Code of Practice on Data Protection

Registered charity 522842

Allen’s cross community association

Code of practice on data protection

Our approach to confidential personal information must have a consistent and lawful approach to obtaining, using, disclosing and handling confidential personal information across all areas of our work.

Our staff also has a personal duty to protect confidentiality, and we must support them to meet this obligation. To achieve this, we adopt the following practices to the decisions we make about confidential personal information.

PRACTICE 1: Obtaining confidential personal information

  • We only obtain confidential personal information where it is necessary to do so to enable us to perform our functions.
  • We will obtain only the minimum necessary confidential personal information.
  • We only obtain confidential personal information where it is necessary to assist us in performing our regulatory functions or other functions where we have legal powers to obtain confidential personal information.
  • We will take reasonable steps to inform and consult with people when we intend to obtain their information and we will ensure that our actions are proportionate and justifiable.

PRACTICE 2: Using confidential personal information

  • As far as it is possible and practicable to do so we will keep people informed about how, why and when we need to obtain, use and disclose their confidential personal information.
  • We will also consider their views and concerns (and, where appropriate the views of their families or other representatives) when making decisions relating to this information.
  • We will try to minimise any risk of damage or distress that may be caused to people that the information relates to.
  • We will be open and transparent in our policies and processes for obtaining, handling, using and disclosing confidential personal information.

PRACTICE 3: Disclosing and sharing confidential personal information

  • We will only disclose or share confidential personal information where it is ‘necessary’ to do so to perform our regulatory functions or for another legitimate and lawful purpose
  • We will only do so where any harm that may be caused by disclosure is outweighed by the possible harm that we are aiming to prevent or by the public benefit that we are seeking to achieve.

·         We will disclose or share anonymized information instead of confidential personal information, wherever it is practicably possible to do so.

 PRACTICE 4: Handling and protecting confidential personal information

·         In all cases we will hold and use confidential personal information securely , sensitively and only for as long as necessary.


We will review this Code of Practice regularly to ensure that we continue to comply, and keep up to date with the law, and to consider the changing public interest, ethics and best practice regarding confidential personal information.

If we consider it necessary to revise this Code we will consult widely before doing so.