Shared Interest Society Ltd needs to keep certain personal data,
for example about its customers, members and staff, to fulfil its
purpose and to meet its legal obligations. To comply with the law,
information must be collected and used fairly, stored safely and
not disclosed to any other person unlawfully. Shared Interest must
comply with the Data Protection Principles, which are set out in
the Data Protection Act 1998.
Personal data shall:
- Be obtained and processed fairly and lawfully.
- Be obtained for a specified and lawful purpose and shall not be
processed in any manner incompatible with that purpose.
- Be adequate, relevant and not excessive for those
- Be accurate and kept up to date.
- Not be kept for longer than is necessary for that purpose.
- Be processed in accordance with the data subject's rights.
- Be kept secure from un-authorised access, accidental loss or
- Not be transferred to another country without due security
procedures to prevent unauthorised access of the data.
Shared Interest, all its staff, officers and representatives,
who process or use personal information must ensure that they
follow these principles at all times.
Notification of Data Held and Processed
All customers, members, staff and other users are entitled, on
- Know what information Shared Interest holds about them and
- Know how to have access to it.
- Be informed how to keep it up to date.
- Be informed what Shared Interest is doing to comply with its
obligations under the 1998 Data Protection Act.
TRANSFER OF PERSONAL DATA OVERSEAS
Shared Interest is a global organisation operating in a number
of countries worldwide. To fulfil its customer service obligations
it is necessary for Shared Interest to transfer and process some
personal data outside the country in which the personal data is
collected. Prior to making any such transfer Shared Interest will
put in place security procedures and firewalls designed to prevent
unauthorised use of or access to personal data.
DISCLOSURE OF PERSONAL DATA
Shared Interest passes personal data within its internal
departments in order to fulfil customer support obligations, carry
out sales and promotional activities, as well as maintain its
records of account. Shared Interest does not disclose personal data
to unaffiliated third parties except where customer consent has
been obtained, where Shared Interest is under an obligation by law
to disclose personal data, or where Shared Interest has contracted
with third parties to assist in providing services to Shared
Interest members or customers such as for delivery of support
services (for example use of a mailing house). In the latter
instance an appropriate protocol is put in place for each instance
of use of data files.
RIGHTS TO ACCESS INFORMATION
Customers, members, members of staff, and other associates of
Shared Interest have the right to view any personal data that is
being kept about them. Any person who wishes to exercise this right
should make the request in writing to Shared Interest's Data
Controller. Shared Interest may make a charge on each occasion that
access is requested, to reflect administration costs (the minimum
charge is £25). Release of information resulting from such a
request is authorised by the Managing Director. Shared Interest
aims to comply with requests for access to personal information as
quickly as possible, but will ensure that it is provided within 40
days of receipt of a completed request. Where there is an
unavoidable delay the reason will be explained in writing to the
individual making the request.
SHARED INTEREST'S DESIGNATED DATA CONTROLLER
Shared Interest Society Ltd is the data controller under the Act
and is therefore ultimately responsible for implementation.
However, day to day matters will be dealt with by Shared Interest's
Data Controller, Andy Jones:
Any questions or concerns about the interpretation or operation
of this policy should be taken up in the first instance with the
Shared Interest Society Ltd is registered under the 1998 Act as
a data user, details of the Shared Interest's current registration
can be accessed on the Data Protection Registrar's web site at
Shared Interest's registration is reviewed and updated from time
to time. If a new project involving personal data is being set up,
or data already held are to be made available to different
categories of people or used for a different purpose than the
original, the person responsible must inform the Data
Any formal requests under the Act from data subjects regarding
information held on them must be referred to the Managing Director,
no matter which office or department is processing the
Further information and advice can be obtained from Shared
Interest's Data Controller, Andy Jones. Email to: