Procedure for Correction, Updating and Deletion of Data

Recognising a Request to Correct, Update or Delete Data

A request to change or delete personal data held about an individual user of ART services may come to any authorised volunteer or employee of ART. ART must respond whether the request is made electronically, via social media, in writing or verbally. An individual can make a request using any form of words provided they make it clear in the enquiry that they wish data to be changed or deleted.

Responding to a Request

Requests to update or correct errors in factual data are likely to be straight forward to deal with and should be referred to the ART Administrator within 7 days of receipt where directed to other ART staff or volunteers.

• Where changes to a record can be made quickly and easily, the ART Administrator will make these and inform the enquirer that it has been done within 14 days.
• Where the requested changes require some investigation, the ART Administrator will send an immediate holding response acknowledging the enquiry. If the changes are found to be possible, the ART Administrator will make these and inform the enquirer within one month.

Requests to change information which is opinion or a subjective judgment are less straight forward and will need investigation and careful consideration. Such requests should be referred to the ART Administrator within 7 days of receipt where directed to other ART staff or volunteers.

• The ART Administrator will then discuss the request with the Data Protection Adviser and the Chairman before taking action, but will send the enquirer an immediate holding response acknowledging the enquiry. An investigation will then be undertaken.
• If after investigation the changes are found to be justified, the ART Administrator will make these and inform the enquirer within one month.

Requests for deletion of data or removal of the entire personal data relating to an individual will be considered in accordance with ART’s Data Retention and Data Security Policies. Such requests should be referred to the ART Administrator within 7 days of receipt where directed to other ART staff or volunteers.

• The ART Administrator will then discuss the request with the Data Protection Adviser and a decision will be made as to which data may be deleted, which archived and which “put beyond use”, but will send the enquirer an immediate holding response acknowledging the enquiry.
• When the required changes have been made the Administrator will send the enquirer an email setting out precisely what information has been deleted, what archived and what “put beyond use”. This response should normally be made within one month of the original request.
• It is ART policy that data pertaining to users’ achievements on ART programmes will be retained for the lifetime of the user.

Keeping Records of Requests

The ART Administrator will keep a central record of all requests to amend or delete data to include:

• The name of the enquire
• Their role
• The date the request was received
• The date a response was sent
• A note of the changes made

Procedure History

Last Modified: October 2019

Last Reviewed: October 2019

Contact

If you have any questions about this policy or data protection you are invited to contact the Association at:

dataprotection@bellringing.org