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I wrote this for a Council but you might be able to adapt it for your use. It does not stand on its own, however, in that specific use/disclosure instructions have to be given by supervisors and/or managers. Suggested Handout for New Starters (Induction Training) What is the Data Protection Act 1998? The Data Protection Act 1998 is a new law designed to protect the privacy of individuals, in particular with regards to the processing of their personal information. It should be seen as an extension of human rights legislation. The Act was introduced to meet the requirements of an EC Directive to ensure that all citizens of Europe could be certain that their personal information would be protected to the same level wherever they live or work in Europe. The 1998 Act replaces the Data Protection Act 1984 which was primarily aimed at protecting computerised data. The new Act covers manual records as well as those held on computer. How does it affect the Council? The Data Protection Act 1998 gives individuals the right to see information held by companies and organisations, to have the information corrected or erased and in certain circumstances can prevent organisations from processing their details. It also means that if the Council causes them harm (physical or financial) or distress as a result of a breach of the Data Protection Act 1998 they could claim compensation. The council could be prosecuted for serious offences. How does it affect me? Employees can also be prosecuted for unlawful action under the legislation. Fines of up to £5000 could result if you use or disclose information about other people without their consent or proper authorisation from the Council. You could even be committing an offence if you give information to another employee who does not need the details to carry out their legitimate Council duties. You should take particular care when using the Internet, e-mail, the internal network and especially when you have access to sensitive data. What are my responsibilities? You should follow all instructions very carefully, you will be told what you are allowed to do with the personal details of the Council's staff, clients, customers and suppliers. There are strict limits on what data (whether on computer, in filing cabinets or whatever) can be stored, used and disclosed. You must not undertake any work on that kind of information without proper authorisation from your line manager. If you are unsure about any work you are asked to do, or any disclosure you are asked to make, contact your departmental Data Protection Officer ................................................. on extension ................... Disclosures to outside organisations, including the police and other agencies, should only be undertaken by properly trained and authorised personnel. If you have not been instructed on how to undertake the appropriate checks, always pass on these requests to senior officers. Make a note in your diary of the request and who you passed it on to. The only exception to this rule is where information is required urgently to prevent an injury. If you are sure the disclosure will stop an injury from happening you may give the requester the data they are asking for. Again, make a note in your diary of the incident, including the name of the officer you gave the details to, the date and time of the event, and the nature of the information given. Disclosures to other staff, managers and elected members will depend upon a number of factors. You will be given specific instructions on what details you can give to whom. If the information requested seems excessive, or if you are not sure if you are allowed to supply the data, always ask your line manager and/or departmental Data Protection Officer. What are my rights? As an employee of the ................................................... Council you have a right to see information we hold about you. If that information is incorrect or out of date, please let us know and we will correct it. Some changes may only be possible after appropriate proof is supplied. %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%