The General Data Protection Regulation (GDPR) came into force on 25th May 2018 and supersedes the Data Protection Act 1998. This provided additional protection and rights for personal data of individuals held by organisations and companies.
Guidance for NHW Coordinators
NHW Coordinators have raised some concerns about the implications of this new Regulation for NHW. Don’t worry, by taking a few simple steps compliance can easily be achieved.
Each NHW Scheme operates as a separate entity under the administration of its Coordinator and in accordance with the wishes of its members. Each Scheme Coordinator (and any Deputies) is therefore responsible for protecting and maintaining personal data of Scheme members in accordance with the GDPR.
Note the GDPR applies to paper records as well as computer records.
To aid Coordinators, a short formal GDPR Guidance Document has been provided by Hampshire and IOW NHW Association and is included on this website. This identifies 6 principles to be followed by all Coordinators.
The key points that should make NHW Coordinators feel more comfortable are:
- We DO NOT need to register with the Information Commissioner’s Office as Data Controllers because:
- We do not keep sensitive information – just contact details.
- We are a ‘not for profit’ organisation – using our data to administer our activities for members or people with whom we have regular contact (not a commercial organisation).
- We DO NOT have to rush out and contact all existing members immediately to ensure they are happy with our retaining their info.
- For each NEW MEMBER we need to ensure that a signed document provides the authorisation to hold their data and we must retain this signed document. An example form that can be used by Coordinators to collect personal data can be provided (and adapted to suit) – please contact ENWA for a copy.
Please read and follow the guidance document.
ENWA Compliance with GDPR
In order to comply with the GDPR, ENWA follows the six principles outlined in the Guidance document.
- Once confirmed as Coordinator/Deputy, your details will be kept in digital and/or paper format by ENWA and will be used to contact you with information relating to NHW and community safety.
- Your contact details will be shared with your local police team but no other third party without your permission.
- You have the right to see the data that is held, change it or ask for it to be deleted.
- You will be required to register yourself and your Scheme on Hampshire Alert (https://www.hampshirealert.co.uk/) – there you can see and change your data that is held on this system. This system also maintains personal data in accordance with the GDPR.
- In order that ENWA can maintain accurate records, it is essential that Coordinators notify us of any changes to Schemes, including change of Coordinator, change of contact information (such as email address), or if a Scheme becomes defunct.
- In the case that a NHW Scheme has to be declared defunct, ie when no replacement Coordinator can be found and the members no longer wish to continue the Scheme, ENWA should be informed as soon as possible. It should also be noted that, when closing down a scheme, any special rate provided to members or conditions for household insurance (both for buildings and contents) may no longer apply and members should contact their insurers to notify them of the change of circumstances. Further, NHW scheme signs (eg on lampposts) should be removed from display (if you wish to donate these to ENWA for future schemes, please contact the ENWA Chairman).
When communicating with us through this website we do our best to keep your Personal Data safe. Our website uses HTTPS protocols for communication.
Even though we try our best, we cannot guarantee the security of information. However, we promise to notify suitable authorities of data breaches. We will also notify you if there is a threat to your rights or interests.
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We reserve the right to make changes to this advice.
Last updated: 14th June 2018