BTC Code of Conduct and Ethics Booklet V5.0 Page 10 of 33 Dec 2023 2. Reference https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-dataprotection-regulation-gdpr/principles/ 3. Procedure 3.1 BTC will process individuals’ personal data fairly and lawfully and ensure that appropriate measures are taken to protect against unauthorised or unlawful processing of personal data and against accidental loss of, or damage to, personal data. 3.2 In line with our legal obligations as laid down by the General Data Protection Regulation (GDPR) 2018, the BTC needs to keep information about officers and recognised Governing Body instructors. Information held includes contact data (names, addresses, email and telephone number) and accreditation information, including DBS/PVG Scheme Disclosure details. 3.3 The information held will be for BTC management and administrative use and to advise authorised and interested parties (eg schools, local authorities, venue providers, prospective members, parents and carers). BTC may, from time to time, need to disclose some information held about officers/registered instructors to relevant third parties (e.g. where legally obliged to do so by Inland Revenue, Police or when requested to do so by individuals for the purpose of giving a reference). BTC will advise the individual concerned about these requests, if permitted. The BTC recognise that officers and instructors/coaches use information about individuals and associations during the course of their work or activities. In most cases information will not be stated as confidential and it will be necessary to use common sense and discretion in deciding whether information is expected to be confidential. This policy aims to give guidance but if in doubt, seek advice from the BTC Lead Safeguarding Officer. 3.4 Officers and instructors/coaches are able to share information with their line manager where necessary to discuss issues and seek advice. 3.5 Officers and instructors/coaches should avoid exchanging personal information about individuals with whom they have a professional relationship. 3.6 It is not appropriate to discuss a person’s sexuality without their prior consent. 3.7 Officers and instructors/coaches should avoid talking about member organisations or individuals in social settings. 3.8 Officers and instructors/coaches will not disclose to anyone, other than their line manager, any information considered sensitive, personal, financial or private without the knowledge or consent of the individual, or an officer, in the case of a member organisation. 3.9 If it is necessary to discuss difficult situations with each other to gain a wider perspective on how to approach a problem, the member organisation’s consent must be sought before personal information enters into the discussion unless it is beyond doubt that the member organisation would not object to this. Alternatively, a discussion may take place with names or identifying information remaining confidential. 3.10 Where there is a legal duty on BTC to disclose information, the person to whom the confidentiality is owed will be informed that disclosure has been, or will be, made.
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