Policy 1:

General Data Protection Policy

Youth With A Mission Turner Valley

Last Updated July 26, 2019

Definitions

Charity means Youth With A Mission Turner Valley, a registered charity.

GDPR means the General Data Protection Regulation.

Responsible Person means Administrator and/or Leadership Team.

Register of Systems means a register of all systems or contexts in which personal data is processed by the Charity.

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 specified, explicit and legitimate purposes and not further 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 are 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. 

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 Systems. 
2. The Register of Systems 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 (see ICO guidance for more information). 
2. The Charity shall note the appropriate lawful basis in the Register of Systems.
3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in  consent shall be kept with the personal data. 
4. 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 minimization

1. The Charity shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. 
2. Collection of data through social media (i.e. connecting on Facebook, Twitter or Instagram) will only be done with the consent of the individual 
3. Official Police Checks are required to be obtained and submitted by all Volunteers and students before joining YWAM Turner Valley and will be kept on file

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 (more information on the ICO website).

END OF POLICY

Policy 2:

Youth With A Mission Turner Valley

GENERAL DATA PROTECTION REGULATION:

REGISTER OF SYSTEMS

Adopted July 2019, Updated October 2020

Introduction

In accordance with the General Data Protection Regulation which came into force on 25 May 2018, this document sets out the approach of YWAM Turner Valley (YWAM TV) to the collection, use and management of the personal data of its students and volunteers under the following headings:

• The data we collect and in what way
• How the data are stored and who has access to them
• Sharing the data
• Purpose for which the data are used
• Data removal and archiving

The data we collect and in what way

On becoming a member of YWAM Turner Valley individuals are asked to complete an application form on the YWAM Turner Valley Website, and to supply their name, email address, a residential address, and telephone number. The application is not stored on the website, but sent directly to our secure departmental email addresses.

The GDPR Policy for our Google Workspace email accounts can be found at cloud.google.com/security/gdpr

The application is then printed out by our School Leader or Personnel Director and stored in a locked file cabinet until all the parts of the application are completed.  

Names and email addresses are also, with applicants/contacts permission, passed on to our Communications Director to be entered on our contact database in order to facilitate the dispatch/receipt of an online newsletter.

How the data are stored and who has access to them

Only the appropriate staff with YWAM TV – i.e. Leadership Team, Administrator, Personnel Director and School Leaders – have access to the personal data of members of YWAM Turner Valley.

The paper applications and personnel files of current applicants, volunteers, and students are kept in a locked cabinet in a locked file storage room when not currently being processed.

Past applications are digitally scanned and 2 copies are kept in a PDF form on backup drives in 2 different secure locations.

Sharing the data

The complete data set is shared solely between the officers as described above.

The complete data set will not be shared with any third party unless legally obliged to do so or upon the direct agreement or request of the member. i.e. sharing an application with another YWAM Location or communicating enrollment information with the YWAM University of the Nations

From time to time it might be necessary to share the personal data of one member of YWAM Turner Valley with another in order, for example, to arrange for airport pickup of one member by another or to connect with them on Social Media. This will not, however, be done, without the agreement of the member concerned.

Purpose for which the data are used

The data are processed on the basis of consent.

The data is used primarily as a vehicle for assessing acceptance for potential volunteers and students for YWAM TV programs.

The membership application form specifically asks members to opt in to receiving information from YWAM TV.

Each electronic newsletter provides the option to unsubscribe.

Data removal and archiving

Paper applications are kept for all applicants and current volunteers/students while they are present with us.

Paper applications are also kept for a period of up to a year after the members departure at which time the applications are scanned, securely digitally filed and the paper applications are shredded.

Contact information is kept by on our mailing list until the member requests it’s removal.

Adopted – July 2019, Updated October 2020

END OF POLICY