Sky Badger’s Data Protection PolicyDrafted by: Naomi Marek, Chief Executive

To be reviewed: 10th December 2017

Sky Badger hold information about many individuals and we hold this in the strictest of confidence in line with the Data Protection Act 1998. This is a fundamental Sky Badger philosophy to nurture trusting and supporting relationships with families seeking help for their disabled and SEN children.

The Data Protection Act 1998 covers information about individuals which is held on computer or in a manual filing system, or which is recorded with the intention that it will be part of such systems. The Act applies to people or organisations that use or hold such personal data.

Confidentiality and Record KeepingConfidentiality begins the moment a user contacts Sky Badger. This information is kept unless that individual requests us not to keep it. Any information shared outside the Sky Badger Team will only be done with the express permission of the user. This includes all forms of communication including word of mouth, information on paper, electronically on in other forms of media. Records containing confidential information are stored electronically and password protected. Sky Badger restricts access to appropriately authorised personnel.

The Data Protection ActSky Badger holds personal information on volunteers/staff and service users. Sky Badger seeks to comply with both the letter and the spirit of the Act.

The Act is based on the right of the individual (the Data Subject) to know what information is being held about them, and how the information will be used. The Act sets out principles to ensure that personal data is:

● processed fairly and lawfully● obtained only for specified purposes● relevant to the purposes for which it is processed● accurate and kept up to date● not kept for longer than is necessary● processed according to the rights of the Data Subject under the Act● protected against unauthorised processing, accidental loss or damage ● not transferred to areas outside of the European Union (including via websites)

HelpdeskSky Badger takes care when communicating by phone. This includes leaving messages not including personal information unless permission to do so has been given in advance by the user and in writing.

Exceptional circumstances in breaching confidentiality

Examples of circumstances where Sky Badger’s duty of confidentiality may be overruled include but are not limited to…

Where children may be at risk (e.g. physical, sexual or mental abuse) where information of a serious nature should be given to an appropriate authority

express consent has been given by the parent to disclose information

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Sky Badger staff and volunteers that are concerned that a serious issue may result in having to override our confidentiality policy must contact Sky Badger’s Chief Executive. A confidential record will then be taken and a report generated for the Trustees. A decision will then be taken as to if further action should be taken.

Case Studies

Sky Badger may ask families who have received help from us to take part in sharing their stories in the form of a case study. We offer anonymity if this is preferred by changing names and locations. However, descriptions of individuals and circumstances may lead to identification.

Sky Badger Staff DiscussionsOn occasion, issues or situations may be discussed with other staff, experts, volunteers or trustees. All persons within Sky Badger are aware for the need to maintain confidentiality at all times.

Statistical and Evaluation Information

Any reporting or evaluation of Sky Badger’s services or projects will anonymise individuals unless prior written permission has been given. In these cases, individuals will be informed as to how we use this information.

Scope of the Policy

1. Personal records will be kept in accordance with data protection procedures2. Sky Badger staff and volunteers, other than designated persons in the course of their duty, do

not have access to information on other staff or volunteers3. When staff and volunteers leave all personnel documents will be kept in accordance with Sky

Badger procedures4. Staff and volunteers have the right to see the information held on them by Sky Badger.

Requests should be in writing to the Chief Executive and they will provide a copy of the information within two weeks of receiving the request. No charge is made.

5. Information about individuals will not be disclosed to any third party outside of Sky Badger without the permission of the individual.

6. Where photographs of staff or service users are used to publicise or promote the organisation, permission will be sought from individuals and the photograph used for a specified length of time.

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Signed: