Citizens Online/Key20 Media data protection policy
Citizens Online and Key20 Media need to collect and use certain types of information about our Entrants. We always endeavour to collect and handle this information appropriately, and there are safeguards to ensure this under the Data Protection Act 1998.
Under the Act, Citizens Online and Key20 Media is the Data Controller, which means that we determine for what purposes the personal information we hold will be used for. We are also responsible for notifying the Information Commissioner, if so required, of the data we hold or are likely to hold, and the general purposes that this data will be used for.
Citizens Online and Key20 Media may share data, as appropriate within the scope of the e-Inclusion Awards, with other organisation and key partners. Entrants will be made aware in most circumstances of how and with whom their information will be shared.
Citizens Online and Key20 Media will, through appropriate management, strict application of criteria and controls, observe fully conditions regarding the fair collection and use of information, meet our legal obligations to specify the purposes for which information is used, collect and process appropriate information, and ensure the quality of information we use.
We will also ensure that the rights of people about whom information is held, can be fully exercised under the Act.
There are circumstances where the law allows Citizens Online and Key20 Media to disclose data without an Entrant’s consent. These are:
- Carrying out a legal duty or as authorised by the Secretary of State
- Protecting vital interests of an Entrant or other person
- The Entrant has already made the information public
- Conducting any legal proceedings, obtaining legal advice or defending any legal rights
- Monitoring for equal opportunities purposes – i.e. race, disability or religion
- Providing a confidential service where the Entrant’s consent cannot be obtained or where it is reasonable to proceed without consent.
Informed consent is when an Entrant clearly understands why their information is needed, who it will be shared with, and the possible consequences of them agreeing or refusing the proposed use of the data and then, gives their consent.
Information and records relating to Entrants will be stored securely and will only be accessible to authorised staff of Citizens Online, Key20 Media or our key partners. Information will only be stored for as long as it is needed (or the required statute) and will be disposed of appropriately. It is the responsibility of Citizens Online and Key20 Media to ensure all personal and company data is non recoverable from any computer system previously used within the organisation, which has been passed on or sold to a third party.
Data access and accuracy
All Entrants have the right to access the information we hold about them. We will also take reasonable steps ensure that this information is kept up to date by asking Entrants if there have been any changes to their data.
This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act 1998. In case of any queries or questions in relation to this policy please email firstname.lastname@example.org