observe the conditions regarding fair and lawful collection, use and storage of personal data;
collect and process personal data only to the extent that it is needed to fulfil operational needs or to comply with any legal requirements;
ensure that individuals are able to exercise their rights concerning personal data provided for in legislation. These include the right to be informed that processing is being undertaken, the right of access to one’s own personal data, the right to object to processing in certain circumstances, and the right to rectification, erasure or blocking of data that is incomplete or inaccurate;
take appropriate technical and organisational measures to safeguard personal data;
ensure that personal data is not transferred to third parties except as provided by law, nor transferred abroad without appropriate safeguards.
All volunteers processing personal data are appropriately informed to ensure that they are aware of their obligations. All enquiries about the handling of personal data will be dealt with promptly and courteously.
Volunteers are responsible for ensuring that any personal data supplied to Borderline Arts is accurate and up to date. Our office (contact details on website) should be informed in a timely manner of any changes to the personal data which individuals have provided, including where keeping personal data is no longer necessary.
3. DATA SECURITY
Personal data supplied to Borderline Arts is used by the volunteers in order to facilitate the administration and day-to-day activities/objectives of the charity. It is not accessed by nor disclosed to anyone that does not have a genuine need for access.
Personal data will not be sold, given or otherwise disclosed to any other person, company or organisation, apart from in exceptional circumstances as provided by law, such as where:
we are legally compelled to do so
there is a duty to the public to disclose
disclosure is necessary to protect the vital interests of the data subject or those of another person
disclosure is made at the request of the data subject or with his/her consent
All volunteers are required to sign a confidentiality clause written into their volunteer contract and all volunteers who have access to personal data are required to adhere to this Policy. Borderline Arts operates appropriate security procedures approved by the Board of Trustees to ensure that personal data is stored safely and securely.
4. USE OF PERSONAL DATA
Borderline Arts uses personal data for the following purposes:
the day-to-day administration of Borderline Arts; phone calls, emails and letters; rotas for events; maintaining financial/giving records for accounting, audit and tax purposes;
contacting individuals to keep them informed of our news, activities and relevant local or community events;
statistical analysis to gain a better understanding of our charity demographics;
compiling attendance records for our art group, workshops and other activities, ensuring compliance with our safeguarding and vulnerable adult protection policies;
with individuals’ specific permission, Borderline Arts may use artwork and other creative expressions and personal stories (with the purpose of raising awareness of Borderline Personality Disorder) on its website, Facebook page or other social media, or in flyers or other promotional material.
with individuals' specific permission, Borderline Arts may use photographs or video featuring those who have attended our art group, workshops or other events/activities on its website, Facebook page or other social media, or in flyers or other promotional material.
Borderline Arts informs individuals whose personal data are processed about this Policy through publication of the Policy on the charity’s website. In addition, when individuals supply personal data to Borderline Arts by completing a form, that form notifies individuals that their personal data is processed in accordance with this Policy. Individual consent is requested for the use of photographs as set out above.
6. DATA SUBJECT REQUESTS
Data protection law provides an individual with the right to access personal data relating to him or her which is held by Borderline Arts. Individuals also have the right to object to processing in certain circumstances, as well as the right to rectification, erasure or blocking of data that is incomplete or inaccurate. Any individual who wishes to exercise these rights should make their request in writing to the Borderline Arts Office.
Borderline Arts will respond upon receipt of a clear and precise written request supported by proof of identity. Borderline Arts aims to comply with such requests as quickly as possible, and as far as possible to ensure that a response is provided within 30 calendar days of receipt of a request, unless there is a sufficient reason for delay.
Certain information (for example confidential references given by a third party or information including personal data relating to another person) will not be disclosed without obtaining the third party's consent to disclose the information.
7. STATUS OF POLICY
The Board of Trustees of Borderline Arts has approved this policy. Any person who considers that this policy has not been adhered to with respect to their own personal data should raise the matter with the Chair (email@example.com) or Secretary (firstname.lastname@example.org) of Borderline Arts.
This Policy was approved by the Board of Trustees in May 2018.
Date of next review: May 2022.
ANNEX I: DATA PROTECTION STATEMENTS FOR FORMS
1. Standard version for mailing list sign up sheets or event/workshop sign in sheets etc
Data Protection: Borderline Arts protects your personal data in accordance with our data protection policy available from our charity’s office or found on our website. We will use data provided by you for administrative purposes including sending you information about charity activities and will keep your data for no longer than necessary.
Borderline Arts may use photographs or video featuring attendees of our art group and other workshops, activities and events on its website, Facebook page or other social media, or in flyers or other promotional material. If you are happy for photographs featuring you [and your family] to be used please tick the box.
2. Collection of personal data for safeguarding purposes
Data Protection: Borderline Arts protects your personal data in accordance with our data protection policy available from our charity’s office or found on our website. Your personal data will be stored securely and in accordance with Charity Commision safeguarding requirements.
4. Abbreviated version to add to volunteer rotas at events
Data Protection: Borderline Arts protects personal data in accordance with our data protection policy available from our charity’s office or found on our website. Please do not use this email distribution list or other personal data included in this rota for other purposes.
5. Abbreviated version for occasional forms
Data Protection: Borderline Arts protects personal data in accordance with our data protection policy available from our charity's office or found on our website.