{"id":1020,"date":"2018-06-04T11:09:42","date_gmt":"2018-06-04T11:09:42","guid":{"rendered":"https:\/\/www.barnetfurniturecentre.org\/?page_id=1020"},"modified":"2020-02-14T13:34:01","modified_gmt":"2020-02-14T13:34:01","slug":"policies-procedures","status":"publish","type":"page","link":"https:\/\/www.barnetfurniturecentre.org\/?page_id=1020","title":{"rendered":"Policies &#038; Procedures"},"content":{"rendered":"\n[et_pb_section fb_built=&#8221;1&#8243; _builder_version=&#8221;3.22&#8243;][et_pb_row column_structure=&#8221;1_2,1_2&#8243; _builder_version=&#8221;4.0.6&#8243; background_size=&#8221;initial&#8221; background_position=&#8221;top_left&#8221; background_repeat=&#8221;repeat&#8221; hover_enabled=&#8221;0&#8243; custom_margin=&#8221;-40px||||false|false&#8221;][et_pb_column type=&#8221;1_2&#8243; _builder_version=&#8221;3.25&#8243; custom_padding=&#8221;|||&#8221; custom_padding__hover=&#8221;|||&#8221;][et_pb_text _builder_version=&#8221;4.0.2&#8243; text_font=&#8221;Blippo||||||||&#8221; text_letter_spacing=&#8221;1px&#8221; header_font=&#8221;Blippo||||||||&#8221; header_letter_spacing=&#8221;1px&#8221;]<h1><strong>PRIVACY POLICY<\/strong><\/h1>\r\n<span style=\"color: #000000;\"><strong>Donors and Customers<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">Barnet Furniture Centre promises to respect and keep safe any personal data you share with us.\u00a0 We aim to be clear about how we will use your data and not do anything you wouldn\u2019t reasonably expect from us.<\/span>\r\n\r\n<span style=\"color: #000000;\">For the purpose of the General Data Protection Regulation and the Data Protection Act 1998 the data controller is Barnet Reuse Centre Ltd, Friern Barnet, London, N11 3FY,\u00a0 Charity No:1140541;\u00a0 the data protection officer is the Project Manager.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>What information will we collect?<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">If you support us, for example, volunteering, fund-raising, signing up for an event, donating cash, donating second-hand goods for sale in our shops, or buying such goods, we will collect the following information as relevant:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">Your name<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Your contact details<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Your home address<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Your bank or credit card details.\u00a0<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Details of your donation or previous donations<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Details of your purchase and your availability for deliveries<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Details of your volunteering preferences and availability for events etc<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Why do we collect your information?<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We need all the categories of information in the list above primarily because it is necessary for our legitimate interests as a charitable organisation, including fundraising, running our social enterprise and because it is necessary in order for us to carry out our legal obligations. We may also ask for your consent to use your information in other ways. We will use your data to:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">Arrange to collect a donation from the donors&#8217; address<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Arrange to deliver a purchase made at Barnet Furniture Centre<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Administer your donation or support your fundraising, including processing Gift Aid<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Contact you to arrange your volunteering schedule\u00a0<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Ensure we know how you prefer to be contacted<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>How is your personal information collected?<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We collect information:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">When you ask us to collect furniture you are donating<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">When you ask us to deliver furniture you have purchased<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">When you ask to become a volunteer or offer to donate cash<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">When you ask us to contact you by phone, email or social media<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Accessing information from other sources<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We may get access to your information when you give permission to other organisations to share or it is available publicly. The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them.\u00a0 This information comes from the following sources.<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">From third party organisations &#8211; you may have provided permission for a company or other organisation to share your data with third parties, including charities.\u00a0 This could be when you buy a product or service, register for an online competition or sign up <\/span>with<span style=\"color: #000000;\"> a comparison site.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Publicly available information &#8211; This may include information found in places such as Companies House and information that has been published in articles\/ newspapers.<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Using our website<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">Like most websites, we use \u201ccookies\u201d to help us make our site \u2013 and the way you use it \u2013 better. Cookies mean that a website will remember you. They\u2019re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier \u2013 for example by automatically filling your name and address in text fields.<\/span>\r\n\r\n<span style=\"color: #000000;\">We do not use cookies to collect personal data. The only personal data we collect via our website is via online forms that you may choose to complete. If you would prefer not to use Cookies you should change the settings in your browser.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Direct Marketing<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">With your consent, we will contact you by either post or email to let you know about the progress we are making and to ask for donations or other support.\u00a0 If you don\u2019t want to hear from us, just let us know when you provide your data. If you change your mind at any time, just contact us on 020 8361 6802 or info@barnetfurniturecentre.org.<\/span>\r\n\r\n<span style=\"color: #000000;\">We do not sell or share personal details <\/span>to<span style=\"color: #000000;\"> third parties for the purposes of marketing. We will only share it with third parties who are providing a service for Barnet Furniture Centre and only for the purpose of delivering this service.\u00a0<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Data Sharing<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We may have to share your data with third parties, including third-party service providers.<\/span>\r\n\r\n<span style=\"color: #000000;\">We require third parties to respect the security of your data and to treat it in accordance with the law.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Why might you share my personal information with third parties?<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Which third-party service providers process my personal information?<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">The following third-party service providers process personal information about you for the following purposes:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">HMRC for the purpose of Gift Aid<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Due Diligence Checking for DBS checks on potential staff &amp; volunteers<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Local councils and Housing associations for the purpose of referrals i.e. Barnet Homes, Metropolitan Housing, Peabody, One-housing etc.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">North London Waste Authority for the purpose of tonnage reporting<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Clay Ratnage &amp; Co for the purpose of payroll<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Blick Rothenberg for the purpose of accounting<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">NEST for the purpose of Pension Funds<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>How secure is my information with third-party service providers?<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>What about other third parties?<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Data security<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We have put in place measures to protect the security of your information. Details of these measures are available upon request.<\/span>\r\n\r\n<span style=\"color: #000000;\">Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.<\/span>\r\n\r\n<span style=\"color: #000000;\">We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Project Manager by emailing info@barnetfurniiturecentre.org<\/span>\r\n\r\n<span style=\"color: #000000;\">We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.<\/span>\r\n\r\n&nbsp;\r\n<h1><span style=\"color: #000000;\"><strong>DATA RETENTION<\/strong><\/span><\/h1>\r\n<span style=\"color: #000000;\"><strong>How long do we keep hold of your information?<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our data protection policy which is available from the Project Manager by emailing info@barnetfurniiturecentre.org. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.<\/span>\r\n\r\n<span style=\"color: #000000;\">In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Your rights in connection with personal information<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">Under certain circumstances, by law, you have the right to:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\"><strong>Request access\u00a0<\/strong>to your personal information (commonly known as a &#8220;data subject access request&#8221;). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\"><strong>Request correction\u00a0<\/strong>of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\"><strong>Request erasure\u00a0<\/strong>of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\"><strong>Object to processing\u00a0<\/strong>of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\"><strong>Request the restriction of processing\u00a0<\/strong>of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\"><strong>Request the transfer\u00a0<\/strong>of your personal information to another party.\u00a0<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\">If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us on 020 8361 6802 or send a description of the information you want to see <\/span>and<span style=\"color: #000000;\"> proof of your identity by post to The Project Manager, Barnet Reuse Centre Ltd, Friern Barnet, London, N11 3FY.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>No fee usually required<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>What we may need from you<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Keeping our records up to date<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">Where possible we use publicly available sources to keep your records up to date; for example, the Post Office\u2019s National Change of Address database and information provided to us by other organisations as described above.<\/span>\r\n\r\n<span style=\"color: #000000;\">It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us<\/span>\r\n\r\n<span style=\"color: #000000;\">If you have any questions please send these to The Project Manager, Barnet Reuse Centre Ltd, Friern Barnet, London, N11 3FY and for further information see the\u00a0<a style=\"color: #000000;\" href=\"https:\/\/ico.org.uk\/for-the-public\/personal-information\/\">Information Commissioner\u2019s guidance\u00a0<\/a><\/span>.\r\n\r\n<span style=\"color: #000000;\">We may change this Privacy Policy from time to time. \u00a0If we make any significant changes in the way we treat your personal information we will make this clear on the Barnet Furniture Centre website or by contacting you directly.<\/span>\r[\/et_pb_text][\/et_pb_column][et_pb_column type=&#8221;1_2&#8243; _builder_version=&#8221;3.25&#8243; custom_padding=&#8221;|||&#8221; custom_padding__hover=&#8221;|||&#8221;][et_pb_text _builder_version=&#8221;4.0.2&#8243; text_font=&#8221;Blippo||||||||&#8221; text_letter_spacing=&#8221;1px&#8221; link_text_color=&#8221;#0a5bb2&#8243; header_font=&#8221;Blippo||||||||&#8221; header_letter_spacing=&#8221;1px&#8221;]<h1><span style=\"color: #000000;\"><strong>DATA PROTECTION POLICY<\/strong><\/span><\/h1>\r\n<span style=\"color: #000000;\"><strong>Policy Scope <\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">Barnet Furniture Centre needs to gather and use certain information about individuals.<\/span>\r\n\r\n<span style=\"color: #000000;\">These can include customers, suppliers, business contacts, employees and other people the organisations has a relationship with or may need to contact.<\/span>\r\n\r\n<span style=\"color: #000000;\">This policy describes how this personal data must be collected, handled and stored to meet the company\u2019s data protection standards \u2013 and to comply with the law.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Why this policy exists<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">This Data Protection Policy ensures Barnet Furniture Centre;<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">Complies with data protection law and follow good practice<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Protects the rights of staff, customers, volunteers and partners<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Is open about how it stores and processes individuals\u2019 data<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Protects itself from the reach of a data breach<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Data protection law<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">The Data Protection Act 1998 describes how organisations \u2013 including Barnet Furniture Centre \u2013 must collect, handle and store personal information.<\/span>\r\n\r\n<span style=\"color: #000000;\">These rules apply regardless of whether data is stored electronically, on paper or on other materials.<\/span>\r\n\r\n<span style=\"color: #000000;\">To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.<\/span>\r\n\r\n<span style=\"color: #000000;\">The Data Protection Act is underpinned by eight important principles. These say that personal data must:<\/span>\r\n<ol>\r\n \t<li><span style=\"color: #000000;\">Be processed fairly and lawfully<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Be obtained only for specific, lawful purposes<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Be adequate, relevant and not excessive<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Be accurate and kept up to date<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Not be held for any longer than necessary<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Processed in accordance with the rights of data subject<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Be protected in appropriate ways<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Not be transferred outside the European Economic Area, (EEA), unless that country or territory also ensures an adequate level of protection<\/span><\/li>\r\n<\/ol>\r\n&nbsp;\r\n<h1><strong><span style=\"color: #000000;\">PEOPLE, RISKS AND RESPONSIBILITIES<\/span><\/strong><\/h1>\r\n<strong><span style=\"color: #000000;\">Policy scope<\/span><\/strong>\r\n\r\n<span style=\"color: #000000;\">The policy applies to:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">The head office of Barnet Furniture Centre<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">All branches of Barnet Furniture Centre<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">All staff and volunteers of Barnet Furniture Centre including Trustees<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">All contractors, suppliers and other people working on behalf of Barnet Furniture Centre<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\">It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">Names of individuals<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Postal Addresses<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Email addresses<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Telephone numbers<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Plus any other information relating to individuals<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Data protection risks <\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">This policy helps to protect Barnet Furniture Centre from some very real data security risks, including:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\"><strong>Breaches of confidentiality.<\/strong> For instance, information being given out inappropriately.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\"><strong>Failing to offer choice.<\/strong> For instance, all individuals should be free to choose how the company uses data relating to them.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\"><strong>Reputational damage.<\/strong> For instance, the company could suffer if hackers successfully gain access to sensitive data.<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Responsibilities<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">Everyone who works for or with Barnet Furniture Centre has some responsibility for ensuring data is collected, stored and handled appropriately.<\/span>\r\n\r\n<span style=\"color: #000000;\">Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.<\/span>\r\n\r\n<span style=\"color: #000000;\">However, these people have key areas of responsibility:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">The <strong>board of directors\/trustees <\/strong>is ultimately responsible for ensuring that Barnet Furniture Centre meets <\/span>its<span style=\"color: #000000;\"> legal obligations.<\/span><\/li>\r\n<\/ul>\r\n&nbsp;\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">The <strong>Project Manager\/ Data Controller<\/strong>, is responsible for:<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Keeping the board updated about data protection responsibilities, risks and issues.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Reviewing all data protection procedures and related policies, in line with an agreed schedule.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Arranging data protection training and advice for the people covered by this policy.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Handling data protection questions from staff and anyone else covered by this policy.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Dealing with requests from individuals to see the data Barnet Furniture Centre holds about them (also called \u2018subject access requests\u2019).<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Checking and approving any contracts or agreements with third parties that may handle the company\u2019s sensitive data.<\/span><\/li>\r\n<\/ul>\r\n&nbsp;\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">The <strong>Senior Project Assistant<\/strong> (SPA) is responsible for:<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Ensuring all systems, services and equipment used for storing data meet acceptable security standards.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Performing regular checks and scans to ensure security hardware and software is functioning properly.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Approving any data protection statements attached to communications such as emails and letters.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Addressing any data protection queries from journalists or media outlets like newspapers.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Where necessary, working with other staff and volunteers to ensure marketing initiatives abide by data protection principles.<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>General staff guidelines <\/strong><\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">The only people able to access data covered by this policy should be those who <strong>need it for their work.<\/strong><\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Data <strong>should not be shared informally<\/strong>. When access to confidential information is required, employees can request it from their line managers.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Barnet Furniture Centre <strong>will provide training<\/strong> to all employees to help them understand their responsibilities when handling data.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Employees should keep all data secure, by taking sensible precautions and following the guidelines below.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">In particular, <strong>strong passwords must be used<\/strong> and they should never be shared.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Personal data <strong>should not be disclosed<\/strong> to unauthorized people, either within the company or externally.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Data should be <strong>regularly reviewed and updated<\/strong> if it is found to be out of date. If no longer required it should be deleted and disposed of.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Data storage <\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">These rules describe how and where data should be stored. Questions about storing data safely can be directed to the SPA or data controller. When data is <strong>stored on paper, <\/strong>it should be kept in a secure place where unauthorized people cannot see it.<\/span>\r\n\r\n<span style=\"color: #000000;\">These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">When not required, the paper or files should be kept <strong>in a locked drawer or filing cabinet<\/strong>.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Employees should make sure paper and printouts are <strong>not left with unauthorized people could see them<\/strong>, like on a printer.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\"><strong>Data printouts should be shredded<\/strong> and disposed of securely when no longer required.<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\">When data is <strong>stored electronically<\/strong>, it must be protected from unauthorized access, accidental deletion and malicious hacking attempts.<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">Data should be <strong>protected by strong passwords<\/strong> that are changed regularly and never shared between employees or volunteers.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">If data is <strong>stored on removable media<\/strong> (like a CD or DVD), these should be locked away securely when not being used.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Data should only be stored on <strong>designated drives and servers<\/strong>, and should only be uploaded to an <strong>approved cloud computing service<\/strong>.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Servers containing personal data should be <strong>sited in a secure location<\/strong>, away from general office space.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Data should be <strong>backed up frequently<\/strong>. Those backups should be tested regularly, in line with the company\u2019s standard back up procedures.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Data should <strong>never be saved directly<\/strong> to laptops or other mobile devices like tablets or smart phones.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">All servers and computers containing data should be protected by <strong>approved security software and a firewall.<\/strong><strong>\u00a0<\/strong><strong>\u00a0<\/strong><\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Data Use<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">Personal data is of no value to Barnet Furniture Centre unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">When working with personal data, employees should ensure <strong>the screens of their computers are always locked<\/strong> when left unattended.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Personal data <strong>should not be shared informally<\/strong>. In particular, it should never be sent by email, as this is <\/span>form<span style=\"color: #000000;\"> of communication is not secure.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Data must be <strong>encrypted before being transferred electronically<\/strong>. The SPA can explain how to send data to authorized external contacts.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Personal data should <strong>never be transferred outside of the European Economic Area.<\/strong><\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Employees should not save copies of personal data to their own computers. <strong>Always access and update the central copy of any data.<\/strong><\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Data accuracy<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">The law requires Barnet Furniture Centre to take reasonable steps to ensure data is kept accurate and up to date.<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">The more important it is that the personal data is accurate, the greater the effort Barnet Furniture Centre should put into ensuring its accuracy.<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\">It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">Data will be held in <strong>as few places as necessary<\/strong>. Staff should not create any unnecessary additional data sets.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Staff <strong>should take every opportunity to ensure data is updated<\/strong>. For instance, by confirming a customer\u2019s details when they call.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Barnet Furniture Centre will make it <strong>easy for data subjects to update the information<\/strong> Barnet Furniture Centre holds about them. For instance, via the company website.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Data should be <strong>updated as inaccuracies are discovered<\/strong>. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">It is the SPA\u2019s responsibility to ensure <strong>marketing databases are checked against industry suppression files<\/strong> every six months.<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\"><strong>Subject access requests<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">All individuals who are subject of personal data held by Barnet Furniture Centre are entitled to:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">Ask <strong>what information<\/strong> the company holds about them and why.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Ask <strong>how to gain access<\/strong> to it.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Be informed <strong>how to keep it up to date<\/strong>.<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">Be informed on how the company is <strong>meeting its data protection obligations<\/strong>.<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\">If an individual contacts the company requesting this information, this is called a subject access request.<\/span>\r\n\r\n<span style=\"color: #000000;\">Subject access requests from individuals should be made by email, addressed to Project Manager at <a style=\"color: #000000;\" href=\"mailto:info@barnetfurniturecentre.org\">info@barnetfurniturecentre.org<\/a>. The data controller can supply a standard request form, although individuals do not have to use this.<\/span>\r\n\r\n<span style=\"color: #000000;\">Individuals will be charged \u00a310 per subject access request. The data controller will aim to provide the relevant data within 14 days.<\/span>\r\n\r\n<span style=\"color: #000000;\">The data controller will always verify the identity of anyone making a subject access request before handing over any information.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Disclosing data for other reasons <\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.<\/span>\r\n\r\n<span style=\"color: #000000;\">Under the circumstances, Barnet Furniture Centre will disclose data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company\u2019s legal advisers where necessary.<\/span>\r\n\r\n<span style=\"color: #000000;\"><strong>Providing information<\/strong><\/span>\r\n\r\n<span style=\"color: #000000;\">Barnet Furniture Centre aims to ensure that individuals are aware that their data is being processed, and that they understand:<\/span>\r\n<ul>\r\n \t<li><span style=\"color: #000000;\">How the data is being used<\/span><\/li>\r\n \t<li><span style=\"color: #000000;\">How to exercise their rights<\/span><\/li>\r\n<\/ul>\r\n<span style=\"color: #000000;\">To these ends, the charity has a privacy statement, setting out how data relating to individuals is used by the company.<\/span>\r\n\r\n<span style=\"color: #000000;\">This is available on request. A version of this statement is also <a href=\"https:\/\/www.barnetfurniturecentre.org\/?page_id=29\">available on the charity\u2019s website<\/a>.<\/span>\r\n\r\n&nbsp;\r[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section]\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"class_list":["post-1020","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Policies &amp; Procedures - Barnet Furniture Centre: Furnishing you for your future life<\/title>\n<meta name=\"description\" content=\"Description of data protection and privacy policies followed by the Centre.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.barnetfurniturecentre.org\/?page_id=1020\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Policies &amp; 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