Centre for Armenian Information & Advice (Hayashen)

Last updated: June 2018

Definitions

Charity

means the Centre for Armenian Information & Advice,  a registered charity

GDPR

means the European Union’s General Data Protection Regulation

ICO

means the UK Information Commissioner’s Office

Data Protection Officer (or DPO)

means Misak Ohanian, CEO

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. The GDPR requires that personal data shall be:
(a) processed lawfully, fairly and in a transparent manner in relation to individuals;

(b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;

(c) adequate, relevant and limited to what is necessary in relation to the purposes for which personal data are processed;

(d) 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;

(e) kept for no longer than is necessary for the purposes for which the personal data are processed; and

(f) 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

(a) This policy applies to all personal data processed by the Charity;

(b) The DPO shall take responsibility for the Charity’s ongoing compliance with this policy;

(c) This policy shall be reviewed at least annually; and

(d) The Charity shall register with the ICO as an organisation that processes personal data.

3. Lawful, fair and transparent processing

(a) To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems;

(b) The Register of Systems shall be reviewed at least annually; and

(c) 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

(a) 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.

(b) The Charity shall note the appropriate lawful basis in the Register of Systems;

(c) Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.;

(d) Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent will be clearly available and systems will be in place to ensure such revocation is reflected accurately in the Charity’s systems.

5. Data minimisation

The Charity will ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

6. Accuracy

(a) The Charity shall take reasonable steps to ensure personal data is accurate.

(b) 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

(a) 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.

(b) The archiving policy shall consider what data should/must be retained, for how long, and why.

8. Security

(a) The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date.

(b) 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.

(c) When personal data is deleted this should be done safely such that the data is irrecoverable.

(d) 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.

Our charity is working hard to respond to the changing situation around Coronavirus (COVID-19) related issues. We do our best to continue to provide our services for our members and the Armenian community at large and ask for your patience during this challenging time.

Our staff and volunteers are working hard to continue supporting you in the best way that we can, whilst also staying on top of reducing risk of spreading infection and supporting our colleague who may be more at risk.

However, due to the current situation and in the best interest of all of us, we had to make some changes to our normal services. Starting from Monday 16 March 2020, all our services including the face-to-face advice work, the Parents & Toddlers Group, the English classes, Library, the elders lunch club and the youth club are suspended until further notice.

We ask that anyone experiencing Coronavirus symptoms or having to self-isolate due to being exposed to someone with coronavirus, does not attend Hayashen until further notice and call NHS 111 for advice.

However, as we wish to support you as best as we can, our advice work continues by telephone, email and online. You may contact us on 020 89924621 or use our website (www.caia.org.uk) to leave an enquiry or email us on info@caia.org.uk

Please let us know what other forms of communication are available to you, such as Whatsapp, Viber, Messenger etc.

You can also follow us on social media:

https://twitter.com/caia_hayashen
https://www.facebook.com/hayashen/
https://caia.org.uk

The main symptoms of Coronavirus are high fever, dry cough and shortness of breath but for full details, including Government guidelines and precautions you should take, please search for “Coronavirus” on the following Government and NHS websites.

gov.uk
nhs.uk
ealing.gov.uk

If you have any questions, please do not hesitate to contact us. Thank you.
Misak Ohanian (CEO) & CAIA Board of Directors. – 14/3/2020