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Policy Scope

This policy applies to:

  • The office of IHTSDO
  • All staff and volunteers of IHTSDO
  • All contractors, suppliers and other people working on behalf of IHTSDO

It applies to all data that the organization holds relating to identifiable individuals, even if that information technically falls outside of any law. This can include:

  • Names of individuals
  • Postal addresses
  • Email addresses
  • Telephone numbers
  • And any other information relating to individuals

Data Protection Risks

This policy helps to protect the IHTSDO from some real data security risks, including:

  • Breaches of confidentiality. For instance, information being given out inappropriately.
  • Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
  • Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.

Responsibilities

Everyone who works for or with IHTSDO has some responsibility for ensuring data is collected, stored and handled appropriately. Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.

However, these people have key areas of responsibility:

  • The IHTSDO Management Board and the Chief Executive Officer is ultimately responsible for ensuring that IHTSDO meets its legal obligations.
  • The Head of Applications & Architecture, Rory Davidson, is responsible for:
    • Keeping the board updated about data protection responsibilities, risks and issues.
    • Reviewing all data protection procedures and related policies, in line with an agreed schedule.
    • Arranging data protection training and advice for the people covered by this policy.
    • Handling data protection questions from staff and anyone else covered by this policy.
    • Dealing with requests from individuals to see the data holds about them (also called 'subject access requests').
    • Checking and approving any contracts or agreements with third parties that may handle the company's sensitive data.
  • The Head of Applications & Architecture, Rory Davidson, is also responsible for:
    • Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
    • Performing regular checks and scans to ensure security hardware and software is functioning properly.
    • Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
  • The Head of Communications is responsible for:
    • Approving any data protection statements attached to communications such as emails and letters.
    • Addressing any data protection queries from journalists or media outlets like newspapers.
    • Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.
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