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6. DATA PROTECTIONWHAT IS DATA PROTECTION AND WHY DOES IT MATTER?Every organisation or group that holds and uses information about individuals must comply with data protection laws or risk costly fines. Ensuring personal information is accurate, up-to-date, kept securely and only shared with those who have permission helps to maintain trust in the office of Almoner and the important work linked to the role.SOME SIMPLE STEPS TO FOLLOW %u2022 Let people know what will happen with their personal information: they should know why you need their personal information, how long you will keep it and who it is going to be shared with. This information can be given verbally or in writing. %u2022 Only collect the information needed. Don%u2019t collect extra information %u2018just in case%u2019. %u2022 Let people know they have the right to correct any information if it%u2019s wrong and inform them how to get in touch if they decide they don%u2019t want the information used anymore. %u2022 Share the information held about an individual with them if they request a copy. %u2022 Only keep information for as long as it is needed. Have a schedule for reviewing and deleting information %u2013 and follow it. %u2022 Ensure the information is kept up-to-date. If possible, take a moment to check and update records with individuals every time there is contact.%u2022 The information collected can only be used for the purpose(s) given when it was collected. For example, it is not possible send a fundraising request to someone who has provided their details so they can be sent details of upcoming fellowship meetings. %u2022 Make sure to have a strong password for files and portable devices. Use symbols, numbers, and upper and lower case letters to make the password stronger.29