Issue Date: 07/112019
The DCCR stores some data on those people attending DCCR events. The data is kept to the minimum required in order to carry out our day-to-day operations.
What data is held?: Address, phone number, and email address of DCCR members, learners and regular visitors. In the case of a young person, the contact details will be those of a parent.
Why is it held?: (1) To allow information on DCCR events to be circulated. (2) To enable the church authorities to keep a record of the team members for safeguarding and insurance.
How is it obtained?: Directly from ringers (or parents in the case of a young person)
Who has access to it?: (1) Tower captain (2), DCCR secretary, (3) Ringing teachers (only for those that they are currently teaching), (4) Church secretary, (5) Parish safeguarding officer
How long will it be held?: (1) For DCCR members, 2 years after the membership ends. (2) For learners or regular visitors, Until 1 year after their last attendance or until they request it to be deleted if sooner.
What data is held?: Name and phone number of emergency contacts for DCCR members, learners and regular visitors.
Why is it held?: To advise emergency contacts in the case of accident or illness.
How is it obtained?: Directly from ringers (or parents in the case of a young person)
Who has access to it?: (1) Tower captain (2), DCCR secretary, (3) Ringing teachers (only for those that they are currently teaching)
How long will it be held?: (1) For DCCR members, until the membership ends. (2) For learners or regular visitors, Until 1 year after their last attendance or until they request it to be deleted if sooner.
What data is held?: Any medical information that the ringer feels is relevant (e.g. allergies)
Why is it held?: To assist in the provision of first aid and medical assistance in case of accident or illness.
How is it obtained?: Directly from ringers (or parents in the case of a young person)
Who has access to it?: (1) Tower captain (2), DCCR secretary, (3) Ringing teachers (only for those that they are currently teaching), (4) Any first aider or medical professional assisting the person.
How long will it be held?: (1) For DCCR members, until the membership ends, or they request it to be deleted. (2) For learners or regular visitors, Until 1 year after their last attendance or they request it to be deleted.
What data is held?: Event types, dates and times covered; Transport details where relevant; Name and signature of parent giving consent.
Why is it held?: To ensure that all young ringers and learners have appropriate parental consent.
How is it obtained?: Directly from parents of young ringers.
Who has access to it?: (1) Tower captain (2), DCCR secretary, (3) Parish safeguarding officer
How long will it be held?: 2 years after the event.
What data is held?: Names or date/time-stamped photographs of people attending DCCR events.
Why is it held?: To provide evidence of attendance in the event of a safeguarding investigation
How is it obtained?: Details collected at the event.
Who has access to it?: (1) Tower captain (2), DCCR secretary, (3) Parish safeguarding officer
How long will it be held?: Indefinitely.
What data is held?: DBS check renewal dates
Why is it held?: To ensure that all involved in running events or teaching have current checks.
How is it obtained?: From the parish safeguarding officer
Who has access to it?: (1) Tower captain (2), DCCR secretary
How long will it be held?: Indefinitely.
Digital copies are stored in a password-protected cloud-based location. Any paper copies are kept in the ringing room, stored in a locked document box. Access to both storage locations is restricted to the Tower captain and DCCR secretary. They may disclose it to others with legitimate access rights as noted above. In the event of a safeguarding investigation, any of the information may be provided to the police or other investigating authority.
The data held will be reviewed by the Tower Captain and DCCR secretary on an annual basis. Where the time limits given above have been exceeded, the data will be removed. As noted above, some data can be removed on request. Contact the DCCR secretary to arrange this.
A copy of your other data will be supplied on making a written request to the DCCR secretary. The data can be provided in printed or electronic form. There may be an administration fee if details of attendance registers are required due to the need to manually compile this information.
Your contact information, emergency contact details and medical information can be updated online. Contact the DCCR secretary if you require a link to do this. Alternatively, you can submit updated details to the DCCR secretary.
DBS check information can be amended by contacting the DCCR secretary. This will only be amended if the change is confirmed by Parish safeguarding officer.
Attendance details can be amended by contacting the DCCR secretary. This will only be amended if there is supporting evidence, and a note of the change will remain in the registers.
Records of consent given for past events will not be amended. Records of consent given for current or future events will only be amended to note that the consent has been withdrawn. If required, a new consent form can then be submitted. Contact the DCCR secretary if you wish to do this.
In the event of a safeguarding investigation, any of the above information may be provided to the police or other investigating authority.
For the purposes of this document, a young person is anyone under the age of 18. A parent is taken to mean a parent or legal guardian.
In addition to the personal data detailed above, the tower archives may include a historical record of an individual’s participation in DCCR activities or other ringing events related to the tower (e.g. peal/quarter records, outing reports, minutes of meetings). This is compiled from publicly available information (e.g. Bellboard, newspaper articles). This information is not held securely and may be viewed by any visitors to the tower, or in some cases by visiting the DCCR website.