Data Protection/Data Safety Compliance Form - Quakers

Data Protection/Data Safety Compliance FormYearly Meeting ofthe Religious Societyof Friends in BritainTo: Area Meeting Clerks February 2008This compliance form is for the use of clerks of Yearly Meeting’s constituentmeetings that are covered by the BYM Data Protection Policy and the BYMregistration with the Information Commissioner.Larger Area Meetings that are in the process of registering with the Charity Commission willnot be covered by the BYM registration and are recommended to register individually with theInformation Commissioner. Further information is available from Helen Griffith at FriendsHouse – 020 7663 1161, heleng@quaker.org.uk or by post to the address below. At themoment (February 2008) all Area meetings are still covered by the BYM registration.It was agreed at the conference of general and monthly meeting clerks in November 2003 thatthe form would be completed at area meeting level, but area meetings do need to check whattheir local meetings are doing. It is up to area meetings to agree with their local meetings howthey do this.Please return the completed form to the Recording Clerk’s Office, Friends House, 173 EustonRoad, London, NW1 2BJ, by 31 May 2008.NAME OF AREA MEETING: …………………………………………………………1. Have you taken all reasonable steps to ensure that all Friends/Attenders* in the areameeting, including local meetings, are aware of the BYM data protection policy and itsimplications?Yes/No2. Have you obtained the explicit permission for the listing and using of personal data ofindividuals not in membership and from the parents or guardians of children and young peopleunder the age of 18?Yes/No3. Are all the officers of meetings and committees who keep and use information onmembers keeping it in accordance with the BYM Data Protection and Information SecurityPolicies**?Friends House, 173 Euston Road, London NW1 2BJTelephone 020 7663 1000 Fax 020 7663 1001Internet www.quaker.org.uk Email enquiries@quaker.org.ukA religious charity excepted from registration under SI 1996 No 180 and SI 2002 No 1598

Yes/NoP.T.O.If you have answered NO to any of these questions, please use this space to explain4(a)During 2007 did anyone ask to see their personal records?Yes/No(b)(c)If yes, did you give access?If you refused, please explain why you did not give access:Signature:Name of Clerk completing this form:Date:If you would like acknowledgement that we have received this form, please put your postaladdress or email address here:Continuation space, if required:* These are Attenders who are listed in your contact list and/or are active in your areameeting** Please contact Helen Griffith at Friends House – 020 7663 1161, heleng@quaker.org.uk - ifyou would like a copy of the 2 nd Edition (November 2005) of Data Safety and InformationSecurity Guidance Notes for meetings or you can downloaded a copy from the BYM websitehttp://www.quaker.org.uk/clerks (Support for meetings – Clerks Local and Area meetingspage).Friends House, 173 Euston Road, London NW1 2BJTelephone 020 7663 1000 Fax 020 7663 1001Internet www.quaker.org.uk Email enquiries@quaker.org.ukA religious charity excepted from registration under SI 1996 No 180 and SI 2002 No 1598