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Data Protection Policy and Procedures

Introduction 

We are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of data in order to manage Oundle Festival of Literature. This personal information will be collected and handled securely.

Oundle Festival of Literature is a company limited by guarantee and will remain the Data Controller for the information held.

The Oundle Festival of Literature committee and designated volunteers are personally responsible for processing the using personal information in accordance with the Data Protection Act and General Data Protection Regulations (GDPR). Committee members and designated volunteers will therefore be expected to read and comply with this policy.

Purpose

The purpose of this policy is to set out Oundle Festival of Literature’s commitment and procedures for protecting personal data. We regard the lawful and correct treatment of personal information as very important and recognise the risks to individuals of identity theft and financial loss if personal data is lost or stolen.

Definitions

Data Controller: the nominated committee member and the committee, who decide what personal information to hold and how it will be used.

Act: The Data Protection Act 1998 and General Data Protection Regulations.

Data Subject: the individual whose personal information is being held or processed by Oundle Festival of Literature, for example by inclusion in the newsletter circulation list.

Explicit consent:freely given, specific agreement by a Data Subject to the processing of their information for the legitimate purpose of the organisation.

Processing: collecting, amending, handling, storing or disclosing personal information.

Personal Information: information about living individuals that enables them to be identified, eg names and email addresses.

How we collect personal information 

Contact information is collected directly from individuals who agree to receive the newsletter and be added to the circulation list, either online, in writing or verbally.

Information in the public domain about authors and others to enable us to arrange events.

Certain financial information if necessary to enable us to pay fees etc.

How long we will keep Personal Data

Personal data will be kept for as long as necessary to fulfil the needs for which it was collected.

How we store Personal Data

All paper files containing Personal Data are stored securely and PCs, laptops and tablets that contain Personal Data are appropriately password protected at all times.

Correcting data

Individuals have a right to request access to their Personal Data by making a Subject Access Request (SAR). This includes rights to access, rectification, erasure, the restriction of processing, objection to processing, the right to data portability, the right to complain to a supervisory authority, and the right to withdraw consent. Steps will be taken initially to check photo identity of the individual making the request before providing any information. 

Oundle Festival of Literature will be responsible for ensuring that this policy is implemented and that the rights of individuals are fully understood and actioned.