Data Protection Policy: Davenham Players – Version 1.0
The Davenham Players (“the Society”) is committed to protecting the privacy and security of personal data in accordance with applicable data protection laws and regulations. This Data Protection Policy outlines the Society’s commitment to safeguarding personal data, including how it is collected, processed, stored, and managed.
SCOPE
This policy applies to all volunteers, employees, contractors, and third parties who handle personal data on behalf of the Society. It covers all personal data collected, processed, and stored by the Society in any format, including electronic, paper, or verbal.
RESPONSIBILITIES
- DATA PROTECTION OFFICER (DPO)
The Society has appointed a Data Protection Officer (Robert Almquist) who is responsible for overseeing data protection matters, ensuring compliance with applicable laws, and acting as a point of contact for data subjects and regulatory authorities.
- VOLUNTEERS
All volunteers are responsible for ensuring the proper handling of personal data in their day-to-day activities. They must adhere to this policy and report any data protection concerns to the DPO.
DATA COLLECTION AND PROCESSING
- LAWFUL PROCESSING
The Society will only collect and process personal data when it has a lawful basis to do so, including the consent of the data subject, contractual necessity, legal obligation, legitimate interests, or the protection of vital interests.
- DATA MINIMIZATION
The Society will only collect and process personal data that is necessary for the purposes for which it was collected. Unnecessary or excessive data will not be collected or retained.
- TRANSPARENCY
Data subjects will be informed of the purposes for which their data is collected and processed, and their rights in relation to their data.
- CONSENT
Where consent is required for processing personal data, the Society will obtain explicit and freely given consent from data subjects. Consent can be withdrawn at any time.
DATA SECURITY
- DATA ACCESS AND STORAGE
Personal data will be stored securely, and access will be restricted to authorized personnel only. Data will be encrypted, both in transit and at rest, where applicable.
- DATA BREACH RESPONSE
In the event of a data breach, the Society will promptly assess and mitigate the impact of the breach, notify affected data subjects and relevant authorities where required by law.
DATA SUBJECT RIGHTS
Data subjects have the following rights regarding their personal data:
- Right to Access
- Right to Rectification
- Right to Erasure
- Right to Data Portability
- Right to Object
- Right to Restriction of Processing
DATA RETENTION
Personal data will be retained for no longer than necessary for the purposes for which it was collected, and in accordance with applicable laws and regulations.
TRAINING AND AWARENESS
The Society will provide regular data protection training and awareness programs to volunteers to ensure their understanding and compliance with this policy.
MONITORING AND REVIEW
This policy will be reviewed and updated as necessary to ensure ongoing compliance with data protection laws and best practices. The DPO will monitor and report on data protection activities.
CONTACT INFORMATION
Data subjects can contact the Data Protection Officer at:
Robert Almquist – Davenham Players Theatre, 59 Church Street, Davenham CW9 8NF
APPROVAL AND EFFECTIVE DATE
This Data Protection Policy was approved by the Committee and Trustees and is effective from 1 December 2023.
Reviewed: August 2024
