The Othona Community and the Data Protection Act (DPA)
The Data Protection Act 1998 replaced the DPA 1984 and is enforced by the Information Commissioner, whose office website is at www.ico.gov.uk
Othona is a Data Controller under the DPA but falls clearly into the exempt category for non-profit making organisations. This means the Community does not need to 'notify' the DPA or pay any fee provided all it does is process personal data for:
- staff administration
- advertising, marketing and public relations
- accounts and record keeping and
- "certain processing operations"
However, the DPA states that anyone who processes personal information must make sure that personal information is:
- Fairly and lawfully processed
- Processed for limited purposes
- Adequate, relevant and not excessive
- Accurate and up to date
- Not kept for longer than is necessary
- Processed in line with your rights
- Not transferred to other countries without adequate protection.
All data controllers are under a duty to provide their registrable particulars, as described in section 24 of the DPA, within 21 days of receiving a written request from any person. The Community Secretary holds a copy of section 24 and would, if required, provide the particulars within the stated time.
Statement approved by the trustees, following advice from Robbie Spence, on 23 June 2008
The Othona Community and Accessibility
Many Internet users find some websites difficult or even impossible to use because of the way they have been designed. For example, if the text is too small it can be difficult to read, or it might load too slowly. And people who use assistive technology, such as screen magnifiers and screen readers, can only see a website if it is compatible with the aids they are using.
The Othona Community works hard at being inclusive in everything it does, and that includes its web presence. We have aimed to make our website usable for everybody and we hope you like the new design. If there is anything that is preventing you from accessing these pages we would like to know about it. Use the contact details on the Contact Us page.
The Othona Community Communications Policy
- The Othona Community aims for all its communications to be expressed in clear language, honest, respectful, reasonably accessible for those with visual, hearing or other impairment, and in keeping with the mission statement of the charity. It also aims to make its organisational procedures as transparent as possible, while also being consistent with effective administration, appropriate confidentiality and legal compliance. Othona seeks to comply with the Disability Discrimination Act 1995 and the Data Protection Act 1998. This policy, its regular review, and any matters relating to legal compliance are the responsibility of the Othona Trustees.
- The principal means of communication at a whole-community level are:
• Full Circle
• the members and friends email list
• the members and friends address list (e.g. for special mailings)
• General Meetings annually and from time to time
Responsibility for all these rests with the trustees, and management is by them or by others to whom they delegate. They may designate one of their number as 'Communications Trustee' who will have a particular brief for these matters and their regular review, and will be a first point of contact for members on questions of communications policy.
- The principal means of communication at a centre-specific level are:
• the centres' programme brochures
• the centres' members and friends email list (both postal and email)
• the centres' email newsletters
• the Othona Essex and Othona West Dorset websites
Responsibility for these rests with the relevant warden (subject to his/her accountability to the trustees), and management is by them or by others to whom they delegate.
- The websites mentioned above are currently the only official Othona sites. They need good access from one to another, so that enquirers can easily 'click through'. Published addresses for contacting Othona will normally reflect these domain names and email communications with any official status will originate from them. Recipients should always be given clear information on how to delete, change or add to their contact details on Othona distribution lists.
- In an age of burgeoning electronic communications the community recognises that phenomena may arise which impact on Othona and on its public reputation, but which are not in its control (e.g. Othona groups on social networking sites). The trustees view this as an opportunity as well as a danger. They commend to all Othona members and supporters - who may find themselves acting as the community's eyes, ears and voice on the internet - the communication ethics outlined in paragraph 1 above.
Revised May 2008 (Revised by Othona Essex 2018)
We include lots of photos on our website (and in our brochures) to give a picture of our events, and of the landscape of Bradwell-on-Sea. Most of the photos are taken during events by Othona residents and visitors. If you do not wish (or you do not wish your child) to appear in photographs, just let us know when you arrive. Also, we do usually make an announcement during the notices asking visitors to tell us if they would like to remain out of any photographs. If a fellow visitor is taking photos, please feel free to tell them you don't wish to be included in photographs.