Privacy
It is AGCAS policy to protect personal information which has been provided by members, staff, customers, stakeholders and other individuals with whom it has contact, from misuse which might lead to the infringement of their personal privacy or might negatively affect their well being in any way.
These guidelines are intended to affirm this policy.
1. Collection, retention and disposal of personal information (including images)
i) AGCAS will adhere to current UK Data Protection Legislation.
ii) It will collect and retain only that personal information it needs and for as long as necessary.
iii) It will allow individuals access to the personal information held on them.
iv) It will give individuals regular opportunities to update personal information held on them.
v) Photographs may on occasion be taken at AGCAS events for use only in AGCAS publications including its website. This will be made clear in publicity or booking documentation.
vi) Cookies may be collected for the purpose of website functionality and for AGCAS's own use. No data collected as a result will be passed to any third party.
vii) AGCAS will take all reasonable steps to ensure that all personal information it holds on individuals is secure and that all hard copy and electronic data is disposed of appropriately.
2. Publishing and sharing of personal information (including images)
i) AGCAS will not publish or share personal information on its website or elsewhere without the permission of the individual concerned other as required by law or as detailed below.
ii) Members representing AGCAS, whether as board members, task group members, writers, trainers or any another capacity will normally be expected to give permission for their email address, job title and workplace address to be published or shared in certain circumstances. This will be made clear on joining and as appropriate.
iii) Other members will normally be expected to give permission for limited personal details, restricted to name, job title, telephone number, email address, employer and workplace, to be published and shared with other members only via AGCAS's Directory of Members. This will be made clear on joining and as appropriate.
iv) AGCAS employees will normally be expected to give permission for their name, job title, telephone number, email address and the address of the AGCAS office to be shared and published in AGCAS publications. This will be made clear at the outset of employment and as appropriate.
v) AGCAS will not publish or share home address or telephone numbers without the express permission of the individual, even when the home address is the individual's place of work.
vi) AGCAS employees will be expected to allow one or more named individuals to access their AGCAS email accounts, computers, files and mail where necessary. It will be clearly explained to them who has access and when it might be used.
vii) Where photographic images are published, AGCAS will not name individuals without the express permission of the individual.
viii) AGCAS employees will not forward correspondence (including emails), documents or files containing personal data to any third party, unless required to do so by law, when seeking legal advice or when taking legal action.
Any individual who believes that AGCAS is compromising their privacy, safety or well-being in any way should in the first instance contact the AGCAS Communications and Marketing Manager and, if not satisfied by the response, has the right of appeal to the CEO and President, whose decision is final.
It is the responsibility of all AGCAS staff and directors to ensure that its privacy policy is adhered to. The Communications and Marketing Manager will initially coordinate action where it is required, referring areas of concern to the CEO and President.