This document describes the data protection and retention policy of Bethany Hall’s Friends & Neighbours events, revised 26^th September 2018.

1. How is your information stored?

(a) On a computer

The information we hold on you is held on a computer. The computer is connected to the internet but protected by a password and firewall, and remote logins are disabled.

(b) Temporary hard copies

Around the time of a “Friends & Neighbours” event, visitation lists are printed from the information on the computer. These lists contain the list of names and addresses of the people we invite from a particular area (street or streets). These lists are in the care of our doorstep visitor to whom they are issued, and are returned to the event organiser after use. A further list (names and addresses) of those requesting transport to the meeting (transport list) is compiled by our doorstep visitor and returned to the event organiser.

2. Where is your information kept

The information is stored (in hard copy and computer) at the address of the event organiser. The transport lists are kept at Bethany Hall, Drumshantie Road during the event (and/or temporarily given over to the driver responsible for transporting the attendees on the list). Other than this, no personal information (aside from accident records) is kept at Bethany Hall. No information is uploaded to/via the internet.

3. How long is your information retained?

Once you give us your consent to being contacted, your information will be entered into the computer and will subsequently appear on visitation lists. Generally your information will be held and used until you withdraw your consent or we lose contact with you. We may also delete your details if we feel that you no longer wish to be invited or would be unlikely to attend in future. The information will be checked and updated with each visit. The current computer file should reflect the latest information, inclusive of any deletions, but we may also create archives of the information which would reflect the information current at the time they were created. We will not use (process) information from these archive copies. Consequently a request for data erasure would normally only result in data being erased from the current file, but not from archived data.