Data Protection
We take data protection and the accuracy and quality of
information very seriously. This document explains how we process,
store, maintain and dispose of the information you give us.
The DIVA database complies with the principles and conditions of
the Data Protection Act. For further details on data protection
legislation and registration see: www.dataprotection.gov.uk
Data is maintained by the small DIVA admin team, based with
Bradford Libraries.
All processing of personal data by Bradford Libraries is
registered with the Information Commissioner. Our registration
includes the purpose of processing personal contact details with
the aim of promoting groups to as wide an audience as possible,
including to those with access to the Internet.
However, organisations can control exactly what is made
available online. For example, a group can choose to have a contact
phone number published, but not the secretary's home address.
Whilst admin contact information is obviously essential so that the
DIVA team can write and check a group's details from time to time,
this is stored securely 'behind the scenes' of the database. Such
data is regarded as private and will never be disclosed by the
Bradford Libraries DIVA team.
DIVA aims to promote organisations as widely as possible via the
Internet, and this means that public information can be accessed
anywhere in the world. That is why our forms ask for your explicit
consent to do this, a requirement of the data protection
legislation.
When we send forms out to obtain updated information we require
the signature of the named contact ('the data subject'). This is
evidence of their consent for these details to be published. We
file these centrally as evidence in case of query or complaint. If
we receive an un-signed form, we send it back for signature.
In the case that a contact for a group nominates another person
as the new contact, we will confirm this with the new contact
before amending the record.
If we receive minor correction details, over the phone or by
email, we will not require a signature, but will make a written
note of the conversation.
If a group or contact person changes their mind about their
details being held we will remove their details from the database
as soon as we can.
In the future, there will be the scope for groups to update
their own information online. Each organisation will be offered a
unique identification code and password that will act as a proxy
signature.
DIVA paper forms are only retained for a maximum of three years.
Disposal is by shredding.
The DIVA Partnership places great importance on the accuracy of
the data held. We aim to review each record at least once a year.
In the event where there is no response to our update letter, and
we cannot establish contact, we will remove the details of the
organisation from the public part of the database, but may keep the
details in the secure area of the database for administration
purposes, but for no more than three years.
DIVA partners are Bradford Association of Councils for Voluntary
Service, BRC (Bradford Resource Centre and Community Statistics
Project), CNet, plus the following departments of City of Bradford
Metropolitan District Council: Adult Services and Culture, Tourism
and Sport.
Partners will have full access to the publicly available contact
details (but not private admin contact details) on the DIVA
database. Sometimes this information may be used by them to
identify organisations for consultation on local issues or to
identify those which they feel may benefit from being informed
about services or initiatives. Strict protocols will govern the use
of this information by partners.
An important aspect of DIVA membership is that your group will
receive occasional notifications of events and consultations and
targeted mailings, for example about new funding sources. It
enables your group to be more "in the loop", and better placed to
inform decision makers about your needs and views. However,
responding to these communications is optional.
Subsets of the public information on the DIVA database may be
reproduced by partners as other printed directories or databases,
eg. The CVS 'Self Help and Health Directory'.
Where organisations outside the DIVA partnership extract
information from the database via the Internet and store it on
their computer(s) for their own purposes, they are responsible for
appropriate registration under the Data Protection Act.
Further enquiries should be directed to:
DIVA Database Administration
Information Services
4th Floor
Central Library
Prince's Way
Bradford Libraries
BD1 1NN
Telephone 01274 434572
Fax 01274 433687
15/12/08
