How Area meetings notify the ICO

Area meetings which have registered with the Charity Commission are independent charities. They need to make their own arrangements to comply with the Data Protection Act [new window] for themselves and for their constituent Local meetings. See www.quaker.org.uk/ico for more details about the options available for Area meetings.

The Data Protection Act makes the Information Commissioner responsible for:

• promoting good practice in handling personal data, and giving advice and guidance on data protection;
• keeping a register of organisations that are required to notify him about their information-processing activities;
• helping to resolve disputes by deciding whether it is likely or unlikely that an organisation has complied with the Act when processing personal data;
• taking action to enforce compliance with the Act where appropriate

Notification is the process by which an organisation gives the Information Commissioner’s Office (ICO) details about their processing of personal information. The ICO publishes certain details in the register of data controllers, which is available to the public for inspection.

The main purpose of notification and the public register is transparency and openness. It is a basic principle of data protection that the public should know (or be able to find out) who is processing personal data, plus other details about the processing (such as why it is being carried out).

Area meetings and their constituent Local meetings will need to handle the personal information that they process in accordance with the eight principles [new window] of the Data Protection Act. Some Area Meetings may be able to use an exemption from notification [PDF 364kb - new window] so that they do not notify the ICO or appear on the register. For further information please see the options for Area meetings.

Notification

 If your Area meeting needs to notify the ICO or wishes to voluntarily notify the ICO so that it appears on the public register, you will need to fill in an application form [new window]. Using the ICO website you can fill in an application form online [new window], then print it. This allows you to use the online help. The form is quite lengthy, so we have prepared the following guidance which may be helpful to Quaker Area meetings when they notify the ICO. The advice on this page should not be relied on without consulting primary or more accurate or more up-to-date sources of information or specific professional advice.

The ICO has a handbook explaining the process which is available to read online [new window] or to download [PDF 435kb - new window]. They also have a notification helpline on 01625 545740.

Data controller and contact details section

The first question on the application form asks for the details of the Data Controller. This must be the correct legal title of the Area meeting - this will probably be the same title used to register with the Charity Commission.

The "contact" should identify the individual in the Area meeting who has the responsibility for ensuring that the organisation processes personal information appropriately. In Britain Yearly Meeting this is the Recording Clerk. In an Area meeting this will probably be the name of an Area meeting trustee, as this is the body responsible for data protection. The contact's details do not appear on the ICO's public register web pages.  

There is no need to provide the Charity registration number (in the optional Company registration number field).

Template categories section

The next section of the form is Template categories. These describe the purposes for which the Area meeting processes personal information. The category Religious/Political/Charitable should be suitable.

Britain Yearly Meeting's notification includes the nine purposes within category N864 Charity (national). The purposes are described in more detail in the online form. Your area meeting might not reqire all these purposes which are titled:

• Accounts and records
• Administration of membership records
• Advertising, marketing and public relations
• Crime prevention and prosecution of offenders(including CCTV)
• Fundraising
• Legal services
• Realising the objectives of a charitable organisation or voluntary body
• Staff administration
• Trading/sharing in personal information

The details of the data classes of personal information notified to the ICO by Britain Yearly Meeting can be viewed by typing "Britain Yearly Meeting" into the "Name" field on the ICO's Search the register [new window] page and pressing the "Search Register" button.

Security section

The security section asks several self-explanatory questions about the practices of the Area meeting and its constituent local meetings.

These just require Yes or No answers.

Statement of processing section

This question asks whether you have described all the purposes for which you process information - you should be clear about this after reading the detail in the Template categories section above.

Voluntary notification section

If all your processing could be treated as exempt  (as described in options for Area meetings), then answer Yes to this question.

Public authorities section

Area meetings should answer No to this question, as they are not public authorities.

Fees and payment section

Area meetings will have fewer than 250 employees so will currently (January 2010) be in fee tier 1 and pay £35 anually. Payment of the fee can be by direct debit, cheque or BACS.

Printing

If you have chosen to fill in the form online, you will now be shown a page which contains all your information. You can print this on your local printer, check it, sign it and send it by post to the ICO at 

Information Commissioner's Office
PO Box 66
Wilmslow
Cheshire
SK9 5AX

A certificate of posting is available at no extra charge (with both first and second class mail) if you take the letter to a post office. The ICO will contact you after they have processed the details on the form.

Other queries

Friends House are able to offer general advice - please contact either Peter Sender (peters@quaker.org.uk) or Helen Griffith (heleng@quaker.org.uk)  or by phone via the Friends House switchboard on 020 7663 1000.

The ICO handbook explaining the notification process is available to read online [new window] or to download [PDF 435kb - new window]. They also have a notification helpline on 01625 545740.