The new General Data Protection Regulations (GDPR) are due to come into effect from 25 May 2018. It is essential that both staff and all representatives of NIPSA conduct our business in line with the GDPR principles. The new regulations carry significant penalties for breaches of data protection and therefore it is vital that all representatives take all reasonable steps to implement the NIPSA Data Protection Policy and Privacy Notices together with other guidance.
These documents are available to download click on the links below.
I would particularly draw your attention to the Data Protection Policy’s Appendix 3 Data Security (Retention and Disposal) Policy. Branches hold a range of files on personal cases of members. It is important that as a NIPSA Representative any information you hold on individual members for whom you are acting is maintained in a confidential manner. It is very important therefore that as representatives you confidentially destroy any personal case files – both paper and electronic – in the manner outlined in the policy. No personal case file should be held for more than 2 years. All personal case files should be kept securely in a locked filing cabinet overnight. I would also draw your attention to the advice in the policy on removing files, laptops etc from your office.
I would specifically also draw your attention to the use of emails. From today you should send all emails using the blind carbon copy method (bcc). To do otherwise is a potential breach of an individual’s personal data and is reportable to the Information Commissioner.
I appreciate that a number of queries may arise from the operation of these changes. In order to assist representatives in addressing any queries and to explain in more detail the implications of GDPR for NIPSA and NIPSA representatives the following information sessions have been organised.
Belfast: Tuesday 19 June 2018 at 10.30amRoom 15, NIPSA Headquarters, 54 Wellington Park, Belfast
Londonderry: Friday 22 June 2018 at 10.30am Amelia Suite, City Hotel, Queens Quay, Derry
If you are interested in attending either of the Information Sessions please click on the icon to download an attendance form, complete and return the attached form to Elizabeth Buchanan.