It is important for all of us to care for anyone else’s personal or sensitive information in the same way that we would want them to look after ours. 

What type of information is protection by the Data Protection Act?

The Act regulates the use of “personal data”.

Data meaning information which is:

a)       Being processed by means of equipment operating automatically in response to instructions given for the purpose;

b)      Recorded with the intention of being processed by means of such equipment;

c)       Is recorded as part of a relevant filing system or with the intention that it should form part of a relevant filing system. 

What is personal data?

Personal data means data which relates to a living individual who can be identified:

a)       From that data; or

b)      From that data and other information which is in the possession of, or is likely to come into the possession of, the data controller;

c)       This also includes any expression of opinion about the individual and any indication of intentions of the data controller or any other person in respect of the individual. 

In relation to Lifelites this means:

Names, addresses, telephone numbers and e-mail addresses.

Sensitive data means personal data consisting of:

Racial or ethnic origin; religious or similar beliefs; trade union membership; physical or mental health or sexual life; political opinions; criminal offences.  This data may only be held in strictly defined situations or where explicit consent has been obtained. 

What activities are regulated by the Data Protection Act?

The Act regulates the “processing” of personal data.  Processing meaning: obtaining, recording or holding the information or data or carrying out any operation or set of operations on the information or data, including –

a)       Organisation, adaptation or alteration or information/data;

b)      Retrieval, consultation or use of the information/data;

c)       Disclosure of information or data by transmission, distribution or otherwise making available;

d)      Placement, grouping, blocking or destruction of the information/data.

The eight principles of data protection:

1. Processed fairly and lawfully
2. Obtained for specific and lawful purposes
3. Adequate, relevant and not excessive
4. Accurate and up to data
5. Note kept any longer than necessary
6. Processed in accordance with the data subject’s (the individual’s) rights
7. Securely kept
8. Not transferred to any other country without adequate protection in situ.

How do these principles affect Lifelites?

Collection and processing or personal data (Principles 1 and 2)

• Data is collected solely for the purposes of assisting an individual with their enquiry, helping Lifelites with its service delivery or fundraising and monitoring and improving the services we offer.
• Where it is clear at the point of initial enquiry that an individual cannot assist us or us them, no personal data is collected or recorded.
• Individuals contacting Lifelites are advised during the initial call/conversation or in a thank you letter that their personal data is being collected and the purposes for which this will be used. 
• Lifelites website provides details of how and when personal data will be collected.

Maintaining accuracy of personal data (Principle 4)

• All personal information should be accurately recorded and, where necessary, kept up to date.
• Personal details should be repeated back to check for accuracy.

Retention or destruction of personal data (Principle 5)

• Personal data should not be kept for longer than it is needed. 
• Printed information should be destroyed properly using a shredder or secure disposal facility to ensure that no personal data can be retrieved.

Emails

• Emails in your personal mailbox should not be retained indefinitely
• Any emails to be stored should be either copied and stored in the appropriate place in the Lifelites shared drive or printed out and placed on a paper file, then deleted from your personal mailbox.

Security of personal data (Principle 7)

Your personal Lifelites passwords should never be disclosed to anyone outside of the Lifelites team. 

• You should keep your own record of your passwords.  The CEO will keep a private record of all the team’s passwords.  In an emergency UGLE IT can obtain access to individuals’ accounts through written permission from the CEO or another member of SMT.
• A clear desk policy operates.  Personal data should be stored in locked drawers and cupboards. No personal data to be kept in working areas e.g. on Post It notes.
• Computers are password protected and should be locked with individuals are away from their desks.   This can be actioned via Ctl-Alt-Del.  Your computer is also set to automatically lock itself after 10 minutes inactivity. 
• Letters which contain any details of a personal nature should be clearly marked Private and Confidential to help ensure they are not opened by anyone other than the intended recipient. 
• All financial records are to be kept in a locked cupboard.
• All governance folders to be kept in a locked cupboard.

Inventory of Lifelites personal data systems

Personal information recorded at the time of a phone call, conversation or receipt of a letter, including:

• Name
• Contact telephone number and /or address and /or email
• Other notes essential to their enquiry.
• Permissions for use of photos – a folder of scanned permissions is to be kept on the shared drive.  Original documents need to be kept in a file in a locked cupboard.
• Any other sources? E.g Mailchimp – this is self-regulating. 
• Use of Adlephi - Adelphi contains confidential data.  If you have signed to request an account,  you have agreed to:

- Access only information for the purpose of completing assigned authorised task(s).

- Access and retain only such information as is needed to effectively conduct the charity’s business.

- Handle such information in a secure, confidential and appropriate manner in compliance with relevant laws, regulations, policies and procedures.

- Protect the privacy of members’ records, and prevent inappropriate or unnecessary disclosure of such records.

Information stored electronically on Lifelites database.

• Lifelites database is protected by virtue of access only being available to team members when they are logged on to the system using their personal passwords. 
• Records are only accessible to individuals who work for (paid or volunteer) Lifelites.

We know that the technology and services that we provide can change a child’s life. It gives children in hospices the opportunity to do so many things that they never thought possible, such as paint a picture, create music, play a game, or communicate with their family.

We’d like to introduce you to some of the children who have used the Lifelites technology, and the impact it has had on their short lives.

We know that the work of Lifelites providing technology for children in hospices, has a positive impact on their short lives.  However, we recognise that our activities may have some negative environmental effects and we wish to take steps to minimise these.

Lifelites is committed to donating and maintaining packages of assistive and inclusive technology to help life-limited and disabled children in children’s hospices throughout the British Isles.

In order to ensure the availability of ongoing funds to pay for this vital work, Lifelites aims to maintain its reputation in order to maintain and develop sources of funding.

The purpose of this policy is to ensure transparency, ethical and consistent dealings with all Lifelites stakeholders.