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The issue of Data Protection has far-reaching implications in Churches and Places of Worship. It is essential to look after the information you keep, and you might need to notify the Information Commissioner that you keep personal information.
Data Protection
If you process personal information, especially on a computer, you need to consider Data Protection. Notification is the process where you inform the Information Commissioner about the information you keep and how you keep it.
Many Churches and Places of Worship are exempt from notification because the information is used for pastoral care purposes only. Please see the Information Commissioner's Website for more information on notification. A small fee of £35 needs to be paid to notify the Information Commissioner and the application form is straightforward.
Note that many Organisations are registered nationally and there is no need for individual member Churches or Places of Worship to register. Please confirm with your head office if you are uncertain.
Although there might not be any requirement to notify, the information must be kept safely and securely. Keep paperwork in a locked filing cabinet or somewhere else that is equally secured and shred paperwork when it is no longer needed to prevent other people getting hold of the sensitive data.
Note that Accident Books contain personal information and completed accident forms need to be kept somewhere safe. If you record information from CCTV cameras, you need to display a sign informing people that you are recording the pictures and the name and telephone number of the operator of the CCTV system.
The information you keep should only be for the purposes of running your Place of Worship and you should not share it with others. You might need to keep copies of the information as a backup and if this is the case, keep this in an equally secure place.
Sometimes, people might request a copy of the information you keep about them and they are legally entitled to receive this. You must not distribute the information to anyone else.
Computer Security
If you keep any information on a computer, it is essential that you take adequate precautions to protect the computer and its contents.
Firstly, the computer should be kept somewhere safe, for example in a locked office. Laptop or Notebook computers are especially at risk because they are portable. Computers that are vulnerable can be locked onto a desk using steel wires that make the computer difficult to remove.
Computers and all sensitive data should be protected by a password. Passwords should be as long as possible (usually eight characters minimum) and the password should contain numbers and letters. Do not use car registration numbers, dates of birth, pet names and other passwords that can easily be guessed. If you leave the computer on, use a password-protected screen saver.
The data on the disk can be damaged or lost if there is a problem with the mains supply. Use a surge-protector on the computer and an Uninterruptible Power Supply (UPS) if you have regular power cuts. It is also worthwhile disconnecting any modem plug from the telephone socket when you are not using the computer.
A Virus can modify or destroy information. Make sure that you have up-to-date antivirus software installed. If you use the computer on the Internet or a network, use a firewall that will prevent people accessing the information and files from another computer.
You need to take regular back-ups of the information. Keep these on disk and take them somewhere secure. If the disks are kept in a different building, you will also have the information safe should there be a fire.
More information
For more information, and details of the notification process, please contact the Information Commissioner.
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