Data Protection Policy


Key details


Hertfordshire Community Nurses’ Charity (HCNC) is a Charitably Incorporated Organisation ( CIO).  In order for it to operate, it needs to gather, store and use certain forms of information about individuals. These can include Trustees, employees, tenants, contractors, previous grant applicants and potential grant applicants, and other people the CIO has a relationship with or regularly needs to contact. This policy explains how this data should be collected, stored and used in order to meet Hertfordshire Community Nurses’ Charity’s data protection standards and comply with the General Data Protection Regulations (GDPR).

Why is this policy important?

This policy ensures that Hertfordshire Community Nurses’ Charity

Who and what does this policy apply to?

This policy applies to all those handling data on behalf of Hertfordshire Community Nurses’ Charity:

That is all Trustees.

It applies to all data that Hertfordshire Community Nurses’ Charity holds relating to individuals, including:

Roles and responsibilities

Hertfordshire Community Nurses’ Charity is the Data Controller and the Trustees act as Data Controllers in common. They will determine what data is collected and how it is used.

The person responsible for Data Protection for HCNC is Helen Hanbury. She, together with the Trustees, is responsible for the secure, fair and transparent collection and use of data by HCNC. Any questions relating to the collection or use of data should be directed to the Data Protection Officer. Everyone who has access to data as part of HCNC has a responsibility to ensure that they adhere to this policy. HCNC uses third party Data Processors (eg. Website administrators – currently Amba Design) to process data on its behalf. HCNC will ensure all Data Processors are compliant with GDPR.

Data Protection Principles

a)  We fairly and lawfully process personal data in a transparent way.

HCNC will only collect data where lawful and where it is necessary for the legitimate purposes of the CIO.

b) How we get consent.

Consent to collect and store data will requested on first contact with HCNC. The Data Protection Act Consent Form can be found on the website.

c) We only collect and use personal data for specific, explicit and legitimate purposes and will only use the data for those specified purposes.

When collecting data, HCNC will always provide a clear and specific privacy statement explaining to the subject why the data is required and what it will be used for.

d) We ensure any data collected is relevant and not excessive.

HCNC will not collect or store more data than the minimum information required for its intended purpose. E.g. we need to collect e-mail addresses from applicants in order to be able to contact them about the grant application and administration, but no unnecessary data such as marital status will be collected.

e) We ensure data is accurate and up-to-date.

HCNC will ask Trustees to check and update their data on an annual basis. Any individual will be able to update their data at any point by contacting the Data Protection Officer.

f) We ensure data is not kept longer than necessary.

HCNC will keep records for no longer than is necessary in order to meet the intended use for which it was gathered (unless there is a legal requirement to keep records).

The storage and intended use of data will be reviewed in line with HCNC’s data retention policy. When the intended use is no longer applicable (e.g. contact details for an applicant over 10 years), the data will be deleted within a reasonable period.

g) We will keep personal data secure.

HCNC will ensure that data held by us is kept secure.

h) Transfer to countries outside the EEA.

HCNC will not transfer data to countries outside the European Economic Area (EEA).

Individual Rights

When HCNC collects, holds and uses an individual’s personal data, that individual has the following rights over that data. HCNC will ensure its data processes comply with these rights and will make all reasonable efforts to fulfil requests from an individual in relation to those rights.

Individual’s rights

Cookies on HCNC’s website

HCNC does not use cookies; however a very small number of cookies are used by the website administrator for the purpose of administering our website.