Data Protection Policy

 

The Late Night Veteran Show Ltd

 

Version: 1.0

Effective Date: [2nd August 2025]

Review Date: [2nd August 2026]

 

1. Policy Statement

 

The Late Night Veteran Show Ltd is committed to protecting the privacy and personal data of all individuals with whom we interact, including members of the public, supporters, volunteers, contractors, employees, participants, and service users.

 

We will process personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other applicable data protection legislation.

 

2. Purpose

 

The purpose of this policy is to ensure that The Late Night Veteran Show Ltd:

 

• Complies with data protection legislation.

• Protects the rights of individuals whose personal data we hold.

• Maintains secure and accurate records.

• Promotes good practice in the handling of personal information.

 

3. Scope

 

This policy applies to:

 

• Directors and officers of the company.

• Employees.

• Volunteers.

• Contractors and consultants.

• Anyone acting on behalf of The Late Night Veteran Show Ltd.

 

It covers all personal data processed by the company, whether held electronically, on paper, or in any other format.

 

4. Data Protection Principles

 

The Late Night Veteran Show Ltd will ensure that personal data is:

 

1. Processed lawfully, fairly, and transparently.

2. Collected for specified, explicit, and legitimate purposes.

3. Adequate, relevant, and limited to what is necessary.

4. Accurate and kept up to date.

5. Retained only for as long as necessary.

6. Processed securely to protect against unauthorised access, loss, or damage.

7. Managed in a manner that demonstrates compliance with data protection legislation.

 

5. Types of Personal Data

 

The company may collect and process:

 

• Names and contact details.

• Email addresses and telephone numbers.

• Postal addresses.

• Volunteer and employment records.

• Donation and fundraising information.

• Event registration details.

• Website and social media communications.

• Any other information provided voluntarily.

 

Where necessary and lawful, the company may process special category data, such as information relating to health or wellbeing, particularly in relation to veteran support activities.

 

6. Lawful Basis for Processing

 

Personal data will only be processed where there is a lawful basis, including:

 

• Consent.

• Performance of a contract.

• Compliance with a legal obligation.

• Protection of vital interests.

• Legitimate interests pursued by the company, provided those interests do not override individual rights and freedoms.

 

7. Individual Rights

 

Individuals have the right to:

 

• Be informed about how their data is used.

• Access their personal data.

• Request correction of inaccurate information.

• Request deletion of personal data where appropriate.

• Restrict or object to processing in certain circumstances.

• Withdraw consent where processing is based on consent.

• Lodge a complaint with the UK’s data protection regulator.

 

Requests relating to personal data should be submitted in writing to the company.

 

8. Data Security

 

The Late Night Veteran Show Ltd will take reasonable technical and organisational measures to protect personal data, including:

 

• Password-protected devices and accounts.

• Restricted access to personal information.

• Secure storage of paper records.

• Secure disposal of confidential information.

• Regular review of security arrangements.

 

All individuals handling personal data on behalf of the company are responsible for maintaining confidentiality.

 

9. Data Sharing

 

Personal information will not be sold or shared with third parties unless:

 

• The individual has provided consent.

• Sharing is necessary to fulfil the company’s activities.

• There is a legal obligation to do so.

• It is necessary to protect an individual’s vital interests.

 

Any third parties processing data on behalf of the company will be required to maintain appropriate security and confidentiality standards.

 

10. Data Retention

 

Personal data will be retained only for as long as necessary to fulfil the purposes for which it was collected, to comply with legal obligations, or to resolve disputes.

 

Records that are no longer required will be securely deleted or destroyed.

 

11. Data Breaches

 

Any actual or suspected personal data breach must be reported immediately to a company director.

 

The company will investigate all breaches and, where required by law, report them to the UK Information Commissioner’s Office (ICO) and affected individuals.

 

12. Responsibilities

 

The Directors of The Late Night Veteran Show Ltd are responsible for:

 

• Ensuring compliance with data protection legislation.

• Reviewing this policy regularly.

• Responding to data protection concerns and requests.

• Ensuring appropriate training and awareness where necessary.

 

All employees, volunteers, and representatives of the company must comply with this policy.

 

13. Contact Details

 

For questions about this policy or the handling of personal data, please contact:

 

The Late Night Veteran Show Ltd

Email: [Insert Email Address]

Address: [Insert Registered Office Address]

 

14. Policy Review

 

This policy will be reviewed annually or sooner if required by changes in legislation or organisational activities.

 

⸻

 

Approved by:

 

Name: D Edmundson

Position: Director

 

Date: 2nd August 2025