Data Protection Policy

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Durham Trade Bathrooms

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1. Introduction

Durham Trade Bathrooms needs to collect and use certain types of information about the Individuals or Service Users who come into contact with the organisation in order to carry out its work. This personal information must be collected and handled appropriately, whether it is collected on paper, stored in a computer database, or recorded on other material.

Durham Trade Bathrooms recognises its responsibility to ensure that all personal data is processed in accordance with the Data Protection Act 1998, and that appropriate safeguards are in place to protect such information.

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2. Data Controller

Durham Trade Bathrooms is the Data Controller under the Act. This means that it determines the purposes for which personal information is held and how it is used.

Durham Trade Bathrooms is responsible for notifying the Information Commissioner of the data it holds or is likely to hold, and the general purposes for which this data will be used.

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3. Disclosure

Durham Trade Bathrooms may share personal data with other agencies such as local authorities, funding bodies, suppliers, contractors, and other relevant organisations where necessary.

The Individual or Service User will, in most circumstances, be informed about how and with whom their information will be shared. However, there are circumstances where the law allows Durham Trade Bathrooms to disclose data (including sensitive data) without the consent of the data subject.

These circumstances include:

a) Where disclosure is required to carry out a legal duty or is authorised by the Secretary of State
b) Where disclosure is necessary to protect the vital interests of an Individual/Service User or another person
c) Where the Individual/Service User has already made the information public
d) Where disclosure is necessary for the conduct of legal proceedings, obtaining legal advice, or defending legal rights
e) Where disclosure is required for monitoring equal opportunities (e.g. race, disability, religion)
f) Where providing a confidential service and consent cannot reasonably be obtained, or where it is reasonable to proceed without consent (for example, to avoid placing undue stress on Individuals/Service Users)

Durham Trade Bathrooms regards the lawful and correct treatment of personal information as essential to successful working relationships and to maintaining the confidence of those with whom it deals.

Durham Trade Bathrooms is committed to ensuring that personal information is treated lawfully and correctly at all times.

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4. Data Protection Principles

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Durham Trade Bathrooms will adhere to the principles of data protection as set out in the Data Protection Act 1998. These principles require that personal information:

a) Is processed fairly and lawfully and only where specific conditions are met
b) Is obtained only for specified and lawful purposes and is not processed in a manner incompatible with those purposes
c) Is adequate, relevant, and not excessive in relation to its purpose
d) Is accurate and, where necessary, kept up to date
e) Is not kept for longer than is necessary
f) Is processed in accordance with the rights of data subjects
g) Is kept secure through appropriate technical and organisational measures to prevent unauthorised or unlawful processing, loss, destruction, or damage
h) Is not transferred outside the European Economic Area unless adequate protection is ensured

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5. Responsibilities and Commitments

Durham Trade Bathrooms will, through appropriate management, controls, and procedures:

• Observe all conditions relating to the fair collection and use of personal information

• Specify clearly the purposes for which information is used

• Collect and process only the information necessary to meet operational or legal requirements

• Ensure the quality and accuracy of information held

• Ensure that Individuals/Service Users can exercise their rights under the Act, including:

  • The right to be informed that processing is taking place

  • The right of access to personal information

  • The right to prevent processing in certain circumstances

  • The right to correct, block, or erase inaccurate information

• Implement appropriate technical and organisational security measures

• Ensure personal data is not transferred abroad without suitable safeguards

• Treat all individuals fairly regardless of age, religion, disability, gender, sexual orientation, or ethnicity

• Maintain clear procedures for responding to requests for information

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6. Data Collection

Informed consent means that:

• An Individual/Service User understands why their information is needed

• They understand who it will be shared with and the consequences of agreeing or refusing consent

• They then freely give their consent

Durham Trade Bathrooms will ensure that data is collected within the boundaries defined by this policy. This applies to data collected in person, verbally, or through written or electronic forms.

When collecting data, Durham Trade Bathrooms will ensure that the Individual/Service User:

a) Understands why the information is required
b) Understands how the information will be used and the consequences of refusing consent
c) Gives explicit consent where possible, either verbally or in writing
d) Is competent to give consent and does so freely without pressure
e) Has received sufficient information to make an informed decision

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7. Data Storage

Information relating to Individuals and Service Users will be stored securely and will only be accessible to authorised staff.

Information will be retained only for as long as necessary or as required by law and will be disposed of securely when no longer needed.

Durham Trade Bathrooms is responsible for ensuring that all personal and company data is permanently removed and non-recoverable from any computer system or storage device that is disposed of, sold, or transferred to a third party.

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8. Data Access and Accuracy

All Individuals/Service Users have the right to access the personal information that Durham Trade Bathrooms holds about them.

Durham Trade Bathrooms will take reasonable steps to ensure that information is kept accurate and up to date, including asking individuals to notify the organisation of any changes.

Durham Trade Bathrooms will also ensure that:

• A Data Protection Officer is appointed with responsibility for compliance

• All staff handling personal data understand their contractual responsibilities

• All staff are appropriately trained and supervised

• Clear procedures exist for enquiries relating to personal data

• Enquiries are dealt with promptly and courteously

• Personal data handling practices are clearly documented

• Data handling procedures are regularly reviewed and audited

• Performance in data protection is regularly assessed

• Any breach of this policy may result in disciplinary action

This policy will be reviewed and updated as necessary to reflect best practice and any amendments to the Data Protection Act 1998.

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9. Queries and Contact

Any queries or concerns regarding this policy should be directed to the Data Protection Officer at Durham Trade Bathrooms.

Glossary of Terms

Data Controller
The organisation that determines how and why personal information is processed.

Data Protection Act 1998
UK legislation governing the processing of personal information.

Data Protection Officer
The individual responsible for ensuring compliance with data protection legislation and this policy.

Individual / Service User
Any person whose personal information is processed by Durham Trade Bathrooms, including customers, employees, or contractors.

Explicit Consent
A freely given, specific, and informed agreement to the processing of personal data, required particularly for sensitive data.

Notification
The requirement to inform the Information Commissioner of data processing activities, where applicable.

Information Commissioner
The UK authority responsible for overseeing data protection compliance.

Processing
Any operation performed on personal data, including collection, storage, use, disclosure, or deletion.

Personal Information
Information relating to a living individual that enables identification, such as name or address.

Sensitive Data
Personal data relating to:

• Racial or ethnic origin

• Political opinions

• Religious or similar beliefs

• Trade union membership

• Physical or mental health

• Sexual life

• Criminal records or proceedings