SVA Forum

[skva]

Hi all

I had a chat with a client today about data protection and she mentioned something about me registering with the data protection people, and her looking into it too. Currently I hold certain details on my clients such as name, address, phone number, email. I signed a copy of my confidentiality agreement for this particular client and deleted the Word documents and audio files once work was complete as she had requested.

I've had a read through the data protection information but I can't work out whether, by holding basic information on my clients, I should register.

Can I find out how many here have registered and for what reason? I know it's only £35/year so it's no big deal but just wanted to get feedback on it from my fellow VAs.

Many thanks :)
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Sharon Kemp SK Virtual Assistant For monthly SVA training sessions please visit: http://tinyurl.com/39abrt Or to support SVA please donate to: http://tinyurl.com/37urec

[Sally@Stonetext]

In my dealings with the Data Protection people I have found them incredibly UNHELPFUL to the point of being jobsworths. They will not give any guidance or advice, just refer you to the words and leave it up to you to interpret - hardly helpful. Inland Revenue are a breath of fresh air in comparison!!
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Sally
Stonetext Online Admin Services www.stonetext.co.uk
Spida Web & Graphic Design www.spidawebdesign.co.uk

Please help to support SVA by donating to: http://tinyurl.com/37urec

[caroline]

They aren't very helpful are they?

Basically you are allowed to use info on your own customers but couldn't for example hold info or send stuff out on their behalf unless you are registered. That includes any database work you do for them, any invoices/credit control, mailouts etc.

It depends a bit on what you are doing but if in doubt pay the £35. It's a swizz but it means you're in the right and can also use it in your marketing materials.

C.
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To support SVA please donate to: http://tinyurl.com/37urec

[Sally@Stonetext]

I nearly had a stand up row with them because their "helpline" were just so unhelpful. I was trying to work out whether a person's name, their work phone and place of work (for a network that their work paid a subscription to be members of) required me to be registered. They just wouldn't tell me ANYTHING and the wording was as clear as mud. Not sure if they have improved things since then.

They would, however, come down on you like a ton of bricks if you get it wrong.
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Sally
Stonetext Online Admin Services www.stonetext.co.uk
Spida Web & Graphic Design www.spidawebdesign.co.uk

Please help to support SVA by donating to: http://tinyurl.com/37urec

[MyComRes]

I too have registering with data protection on my list to do.
This has been a helpful thread from fellow VAs :)

[skva]

Thanks for the replies, it really is as clear as mud isn't it? :cry:

Well I'll have another read through - if I find myself enlightened I'll get back to you.
_________________
Sharon Kemp SK Virtual Assistant For monthly SVA training sessions please visit: http://tinyurl.com/39abrt Or to support SVA please donate to: http://tinyurl.com/37urec

[admindoc]

I found that I had to register because I had data that I used for mailouts. It infuriates me because I don't need to pay £35 a year to know that I have to protect people's information.

What makes my blood boil more is the £95 I have to pay to the Government for the money laundering legislation all because I offer book-keeping to my clients . But let's not go there. It's my birthday today and I'm not going to get annoyed....deep breaths, deep breaths. Ah that's better!
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Angela Dawson
The Admin Doctor
t: 01670 618628 / 07855746777
http://www.theadmindoc.co.uk

For monthly SVA training sessions please visit: http://tinyurl.com/39abrt or to support SVA please donate to: http://tinyurl.com/37urec

[jackie]

One piece of advice I received a while back is that if the information you hold is in hard form (ie on paper!) you don't need to register. If it's in electronic format (like most of us would have!) then you probably should.

[coxvos]

As the info was clear I registered in order to be certain I was covered.
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Regards

Lynn

[skva]

Thanks for that.

I found this useful checklist tool on Business Link http://www.businesslink.gov.uk/bdotg/action/layer?topicId=1074450564&r.li=1080110222&r.l1=1073861197&r.l3=1074412952&r.t=RESOURCES&site=181&r.i=1074414116&r.l2=1074448560&r.s=a which, for me, came to the conclusion that:

You do not have to notify the Information Commissioner, although it's important that your business adheres to the eight principles of the Data Protection Act 1998 and understands best practice for managing information.

Currently the only information I store is clients' names and addresses.

The 8 principles of the Data Protection Act are:

These principles require that personal information is:

* processed fairly and lawfully
* processed for one or more specified and lawful purposes, and not further processed in any way that is incompatible with the original purpose
* adequate, relevant and not excessive
* accurate and, where necessary, kept up to date
* kept for no longer than is necessary for the purpose for which it is being used
* processed in line with the rights of individuals
* kept secure with appropriate technical and organisational measures taken to protect the information
* not transferred outside the European Economic Area (the European Union member states plus Norway, Iceland and Liechtenstein) unless there is adequate protection for the personal information being transferred

Hope that helps. :)
_________________
Sharon Kemp SK Virtual Assistant For monthly SVA training sessions please visit: http://tinyurl.com/39abrt Or to support SVA please donate to: http://tinyurl.com/37urec