Data Protection
What you can expect of us
This page outlines what you can expect of us. For what we
expect of you, please see our Terms and Conditions.
We take data protection and the accuracy and quality of
information very seriously. This document explains how we process,
store, maintain and dispose of the information you give us. The
DIVA database complies with the principles and conditions of the Data Protection Act.
Management of data
Data is maintained by the small DIVA admin team, based with
Bradford Libraries.
All processing of personal data by Bradford Libraries is
registered with the Information Commissioner. Our registration
includes the purpose of processing personal contact details with
the aim of promoting groups to as wide an audience as possible,
including to those with access to the Internet.
Control how your data is available
Organisations registered with DIVA can control exactly what
information is made available in our online directory. For example,
a group may choose to have a contact phone number published, but
not a postal address. Whilst admin contact information is obviously
essential so that the DIVA team can write and check a group's
details from time to time, this is stored securely 'behind the
scenes' of the database. Such data is regarded as private and will
never be disclosed by the Bradford Libraries DIVA team.
Promoting the local voluntary sector
DIVA aims to promote local voluntary sector organisations as
widely as possible via the Internet, and this means that public
information can be accessed anywhere in the world via our online directory. That is
why our forms ask for your explicit consent to do this, a
requirement of the data protection legislation.
Verifying updates
When we send forms out to obtain updated information we require
the signature of the named contact ('the data subject'). This is
evidence of their consent for these details to be published. We
file these centrally as evidence in case of query or complaint. If
we receive an un-signed form, we send it back for signature.
In the case that a contact for a group nominates another person
as the new contact, we will confirm this with the new contact
before amending the record.
If we receive minor correction details, over the phone or by
email, we will not require a signature, but will make a written
note of the conversation.
If a group or contact person changes their mind about their
details being held we will remove their details from the database
as soon as we can.
In the future, there will be the scope for groups to update
their own information online. Each organisation will have one or
more nominated admin user, whose unique, confidential, login
details will act as a proxy signature.
DIVA paper forms are only retained for a maximum of three years.
Disposal is by shredding.
Accuracy of data
The DIVA Partnership places great importance on the accuracy of
the data held. We aim to review each record at least once a year.
In the event where there is no response to our update letter, and
we cannot establish contact, we will remove the details of the
organisation from the public part of the database, but may keep the
details in the secure area of the database for administration
purposes, but for no more than three years.
DIVA Partnership access to data
The DIVA
Partners have full access to the publicly available contact
details (but not private admin contact details as outlined above)
on the DIVA database. Sometimes this information may be used by
them to identify organisations for consultation on local issues or
to identify those which they feel may benefit from being informed
about services or initiatives. Strict protocols will govern the use
of this information by partners.
Subsets of the public information on the DIVA database may be
reproduced by partners as other printed directories or databases,
for example the Health Partnership Project
service directory for health professionals. DIVA is not a
profit-making enterprise and has no information sharing
relationship with any external organisation that interacts with
data on a commercial basis.
DIVA Bradford news
An important aspect of DIVA membership is that your group will
receive occasional notifications of events and consultations and
targeted mailings, for example about new funding sources. It
enables your group to be more "in the loop", and better placed to
inform decision makers about your needs and views. However,
responding to these communications is optional.
Use of DIVA data by others
Where organisations outside the DIVA partnership extract
information from the database via our online directory, and store
it on their computers, or on their own website, they are
responsible for appropriate registration under the Data Protection Act.
Questions
Further enquiries should be directed to the DIVA Admin team via
our contact
form, or by the following methods:
DIVA Database Administration
Central Library
Prince's Way
Bradford Libraries
BD1 1NN
Telephone 01274 434572
Fax 01274 433687
[page last updated 13th May 2013]
