It is AGCAS policy to protect personal information which has been provided by members, staff, customers, stakeholders and other individuals with whom it has contact, from misuse which might lead to the infringement of their personal privacy or might negatively affect their well being in any way.
These guidelines are intended to affirm this policy.
1. Collection, retention and disposal of personal information (including images)
i) AGCAS will adhere to current UK Data Protection Legislation.
ii) It will collect and retain only that personal information it needs and for
as long as necessary.
iii) It will allow individuals access to the personal information held on them.
iv) It will give individuals regular opportunities to update personal
information held on them.
v) Photographs may on occasion be taken at AGCAS events for use only in
AGCAS publications including its website. This will be made clear in
publicity or booking documentation.
vi) Cookies may be collected for the purpose of website functionality and for
AGCAS's own use. No data collected as a result will be passed to any
vii) AGCAS will take all reasonable steps to ensure that all personal
information it holds on individuals is secure and that all hard copy and
electronic data is disposed of appropriately.
2. Publishing and sharing of personal information (including images)
i) AGCAS will not publish or share personal information on its website or
elsewhere without the permission of the individual concerned other as
required by law or as detailed below.
ii) Members representing AGCAS, whether as board members, task group
members, writers, trainers or any another capacity will normally be
expected to give permission for their email address, job title and
workplace address to be published or shared in certain circumstances.
This will be made clear on joining and as appropriate.
iii) Other members will normally be expected to give permission for limited
personal details, restricted to name, job title, telephone number, email
address, employer and workplace, to be published and shared with
other members only via AGCAS's Directory of Members. This will be made
clear on joining and as appropriate.
iv) AGCAS employees will normally be expected to give permission for their
name, job title, telephone number, email address and the address of
the AGCAS office to be shared and published in AGCAS publications. This
will be made clear at the outset of employment and as appropriate.
v) AGCAS will not publish or share home address or telephone numbers
without the express permission of the individual, even when the home
address is the individual's place of work.
vi) AGCAS employees will be expected to allow one or more named
individuals to access their AGCAS email accounts, computers, files and
mail where necessary. It will be clearly explained to them who has
access and when it might be used.
vii) Where photographic images are published, AGCAS will not name
individuals without the express permission of the individual.
viii) AGCAS employees will not forward correspondence (including emails),
documents or files containing personal data to any third party, unless
required to do so by law, when seeking legal advice or when taking
Any individual who believes that AGCAS is compromising their privacy, safety or wellbeing in any way should in the first instance contact the AGCAS Chief Operating Officer, Ian Ford (0114 251 5772), and, if not satisfied by the response, has the right of appeal to the AGCAS President, whose decision is final.