privacy

 





 

Created April 2018
 

Bloody Good Period

Data Protection Policy and Code of Practice

 

Contents


 

1. About this Code

 

2. Information we collect and why

 

3. Additional skills/information about yourself and your interest

 

4. Do we have any other uses for the information you have provide?

 

5. Your rights and how we protect them

 

6. Where to get more information about the Data Protection Act






 

1. About this Code

 

This is our code of practice on how we use the information we collect about you when you apply for a position as a volunteer with Bloody Good Period, or sign up to our mailing list. It explains the procedures we follow and the standards you can expect from us. It explains also your rights and how you can get access to the information we hold about you. Your rights are protected by the Data Protection Act 2003 which came into force in October 2007.

 

Bloody Good Period will also be GDPR compliant by the GDPR deadline date of 25th May 2018.

 

This code of practice does not replace the law; it aims to show how we will comply with the law when we use the information that we collect.

 

If you require more information about GDPR, in a fun, accessible way, then follow this link to a monster-themed explanation.


 

 

 

2. Information we collect and why

Mailing List

 

When you sign up to the Bloody Good Period Mailing List, we will ask you to complete the online form which requests various items of personal data.

 

In order to explain why we ask for particular personal information, we shall go through each of the questions we ask on the various forms and provide an accompanying explanation.

 

  • Name

  • Email Address

 

Why do we require this information?

 

We will contact you via email with information about events, merchandise and information, all via a monthly (or thereabouts) newsletter.

 

Volunteers

When you apply for a volunteer position with Bloody Good Period we will ask you to complete the online form which requests various items of personal data. You will sign up through the website: https://www.bloodygoodperiod.com/volunteer

 

In order to explain why we ask for particular personal information, we shall go through each of the questions we ask on the various forms and provide an accompanying explanation.

 

Personal details Bloody Good Period ask you to provide:

 

  • Your name (first name and surname);

  • Your email address;

  • Your telephone number;

  • Your location (it could be where you live, where you work, or simply where you’d like to make the biggest difference, as long as it’s easily accessible for you);

  • Information on you, any skills you can offer, or how you'd like to get involved as a volunteer;

  • Whether you have car;

  • Availability (to volunteers; times/days);

  • Age (either ‘over 18’ or ;under 18’)

 

Why do we require this information?

 

We need it so that we can correspond or speak with you in connection with Bloody Good Period volunteering opportunities.


 

Collections

 

When you offer to do a collection for us, we will ask for the following information, via email:

 

  • Your location (City/Town)

  • Your first and last name

  • Your address

  • Telephone number

  • Email address

  • Collection start date

  • Collection finish date

 

You will also be invited to join the Mailing List, but we will not add your details (name and email address) unless you have expressly consented to this.


 

Why do we require this information?

 

We need it so that we can correspond or speak with you in connection with your collection. We will keep this information unless you ask us to destroy it.

 

 

3. Additional skills/information about yourself and your interest

 

If you are signing up to be a volunteer, we ask that you provide:

 

  • Any details of skills that you have

  • Details of your interests with volunteering with Bloody Good Period

  • Information about you that you wish to share with Blood Good Period

  • Whether you can drive, or have a car or van

 

Why do we require this information?

 

We ask you to provide this information so that we can build up a fuller picture of the skills that you have as they may be of use both in a volunteering context but also in terms of the management and/or administration of Bloody Good Period’s operations. For example you may be able to provide creative assistance for fundraising or awareness campaigns.


 

 

 

4. Do we have any other uses for the information you have provided?

 

The information that you supply will be held and will be retained for the rest of your involvement with Bloody Good Period (and also after you have left Bloody Good Period unless you wish us to destroy or permanently delete your records.) We retain your records after you have left Bloody Good Period to enable us to carry out monitoring and statistical analysis e.g. age, disability, ethnic minority profiling etc. in order to comply with our Equal Opportunities policies and commitments and for the progression of Equal Opportunity issues and also to assess the overall impact of our volunteers. We may also wish to contact you in the future to help us assess whether your involvement with Bloody Good Period were of a positive benefit to you and if so, in what way.


 

5. Your rights and how we protect them

 

When it comes to the information we hold about you, your rights are set out clearly in the law.

 

The Data Protection Act 2003 provides that people who record and use personal data must be open about how it is used and that they must obey the 8 Data Protection Principles.

 

In some instances, the law exempts us from these principles. This is normally where obeying the principles would damage the fight against crime.

The next part of this document explains what the Data Protection Principles are and how we obey them. Remember, it is simply an explanation; the code does not attempt to replace the Act itself. In broad terms, the Data Protection Principles state that when we are dealing with people’s personal information, we must:


 

First Principle - Process it fairly and lawfully

 

Processing includes ‘obtaining, recording or holding information’. We must only obtain it fairly and lawfully. We have to tell you why the information is needed and how we may use it. We have explained this at Sections 2, 3 and 4 of the code. We only process the information in ways that the law allows.

 

The law imposes extra conditions on us when we are dealing with sensitive information. Information is considered to be sensitive if it deals with racial or ethnic origin; political opinions; religion; trade union membership; physical or mental health; sexual life; and offences or convictions and court proceedings. We will be sure to meet these requirements.

 

Second Principle - Process it for specific purposes and not in any manner incompatible with those purposes

 

This means that the information we have on you will be processed only in ways that the law allows.


 

Third Principle - Only process information that is adequate, relevant and not excessive

 

This means that we will process only the information that we need to do our job.


 

Fourth Principle - Ensure that the information is accurate and up to date

 

This means that we will do all that we reasonably can to ensure that we hold only accurate information. We will review it regularly. We will take all reasonable steps to ensure that the information we hold on you is accurate and up to date. Where this is proved not to be the case, we will either delete it or update it.


 

Fifth Principle - Ensure that the information is not kept longer than is necessary

 

As explained at Section 4, “Do we have any other uses for the information you have provided,” information that you provide at the time of your first signing up (through volunteering, a collection or to the mailing list) with Bloody Good Period will be held until you finish your involvement with Bloody Good Period and unless you ask us to delete or destroy it when you stop volunteering we will retain the information indefinitely thereafter for the reasons and purposes given.


 

Sixth Principle - Ensure that the information is treated in accordance with your rights

 

In accordance with this 6th Data Protection Principle, you have a right to: know what information we hold about you, ask us to amend anything that is incorrect,  ask us to delete any personal information that we should not be keeping.


 

Seventh Principle - Take care of your personal information

 

This means that we will do everything necessary to take very good care of any personal information that we hold on you. This includes: ensuring the integrity of the staff or volunteers who have access to your personal information, treating your personal information as confidential and in accordance with our formal procedures for the handling and storage of personal information.


 

Eighth Principle - Ensure that your personal information is not transferred outside the European Economic Area unless there are suitable safeguards in the countries to which it needs to be sent

 

This Principle is unlikely to affect you


 

 

 

6. Where to get more information about the Data Protection Act

 

If you want to know more about the Data Protection Act 2003, you should write to:

The Information Commissioner,

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire,

SK9 5AF

 

Or visit their website at: https://www.gov.uk/data-protection


You can download our Privacy Policy, here