At Frederic Chopin Integrative Saturday School in Bath (FCISS) all information on anyone working within FCISS (if applicable) is kept securely locked away and treated in confidence. Information will only be shared if co-workers give their permission, or where there appears to be a child protection/safeguarding issue. The details are easily accessible if any information is required for the Care and Social Services Inspectorate.
Procedure
All written records will be kept securely locked away and all electronic records/data will be password protected and firewalls and virus protection will be kept up-to-date.
Within each Staff/ committee member file has the following recorded:
- Staff details sheet – up-to-date information, emergency contact information, next of kin information & information of family doctor.
- Record of employee training – detailing all valid, up-to-date training that has been attended.
- Record of all relevant qualifications
- Record of up-to-date DBS enhanced disclosure – when it expires.
- Motor car details (if using car to transport resources) – Valid MOT certificate, valid car insurance etc.
- Self-Declaration medical statement
- References
- PAYE information (if applicable)
- Contract (if applicable)
- Application form
- Sickness/ return to work details
- Annual leave request forms
Each volunteer file has the following recorded:
- Details sheet – up-to-date information, emergency contact information, next of kin information & information of family doctor.
FCISS is committed to the enforcement of the following code of good practice in relation to the data it keeps on its employees, volunteers & committee members
In summary, data will:
• Be fairly and legal processed;
• Be relevant to the needs of FCISS;
• Not be unnecessarily excessive in detail;
• Be accurately maintained;
• Not be kept longer than necessary, or requires by law;
• Only be used in accordance with the individual’s subjects rights;
• Be securely stored.
Personal data and records will be maintained under appropriate conditions of security to prevent any unauthorised or accidental disclosure. Records can be hard copy (paper) format and computer files. Particular attention is paid to the following aspects of the record storage.
Hard copy file.
• Identification of storage;
• Identification of those employees authorised to have access.
Computer file:
• Password- protection for access to sensitive data files:
• Who is authorised to have knowledge of these passwords
• Back up, control and management of what are essentially copies of personal data. When personal data is being processed, staff will take reasonable precautions to prevent sighting of data by unauthorised persons:
• Record files are locked away when are not in use.
• Where practical computer VDU screens should be tilted towards the user and away from the general office environment;
• VDUs are not left on when not in use.