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.


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