RCNT Policies

The confidentiality of an individual’s personal data is protected by the General Data Protection Regulation and the Privacy and Electronic Communications Regulations. These Regulations apply to the Reading Centre ('Centre'). The personal data supplied by members is used only to provide them with information related to their membership, running the Centre and the Centre's social activities or related events. The data is kept on files stored securely. Membership Information The personal information (data) is that provided by members on the Membership and social activities forms. The information stored for each member is: • name and address • telephone numbers • National Trust membership number • Reading Centre Membership number • where supplied, email address Signing the Membership Form is confirmation of an agreement to hold the information (without such signature personal data cannot be held and continued membership of the Centre is not possible). Member's details are not passed to any other organisation except when dictated by law or, if necessary, to facilitate planning of social activities, such as holidays. Where a membership lapses, the data will be held: (a) until confirmation is received of the wish to cease membership; or (b) for a period not exceeding 3 years The names of members and their dates of joining and leaving may be retained for the Centre's historic records. All other details relating to membership and social activities will be stored for a period not exceeding 3 years. Security of Centre Records Mostly the data is stored electronically, but some records may need to be on paper temporarily. Membership records are securely stored electronically by the Membership Secretary. When data needs to be shared with other members of the Centre with a legitimate need to have access to the information (eg: when organising events), such data is kept securely and disposed of safely when no longer needed. Access to Centre Information Members have the right to access a copy of the data the Centre holds on them. Requests must be in writing and sent to the Chairman or Membership Secretary. A response must be made within 1 month, unless there is a legitimate reason for delay, which must be explained to the member. Members have the right to request that the data held by Centre be deleted. Email Communication and the Centre's Websites Where emails are used for communication with members, they will not show other recipients addresses; except that email addresses may be open within the Committee. Emails between Committee Members and/or Organisers are used routinely for exchange of membership information; they are sent securely and, when appropriate, password protected. The Centre has its own personal website and it is also listed as a Supporter Group on the National Trust's main website. On both websites, the information shown is general and there is no personal information. The Centre also has a Facebook page, which is public but only allows members to post comments, etc, about the Centre's activities; no personal information is held on it. The Centre will investigate any comment posted on Facebook that suggests there has been unlawful discrimination against any other person, whether or not a member of the Centre; and may disbar the person making the comment from being a member of the Centre. Security Breaches A member suspecting a potential or actual data breach must notify the Chairman, Vice-Chairman or Membership Secretary without delay. The initial action will be in accordance with the Information Commissioner’s Office (ICO) requirements that the breach, if appropriate, is reported within 72 hours and will require two of the three nominated Centre Committee Members to agree implementation. There is information on the ICO website as to what constitutes a breach. The breach is noted in the Centre's Records.

The Equality Act 2010 requires the Reading Centre ('Centre') to ensure that everyone is treated equally and there is no discrimination or unfair treatment of people. The Centre provides social activities in a way that does not discriminate against members, due to their age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation (which are defined as 'protected characteristics'). Member's guests or carers or guest visitors will the treated in the same way as members. Accessibility The Centre has organisers who arrange the hire of venues for its social activities or organise visits to places, such as historic houses. They also arrange holidays, in association with a travel agent. The organisers will ensure, as far as practicable, that the venues used for in-house social activities: • are accessible easily for everyone and, if necessary, there is a ramp and/or a lift • have toilets which are accessible easily • make provision for, eg: assistance dogs or wheelchairs Where the place to be visited is subject to prior arrangement, any available information that may affect disabled people should be included in the description of the visit published in the Newsletter. Members Need for Assistance Some members may have a disability that means they need a carer; and the Centre accepts that some members will need someone to accompany them. Organisers cannot act in this capacity and the member must arrange their own carer. A member requiring assistance to visit a venue, needs to make a request and identify what is needed. Harassment and Victimisation The Centre will not permit any member (including Committee members and Organisers) to harass or victimise any other person, such as a member, prospective member or member's guest due to a protected characteristic.

There is no single piece of legislation that applies to safeguarding; although the Care Act 2014 has policies that deal with the subject. Moreover, there is no definition of safeguarding. It is generally understood to mean action taken to prevent harm, abuse, harassment, bullying and neglect. There is a lot of guidance material published by organisations such as the Charity Commission. It includes how to recognise if a person seems to be suffering from their being harmed or abused (such as physical harm, domestic abuse, neglect, etc). It does not, however, address the health and safety requirements to ensure a safe environment for people. The Reading Centre ('Centre') welcomes anyone who is a member of the National Trust and provides them with social activities in a way that does not give rise to their being directly exposed to physical harm, abuse, harassment or bullying. Member's guests or carers or guest visitors will the treated in the same way as members. Personal Responsibility It is everyone's responsibility to ensure their behaviour does not cause or contribute to a safeguarding issue and this applies to members of the Centre. Social Activities The Social activities of the Centre are: • Day visits • Holidays • Monthly afternoon and evening talks • Theatre visits • Other social events (eg: lunches) These activities take place in both private and public indoor and outdoor facilities. Safeguarding in these environments means taking action in a way that prevents harm, abuse, harassment, bullying or neglect of an individual. Centre Actions The Centre will try to ensure that everyone at a Centre event feels comfortable in their surroundings. The Committee and Organisers will act at all times with the best interests and welfare of the members, guests and carers in mind. The Centre will not permit any member (including Committee members and Organisers) to abuse, harass or bully any other person, such as a member, prospective member or member's guest or carer.