GDPR Policy 2021

 General Data Protection Regulations                                  

1. Data protection principles

The Charity is committed to processing data in accordance with its responsibilities under the GDPR. 

Article 5 of the GDPR requires that personal data shall be:

a.     processed lawfully, fairly and in a transparent manner in relation to individuals;

b.     collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;

c.     adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;

d.     accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;

e.     kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and

f.      processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. General provisions

a.     This policy applies to all personal data processed by the Charity. 

b.     The Responsible Person shall take responsibility for the Charity’s ongoing compliance with this policy. 

c.     This policy shall be reviewed at least annually. 

d.     The Charity shall register with the Information Commissioner’s Office as an organisation that processes personal data. 

3. Lawful, fair and transparent processing 

a.     To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems. 

b.     The Register of Systems shall be reviewed at least annually. 

c.     Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner. 

4. Lawful purposes

a.     All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information). 

b.     The Charity shall note the appropriate lawful basis in the Register of Systems.

c.     Where consent is relied upon as a lawful basis for processing data, evidence of opt-in  consent shall be kept with the personal data.

d.     Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems. 

5. Data minimisation

a.     The Charity shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. 

6. Accuracy

a.     The Charity shall take reasonable steps to ensure personal data is accurate. 

b.     Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date. 

7. Archiving / removal

a.     To ensure that personal data is kept for no longer than necessary, the Charity shall put in place an archiving policy for each area in which personal data is processed and review this process annually. 

b.     The archiving policy shall consider what data should/must be retained, for how long, and why. 

8. Security

a.     The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date. 

b.     Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information. 

c.     When personal data is deleted this should be done safely such that the data is irrecoverable. 

d.     Appropriate back-up and disaster recovery solutions shall be in place. 

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

Definitions

Charity means Millom PCSG, a non-registered charity. GDPR means the General Data Protection Regulation. Responsible Person means Millom PCSG Secretary. Register of Systems means a register of all systems or contexts in which personal data is processed by the Charity.

Last updated 5 March 2021 

END OF POLICY

MPCSG Constitution

1.    The organisation will be known as ‘The Millom Prostate Cancer Support Group’ hereinafter referred to as ‘the Group’. 

2.    Membership of the Group is open to all men who have been diagnosed with prostate cancer together with their wives / partners, hereinafter referred to as ‘Members’. 

3.    The objectives of the Group are as follows: 

a.    to provide support, fellowship and information for Members of the Group through regular meetings and social functions.

b.    to promote awareness of prostate cancer. 

c.     to raise funds for the conduct of the Group’s activities and, as appropriate, for charities undertaking research into, or carrying out, the diagnosis and/or treatment of prostate cancer or such other charities whose activities are agreed by Members to be appropriate to the objectives of the Group. 

4.    The Group will be managed by a Management Committee (‘Committee’) comprising members elected from among Group Members. Members of the Committee will serve for a period of three years and may then offer themselves for re-election for a further one-year period. After this there will then be a period of one year before re-election to the committee can take place. Elections and re-elections to the Committee will normally take place at the Annual General Meeting (‘AGM’) or at an Extraordinary General Meeting (‘EGM’) of the Group however this will not preclude the Committee from adding further full members on occasions other than at an AGM or EGM provided that the agreement of Members has been obtained electronically and/or by ordinary post. The date of appointment to the Committee will be the date of election as a full member. The Committee may co-opt additional Member(s) from time to time for specific purposes. Co-opted members will be non-voting members of the Committee. Meetings of the Group and the Committee will normally be held by Members meeting in person however in exceptional circumstances, such circumstances to be determined by the Committee, may be held electronically. Should an AGM, an EGM and/or a Committee meeting be held electronically the quorum and voting provisions hereunder will continue to apply. 

5.    The Committee will appoint from among its members a Chairman, Secretary and Treasurer, whose duties are outlined in paragraph 6 below, and make such further appointments either from among its members or by co-opting Members from the Group in order that further duties are allocated in an efficient and effective manner. 

6.    The duties of the officers of the Committee will include the following: 

Chair

a.    To Chair all meetings of the Group and its Committee, 

b.    To co-ordinate the activities of the Group, 

c.     To represent the Group as appropriate and 

d.    To delegate Chairman’s duties as required 

Secretary

a.    To issue and publish an Agenda and take minutes for all meetings, 

b.    To monitor compliance with the terms of the Constitution, 

c.     Other appropriate duties as required by the Committee 

Treasurer

a.    To maintain suitable records of all monetary transactions of the Group, 

b.    To operate a bank or building society account for the Group, 

c.     To prepare annual accounts to 30 September each year and to arrange for the annual accounts to be examined and agreed by an Independent Examiner approved by the Committee

d.    To arrange the public liability insurance cover required by the Group for its awareness objectives and such other insurance cover as may be appropriate and affordable. 

7.    The Committee will seek a Medical Liaison Officer from a local hospital who will become a full member of the Committee without limitation as to tenure. 

The duties of this Officer will include the following: 

a.    To act as liaison between the local hospital and the Group, 

b.    To keep the Committee advised of any local hospital policy matters that could affect the conduct of the Group, 

c.     To act as the primary interface for arranging guest speakers from the medical profession at Group meetings 

8.    The Committee will have the discretion to invite other Group Members to attend its Committee meetings as guests and, in exceptional cases, non-members where expertise may be required that is not available among Committee members. The Committee will have the discretion to invite non-members to attend a regular Group meeting. 

9.    In the event that in the judgement of the Committee it is deemed desirable to examine a specific management issue that for time management reasons it is inappropriate to be studied at a full Committee meeting then the Committee will have the discretion to set up a Sub Committee for this purpose. Membership of the Sub Committee will be determined by the Committee and it will be responsible for reporting and making recommendations to the full Committee on the matter for which it was established.

10.  An account will be opened in the name of and for the benefit of the Group with a bank or building society agreed by the Committee and will be operated by the Treasurer. The Committee will appoint up to four signatories, including its Chairman and Treasurer, who will be voting members of the Committee two of whom will be required to sign cheques or otherwise authorise payments from the bank/building society account.

11. A Group AGM will be held in September each year. An EGM may be convened at any time either by the Committee or at the request of the Members. In the event that Members wish to call an EGM of the Group, this may be requested by submitting a notice in writing to the Chairman, signed by at least ten Members and stating the matter(s) that it is proposed should be discussed at the EGM. The EGM will be arranged as part of the next Group meeting providing that Members are given a minimum 14 days’ notice of the proposed EGM and the matter(s) to be discussed. 

12. The business of the AGM will include, inter alia, the presentation, for approval, of the annual accounts of the Group as agreed by the Independent Examiner, a report on the activities of the Group and, when appropriate, the election of members of the Committee. An Agenda for the AGM together with any documents requiring Members attention and approval are to be sent to Members not less than seven days prior to the date of the meeting. 

13. All decisions taken at meetings of the Committee, at the AGM or at an EGM, except at one convened for the purpose of dissolving the Group, will be effective if passed by a simple majority of those Members attending. In the event of a tied vote, the chairman will have the casting vote.

14. The quorum necessary for the conduct of business will be as follows: 

a.    For AGM or EGM – 10 of the current registered members 

b.    For Committee Meetings – 2 voting members of the Committee 

In the event that the decision by Members is sought for an appointment to the Committee electronically or by ordinary post as envisaged by paragraph 4 above then the voting and quorum provisions outlined herein will continue to apply. 

15. Any changes to the Constitution may only be made at an AGM or EGM of the Group.

16. The Group may be dissolved if a resolution is passed at a General Meeting by a two thirds majority of those Members attending, the terms of the resolution having been circulated to Members not less than 21 days prior to the meeting. If the resolution is passed, the Committee will settle any debts of the Group and dispose of any net assets to a charity established for the purpose of undertaking research into, or carrying out the diagnosis and/or treatment of prostate cancer or such other charity as may be agreed by the Members

Safeguarding Policy

Introduction

Millom PCSG is committed to Safeguarding Adults in line with national legislation and relevant national and local guidelines. We will safeguard adults by ensuring that our activities are delivered in a way, which keeps all adults safe. 

Millom PCSG is committed to creating a culture of zero-tolerance of harm to adults which necessitates: the recognition of adults who may be at risk and the circumstances which may increase risk; knowing how adult abuse, exploitation or neglect manifests itself; and being willing to report safeguarding concerns. 

This extends to recognising and reporting harm experienced anywhere, including within our activities, within other organised community or voluntary activities, in the community, in the person’s own home and in any care setting. 

Millom PCSG is committed to best safeguarding practice and to uphold the rights of all adults to live a life free from harm from abuse, exploitation and neglect.

Policy Statement

Millom PCSG believes everyone has the right to live free from abuse or neglect regardless of age, ability or disability, sex, race, religion, ethnic origin, sexual orientation, marital or gender status.  

Millom PCSG is committed to creating and maintaining a safe and positive environment and an open, listening culture where people feel able to share concerns without fear of retribution.

Millom PCSG acknowledges that safeguarding is everybody’s responsibility and is committed to prevent abuse and neglect through safeguarding the welfare of all adults involved. 

Millom PCSG recognises that health, well-being, ability, disability and need for care and support can affect a person’s resilience.  We recognise that some people experience barriers, for example, to communication in raising concerns or seeking help.   We recognise that these factors can vary at different points in people’s lives. 

Actions taken by Millom PCSG will be consistent with the principles of adult safeguarding ensuring that any action taken is prompt, proportionate and that it includes and respects the voice of the adult concerned. 

Purpose

The purpose of this policy is to demonstrate the commitment of Millom PCSG to safeguarding adults and to ensure that everyone involved in Millom PCSG is aware of: 

• The legislation, policy and procedures for safeguarding adults.
• Their role and responsibility for safeguarding adults.
• What to do or who to speak to if they have a concern relating to the welfare or wellbeing of an adult within the organisation. 

Scope

This safeguarding adult policy and associated procedures apply to all individuals involved in Millom PCSGincluding the Committee and Members and to all concerns about the safety of adults whilst taking part in our organisation, its activities and in the wider community.

We expect our partner organisations to adopt and demonstrate their commitment to the principles and practice as set out in this Safeguarding Adults Policy and associated procedures.

Commitments

In order to implement this policy Millom PCSG will ensure that: 

• Everyone involved with Millom PCSG is aware of the safeguarding adult procedures and knows what to do and who to contact if they have a concern relating to the welfare or wellbeing of an adult.
• Any concern that an adult is not safe is taken seriously, responded to promptly, and followed up in line with Millom PCSG Safeguarding Adults Policy and Procedures. 
• The well-being of those at risk of harm will be put first and the adult actively supported to communicate their views and the outcomes they want to achieve. Those views and wishes will be respected and supported unless there are overriding reasons not to (see the Safeguarding Adults Procedures).
• Any actions taken will respect the rights and dignity of all those involved and be proportionate to the risk of harm.
• Confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored in line with our Data Protection Policy and Procedures.
• Millom PCSG acts in accordance with best practice advice from National Governing Bodies.
• Millom PCSG will cooperate with the Police and the relevant Local Authorities in taking action to safeguard an adult. 
• All Committee members and members understand their role and responsibility for safeguarding adults and have completed and are up to date with safeguarding adult training and learning opportunities appropriate for their role. 
• Millom PCSG shares information about anyone found to be a risk to adults with the appropriate bodies. For example: Disclosure and Barring Service, Services, Police, Local Authority/Social Services.
• When planning activities and events Millom PCSG includes an assessment of, and risk to, the safety of all adults from abuse and neglect and designates a person who will be in attendance as a safeguarding lead for that event. 
• Actions taken under this policy are reviewed by the Committee and senior management team on an annual basis.
• This policy, related policies and the Safeguarding Adults Procedures are reviewed no less than on a two-yearly basis and whenever there are changes in relevant legislation and/or government guidance.

Implementation

Millom PCSG is committed to developing and maintaining its capability to implement this policy and procedures.
In order to do so the following will be in place:

• This policy should be implemented with reference to the latest version of Millom PCSG Safeguarding Adults Procedures
• A clear line of accountability within the organisation for the safety and welfare of all adults.
• Access to relevant legal and professional advice. 
• Regular management reports to the Committee detailing how risks to adult safeguarding are being addressed and how any reports have been addressed.
• Safeguarding adult procedures that deal effectively with any concerns of abuse or neglect, including those caused through poor practice.
• A Safeguarding Officer. 
• A standing Case Management/ Case Referral Group with an appointed Chair and clear Terms of Reference.
• A process for forming a Case Management Group on a case-by-case basis within clear terms of reference. 
• Arrangements to work effectively with other relevant organisations to safeguard and promote the welfare of adults, including arrangements for sharing information.
• Codes of conduct for Committee members and Members and other relevant individuals that specify zero tolerance of abuse in any form.
• Risk assessments that specifically include safeguarding of adults.

Complaints procedure

We value your feedback and are committed to addressing any concerns or complaints you may have regarding our charity collection day. We strive to ensure a positive experience for all participants, and your input is vital in helping us improve our processes. If in the unlikely event that we have offended you, please follow the steps below to lodge a complaint:

1.     Directly approach our event staff: If you encounter any issues during the charity collection day, please speak with our event staff on- site. They will be readily available and willing to assist you in resolving any immediate concerns or queries.

2.     Call or email the contact provided on our official website or event materials. Please provide a detailed description of the complaint, including the date, time, and location of the incident, as well as any relevant names or descriptions of individuals involved.

3.     Submit a written complaint: If you prefer a more formal approach, you can submit a written complaint by mail or email. Include all the relevant details mentioned above, as well as your name, contact information, and any supporting documentation or evidence related to the complaint.

4.     Acknowledgment of receipt: Once we receive your complaint, we will promptly acknowledge receipt within 5 working days. This acknowledgment will provide you with a reference number for your complaint and an estimated timeline for our response.

5.     Investigation and resolution: Our team will thoroughly investigate your complaint, taking into account all relevant information and speaking with any involved parties. We aim to resolve complaints as quickly as possible, but more complex cases may require additional time. We will keep you informed of the progress and provide regular updates, if necessary.

6.     Response and resolution: Once the investigation is complete, we will communicate our findings and proposed resolution to you. If your complaint is upheld, we will outline any corrective actions or measures we plan to take. If we find that no action is necessary or that the complaint is unsubstantiated, we will provide a clear explanation of our decision.

7.     Appeal process: If you are not satisfied with our response or proposed resolution, you may request an appeal. Provide us with any additional information or concerns you have regarding the initial complaint. We will review the appeal internally and strive to provide a final decision within [insert timeframe].

Please note that all complaints will be treated with the utmost confidentiality, and we will handle them fairly, impartially, and in accordance with our established procedures.

EDI Policy

At Millom Prostate Cancer Support Group, we are committed to creating a culture of Equality, Diversity, and Inclusion (EDI) where everyone is treated fairly and with respect. We recognise that diversity is an asset that can enrich our organisation and help us to better serve our members. We are committed to promoting equality and diversity in everything we do.

Scope: This policy applies to all members of Millom Prostate Cancer Support Group.

Policy Statement:

Equality: We are committed to promoting equality in all areas of our organisation. We will not discriminate against any member because of age, disability, gender, gender identity, race, religion, sexual orientation, or any other characteristic that is protected by law.

Diversity: We recognise the importance of diversity in our organisation. We believe that a diverse range of perspectives and experiences can help us to better serve our members. We are committed to promoting diversity in our recruitment, training, and promotion processes.

Inclusion: We are committed to creating an inclusive environment where everyone feels valued and respected. We will actively work to remove barriers to participation for all members of our community. We will encourage and support the participation of underrepresented groups in our organisation.

Communication: We will ensure that all members have access to information about our EDI policy and are aware of their responsibilities under this policy. We will communicate this policy through our website, email, and other communication channels.

Monitoring and Review: We will regularly review our EDI policy to ensure that it is up to date and effective. We will monitor our progress towards achieving our EDI goals and will take action to address any areas where we fall short.

Implementation:

All members of Millom Prostate Cancer Support Group are responsible for complying with this EDI policy.

The EDI policy will be incorporated into our constitution.

Any breaches of this policy will be taken seriously and may result in further action.

Conclusion: Millom Prostate Cancer Support Group is committed to creating a culture of Equality, Diversity, and Inclusion where everyone is treated fairly and with respect. We will actively promote diversity and inclusivity within our organisation and strive to create an environment where everyone feels valued and supported.