Paws & Claws Adoptions recognizes the importance of safeguarding the information of our volunteers and clients. This Security and Data Policy outlines the guidelines and procedures to ensure the protection of sensitive data. All volunteers must adhere to this policy to maintain the confidentiality and integrity of the organisation’s information.
Paws & Claws Adoptions recognizes the importance of safeguarding the information of our volunteers and clients. This Security and Data Policy outlines the guidelines and procedures to ensure the protection of sensitive data. All volunteers must adhere to this policy to maintain the confidentiality and integrity of the organisation’s information.
- Access to Information
- 1.1 Access Privileges: Volunteers will be granted access only to information that is required or relevant to their assigned roles within Paws & Claws Adoptions. Access privileges will be assigned based on the principle of least privilege, ensuring that individuals can only access the information necessary for their duties.
- 1.2 Archival Data: Organisational, Volunteer, Adopter, and Surrender information will be retained indefinitely, with regular data archiving. Archived data will only be accessible to the Leadership team, and IT Officer, who are responsible for managing and maintaining the organisation’s data storage systems.
- 1.1 Access Privileges: Volunteers will be granted access only to information that is required or relevant to their assigned roles within Paws & Claws Adoptions. Access privileges will be assigned based on the principle of least privilege, ensuring that individuals can only access the information necessary for their duties.
- Retention and Deletion of Information
- 2.1 Retention Period: Information obtained from individuals who apply to surrender their animals or adopt an animal from Paws & Claws Adoptions but were unsuccessful will be retained for a maximum of two years from the date of their application. After this period, the data will be securely deleted to ensure compliance with privacy regulations and minimise data storage risks.
- Volunteer Confidentiality & Disclosure Agreement
- 3.1 Requirement: All volunteers who have access to confidential information are required to sign a Volunteer Confidentiality & Disclosure Agreement. This agreement serves as a commitment to maintain the confidentiality of sensitive information and prohibits the unauthorised disclosure, sharing, or misuse of such information.
- 3.2 Confidentiality Obligations: Volunteers must understand their responsibilities regarding the handling of confidential information, including but not limited to:
- 3.2.1 Keeping all information confidential, both during their active engagement with Paws & Claws Adoptions and after their departure from the organisation.
- 3.2.2 Ensuring that any physical or digital documents containing confidential information are stored securely and protected from unauthorised access.
- 3.3.3 Refraining from discussing or sharing confidential information with unauthorised individuals, both within and outside the organisation, unless required by law or authorised by the organisation.
- 3.2.1 Keeping all information confidential, both during their active engagement with Paws & Claws Adoptions and after their departure from the organisation.
- Security Measures
- 4.1 Technical and Physical Security: Paws & Claws Adoptions will implement appropriate security measures to protect the confidentiality, integrity, and availability of data. This includes, but is not limited to, password protection, access control, secure data storage.
By following this Security and Data Policy, Paws & Claws Adoptions aims to maintain the trust of its volunteers and clients by upholding the highest standards of data protection and security.
Ratified by Committee on Wednesday 19th June 2023