Data Protection Policy

This policy assists the organisation to meet the requirements of the Data Protection Act 1998.  Topps Limited has ‘notified’ and registered with the Information Commissioner and has adopted the Data Protection Principles as advised.

The Act embraces all information whether stored in a manual or computerised database.  It requires ‘appropriate’ measures to be taken to ensure the security of information held.  In practice, this means that manual lists should be locked in a desk/drawer when not in use.  Computerised lists should not be stored on a hard disk or any back up equipment and floppy disks / USB memory sticks unless password protected and storage media should be locked away when not in use.

Topps Limited will endeavour to ensure that data will be:-

• Fairly and lawfully processed
• Processed for limited purposes
• Adequate and relevant, not excessive
• Accurate
• Not kept longer than necessary
• Processed in accordance with the data subject’s rights
• Secure
• Not transferred to countries outside the EEA without adequate protection

Security of Information

Hard copy of confidential information such as staff personnel files is kept in a locked filing cabinet and access is restricted to the director and her PA.   A hard copy of payroll records is kept by the organisation’s accountants.

Information stored electronically includes:-

• Accounts and book-keeping records
• Staff diversity records
• Staff training records
• Learner database

This data is stored on computers with coded passwords access only and each file is password protected.  Only the staff who need access to the databases are issued with the password. 
Out of hours the building is secured with internal and external doors being locked and there is an intruder alarm system and metal shutters.

Should staff become aware that there has been a breach of security, an investigation into the cause and scale of the breach will be carried out and measures identified and introduced to ensure that there is no recurrence.

Anna Wright
Director