Phoenix Youth Group

Definitions

Charity means Bradford Equity Partnership, a registered charity.
GDPR means the General Data Protection Regulation.
Personal Data mean data relating to natural person, who can be identified or who are identifiable from the data in question; or who can be indirectly identified from that data in combination with other data.
Responsible Person means Andrea Allez – Charity Trustee Board Chairperson
Register of Processing Activity (ROPA) means a register of all systems or contexts in which personal data is processed by the Charity.

Sensitive Personal Data
Personal Data that includes special categories such as:

• race;
• ethnic origin;
• politics;
• religion;
• health;
• sex life;
• gender identity;
• sexual orientation; or
• Criminal Convictions/Offence data

1. Data protection principles

The Charity is committed to processing data in accordance with its responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

1. processed lawfully, fairly and in a transparent manner in relation to individuals;
2. collected for a specific, explicit and legitimate purpose and not processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. General provisions

1. This policy applies to all personal data processed by the Charity.
2. The Responsible Person shall take responsibility for the Charity’s ongoing compliance with this policy.
3. This policy shall be reviewed at least annually.
4. The Charity shall register with the Information Commissioner’s Office as an organisation that processes personal data.

3. Lawful, fair and transparent processing

1. To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Processing Activity (ROPA).
2. The ROPA shall be reviewed at least annually.
3. Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner.

4. Lawful purposes

1. All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests
2. Consent: the individual has given clear consent for you to process their personal data for a specific purpose. Where sensitive personal data is processed specific consent of processing must be given separately to the generic consent for processing.
3. Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
4. Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
5. Vital interests: the processing is necessary to protect someone’s life.
6. Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
7. Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
8. The Charity shall note the appropriate lawful basis in the ROPA.
9. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
10. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems.

5. Data Minimisation

1. The Charity shall ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

6. Accuracy

1. The Charity shall take reasonable steps to ensure personal data is accurate.
2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

7. Archiving / removal

1. To ensure that personal data is kept for no longer than necessary, the Charity shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
2. The archiving policy shall consider what data should/must be retained, for how long, and why.

8. Security

1. The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
3. When personal data is deleted this should be done safely such that the data is irrecoverable.
4. Appropriate back-up and disaster recovery solutions shall be in place.

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO within 72 hours (where feasible).

Where a breach is high risk and adversely affects individuals’ rights and freedoms, the individuals must be informed without undue delay.

Use of photographs:

Equity Partnership will occasionally take photographs at our events, to promote our services positively. Crowd photographs taken in a public place, for example a Pride event are not subject to GDPR legislation. Any photograph taken in the Equity Centre, at a private event, or that focusses upon an individual is subject to GDPR, and consent of any identifiable individual will be sought. We will be clear about how the photograph is to be used, and will seek renewed consent should we wish to use the image differently.

Some groups or individuals that use the Equity Centre may host their own social media content. Equity Partnership cannot accept responsibility for any photographs or information that is posted on social media that is not owned or controlled by ourselves.

Equity Partnership strives to make all its activities as inclusive and accessible as possible.

If you have any concerns or wish to discuss your access requirements please contact the office.

Equity Partnership is the community organisation for LGBTQ+ people within the Bradford District.

We aim to ensure that LGBTQ+ people live happy, healthy and independent lives that are free from loneliness, isolation, prejudice and discrimination.

Our role is to provide an inclusive environment where all our members feel welcome, respected, safe and comfortable with being who they are. We also want to provide you with great service throughout your membership. This code helps all of us to understand what is expected of members – and what you can expect from us.

If a member does not comply with the expectations in this code, we will discuss the issue with you – but ultimately we reserve the right to cancel your membership.

What you can expect from us:

• We will provide a safe space where all our members feel welcome, respected and comfortable with being who they are.
• We will ensure that all our volunteers, staff and Trustees have access to training and support in order to provide you with an appropriate, responsive and well led service. All volunteers and staff are also DBS checked.
• We will take seriously any concerns raised by members, volunteers, sessional workers, staff and trustees, and will seek to resolve them equably.
• To guarantee confidentiality with regard to personal information, or in relationship to complaints raised by members.

What we expect from you:

• To be welcoming, inclusive and supportive of all members; respect each other’s identities, names and pronouns at all times; if you are unsure of the pronoun someone uses ask them or avoid gendered language, e.g. use “they” instead of “he” or “she”.
• To respect the different life experience, identities and ways of life of members.
• To respect personal space; keep personal information about others private and only share if they have given you permission.
• Avoid negative comments, assumptions and stereotyping of people on the basis of their gender identity, gender expression, gender reassignment, sexual orientation, race, ethnicity, nationality, class, disability, religion, beliefs, age, accent or culture. If you witness behaviour of this kind you are expected to challenge it.

What happens if the Code of Conduct is broken?
Please let us know as soon as possible if you experience or witness anything that makes you feel uncomfortable or which may be in breach of the Code of Conduct. Even if you do not want anything done, please still let us know. You can do this by accessing the Equity Partnership website.

By applying to EP for membership you are agreeing to abide by this code of conduct.