1. Coastwatch Scotland Irvine Unit (hereafter called "CWS") is committed to processing data in accordance with its responsibilities under the General Data Protection Regulation (hereafter called "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 CWS
b. The Station Manager shall take responsibility for CWS’s ongoing compliance with this policy.
c. This policy shall be reviewed at least annually.
d. CWS 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, CWS shall maintain a register of all systems or contexts in which personal data is processed by CWS (hereafter called the "Privacy Notice. "
b. The Privacy Notice shall be reviewed at least annually.
c.Individuals have the right to access their personal data and any such requests made to CWS shall be dealt with in a timely manner.
4. Lawful purposes
a. All data processed by CWS must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests
b. CWS shall note the appropriate lawful basis in the Privacy Notice.
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 CWS systems.
5. Data minimisation
CWS shall ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.