Privacy Policy


The purpose of this policy is to enable the Charity of Thomas Oken & Nicholas Eyffler to comply with the law (The DPA 1998) in respect of the data it holds about individuals.

The Charity Will:

This policy applies to all the information that we control and process relating to identifiable, living individuals including contact details, test and exam results, bank details, photographs, audio and digital recording.

Data Storage and processing:

The Charity of Thomas Oken & Nicholas Eyffler recognises that data is held about:

This information is always stored securely and access is restricted to those who have a legitimate need to know.  We are committed to ensuring that those about whom we store data understand how and why we keep that data and who may have access to it.  We do not transfer data to third parties without the express consent of the individual concerned.

Rights of individuals

All individuals who come into contact with the Charity of Thomas Oken & Nicholas Eyffler have the following rights under the DPA:

Archived records are stored securely and the charity has clear guidelines for the retention of information.

The trustees recognise their overall responsibility for ensuring that the charity complies with its legal obligations.  Mr Clive Mason, Chairman and a trustee is responsible as follows:

Roles and Responsibilities:

All trustees, staff and volunteers are required to read, understand and accept any policies and procedures that relate to the personal data they may handle in the course of their roles.

Significant breaches of these policies will be handled under disciplinary procedures.

Key risks to the safety of data control and process:

The trustees have identified the following potential key risks:

The trustees will review the charity’s procedures regularly, ensuring that the charity’s records remain accurate and consistent and in particular:

If a breach of data security is suspected or occurs the trustees and the Data Protection Officer should be notified immediately.

Subject Access Requests

Any individual who wants to exercise their right to receive a copy of their personal data can do so by making a Subject Access Request, (‘SAR’) to the clerk.  The request must be made in writing and the individual must satisfy the clerk of their identity before receiving access to any information.

A SAR must be answered within 40 calendar days of receipt by the charity.

Collecting and using personal data

The Charity of Thomas Oken & Nicholas Eyffler typically collects and uses personal data in connection with the provision of (objects of the charity).  The charity collects personal data mainly in the following ways: (below are examples)

The Charity of Thomas Oken & Nicholas Eyffler will:

Keeping Data Secure

The Charity will take all appropriate measures to prevent unauthorised or unlawful processing of personal data and to protect personal data against loss, damage or destruction.  This means that:

Retention of personal data

The Charity will not keep personal data for longer than is necessary.  This means that:

More information:

Full information about the Data Protection Act, its principles and definitions can be found at

Reviewed July 2018