ࡱ> 02-./% bjbj%% dGGY{[l&&&&&&&:555866:!j7t;;;;t>r[lRd8$  \&hN>R>"hh>i&&;;>i>i>ih"&;&;>ih>i>irhP&&;7 O:-5ht0!, h| >i::&&&&  Data Protection Act 1984 Updated 1998  Contents  TOC \h \z \t "DPA1,1,DPA2,2,DPA3,3"  HYPERLINK \l "_Toc497582501" Summary  PAGEREF _Toc497582501 \h 1  HYPERLINK \l "_Toc497582502" Terms of Reference  PAGEREF _Toc497582502 \h 2  HYPERLINK \l "_Toc497582503" Introduction  PAGEREF _Toc497582503 \h 2  HYPERLINK \l "_Toc497582504" What is the Data Protection Act?  PAGEREF _Toc497582504 \h 2  HYPERLINK \l "_Toc497582505" What does the Data Protection Act cover?  PAGEREF _Toc497582505 \h 2  HYPERLINK \l "_Toc497582506" Findings  PAGEREF _Toc497582506 \h 3  HYPERLINK \l "_Toc497582507" 1 The Data Protection Act  PAGEREF _Toc497582507 \h 3  HYPERLINK \l "_Toc497582508" 2 The Key Principles of the Data Protection Act  PAGEREF _Toc497582508 \h 3  HYPERLINK \l "_Toc497582509" 3 Major events in the Data Protection Act 1998 legislation  PAGEREF _Toc497582509 \h 3  HYPERLINK \l "_Toc497582510" 4 The Role of the Data Protection Commissioner  PAGEREF _Toc497582510 \h 3  HYPERLINK \l "_Toc497582511" 5 How is the Data Protection Act Administered?  PAGEREF _Toc497582511 \h 4  HYPERLINK \l "_Toc497582512" 5.1 What are Register notification procedures?  PAGEREF _Toc497582512 \h 4  HYPERLINK \l "_Toc497582513" 5.2 Exemptions from notifying the Register  PAGEREF _Toc497582513 \h 4  HYPERLINK \l "_Toc497582514" 6 What does Data Protection mean to the Data Subject  PAGEREF _Toc497582514 \h 4  HYPERLINK \l "_Toc497582515" 6.1 Subject Access  PAGEREF _Toc497582515 \h 4  HYPERLINK \l "_Toc497582516" 6.2 Access to the Register  PAGEREF _Toc497582516 \h 5  HYPERLINK \l "_Toc497582517" 6.3 Complaints to the Commissioner  PAGEREF _Toc497582517 \h 5  HYPERLINK \l "_Toc497582518" 6.4 Compensation  PAGEREF _Toc497582518 \h 5  HYPERLINK \l "_Toc497582519" 7 How should Data Users fulfil their responsibilities?  PAGEREF _Toc497582519 \h 5  HYPERLINK \l "_Toc497582520" 8 What happens in the event of non-compliance?  PAGEREF _Toc497582520 \h 5  HYPERLINK \l "_Toc497582521" 9 The Act and EU Directives  PAGEREF _Toc497582521 \h 5  HYPERLINK \l "_Toc497582522" Conclusions  PAGEREF _Toc497582522 \h 6  HYPERLINK \l "_Toc497582523" Recommendations  PAGEREF _Toc497582523 \h 6  HYPERLINK \l "_Toc497582524" References and Bibliography  PAGEREF _Toc497582524 \h 6  HYPERLINK \l "_Toc497582525" Glossary  PAGEREF _Toc497582525 \h 7  HYPERLINK \l "_Toc497582526" Appendix  PAGEREF _Toc497582526 \h 9  Summary The Data Protection Act initially became law in 1984 and was updated in 1998. The Act places significant responsibility on Data Users to administer data within the framework of eight key principles and also gives clear, simple rights to Data Subjects. The 1995 EU Data Directive, incorporated in the 1998 Act, provided a high level of protection for individuals and removed barriers to the movement of personal data within the EU. It also made special provisions for direct mailing and gave individuals the right to remove their names from mailing lists. The Data Commissioner, an independent officer reporting directly to Parliament, administers the Act. The Act requires every Data Controller, with certain exemptions, to notify the public register. The Act will embrace manual data by 2007 and this, together with the wider issue of e-commerce and the Internet, will provide users with significant responsibilities in the future. Terms of Reference The authors of this document are Joanne Coleman, Mike Blagg and David George. They have been given the task of preparing a report on the requirements relating to data and The Data Protection Act 1984/98. The aim of the report is to provide a good understanding of the subject and meet the needs of students who have little or no knowledge of the Act. The report is to be supported with a presentation on the subject. Introduction What is the Data Protection Act? The Act first became law in 1984 in answer to parliamentary concern and the Younger Report of 1972. In 1969, an unsuccessful bill was introduced, dealing specifically with computerised personal records. However, following this unsuccessful bill and a further attempted bill in 1970, government concern was subsequently realised. This led to the appointment of a committee under Sir Kenneth Younger. In 1972, the Younger Report was published, confirming that there was indeed concern regarding personal computer-held data. An extract of one of the most poignant statements from the report read as follows: We cannot, on the evidence before us, conclude that the computer as used in the private sector is at present a threat to privacy: but we recognise that there is a possibility of such a threat becoming a reality in the future. After the publication of the Younger Report, two Government White Papers were issued. The first was relating to Computers and Privacy but the second, issued in 1982, proposed the establishment of the Data Protection Registrar. A bill published later that year failed in 1983 because of a General Election, however it was revised and brought before parliament the following year. On July the 12th 1984 the bill received the Royal Assent - and so the Data Protection Act 1984 was born. Whilst the issue of the protection of privacy of the individual was certainly a consideration in the production of the Act of 1984, the question of personal privacy was brought more sharply into focus later on. This was because companies within the UK could have been prevented from trading within Europe, if Britain did not comply with the terms of the Council of Europe Data Protection Convention. This compliance reduced the risk of potential damage to the economy and international trade. The final Act (1998) comprises eight principles and these are covered later in the report. The Act covers automatically processed data about living individuals (data subjects) held on computer. In addition, anyone (data user) who stores personal information about living individuals should have an entry in The Data Protection Register see Glossary for a detailed explanation of terms. What does the Data Protection Act cover? The Act, now administered by the Data Protection Commissioner (formerly Registrar), applies to any information that is held on computer or has been extracted from computer files/printouts (automatically processed) and which relates to living identifiable people. The Act does not currently cover information that is held or processed manually, although manually held data will be embraced in 2007. Findings 1 The Data Protection Act The overarching element of the Act is: It shall be the duty of the data controller to comply with the data protection principles in relation to all personal data with respect to which he/she is the data controller. This relates to the company and any employee managing or using data. They are required to follow key principles. 2 The Key Principles of the Data Protection Act Anyone processing personal data must comply with the eight enforceable principles of good practice. These principles maintain that data must be: fairly and lawfully processed. processed for limited and relevant purposes. adequate, relevant and not excessive. accurate and kept up to date. not kept longer than necessary. processed in accordance with the data subject's rights. secure from unauthorised and unlawful processing. not transferred to countries without adequate protection. 3 Major events in the Data Protection Act 1998 legislation These can be summarised as follows: EU Data Protection Directive 95/46/EC, 24th Oct 1995: (Provided a high level of protection for individuals and removed barriers to the movement of personal data within the EU. Also made special provisions for direct mailing, giving individuals the right to remove themselves from mailing lists). The Data Protection Act 1998. Royal Assent 16th received in July 1998. The Act becomes law 24th October 1998, implementing the 95 EU Directive. The Act and secondary legislation brought into force 1st March 2000. Paper-based systems to be incorporated by 2007. 4 The Role of the Data Protection Commissioner The Commissioner is an independent officer who has a supervisory authority, reporting directly to Parliament, and has an international role as well as a national one. The Commissioner is Mrs Elizabeth France who is currently in a 10-year appointment (1994 2004). In the UK, the Commissioner has a range of duties including the promotion of good information handling and the encouragement of codes of practice for data controllers, i.e. anyone who decides how and why personal data, (information about identifiable, living individuals) is processed. The Data Commissioners principal responsibilities are: Promotion of good practice and adherence to the law by data controllers. Circulation of information on the Act and its operation. Encouraging the development of best practice. The issue of Enforcement Notices. The provision of Information Notices. Special Information Notices - power of entry and inspection. 5 How is the Data Protection Act Administered? The Act requires every data controller who is processing personal data to notify the public register - unless they are exempt. Failure to notify is a criminal offence. 5.1 What are Register notification procedures? The Data Protection Commissioner maintains a public register of data controllers Each register entry includes the name and address of the data controller and a general description of the processing of personal data. Individuals can consult the register to find out what processing of personal data is being carried out. Notification is the process by which a data controller's details are added to the register. 5.2 Exemptions from notifying the Register Exemptions can apply in the following situations: Certain non-profit organisations Data processed for personal, family or household affairs (including recreational purposes). Data controllers who only process personal data for the maintenance of a register that is available to the public. Data controllers who only process personal data for any one or all of the following purposes for their own business: staff administration advertising, marketing and public relations accounts and records 6 What does Data Protection mean to the Data Subject 6.1 Subject Access The Data Protection Act allows a person to have access to information held about them on computer and, where appropriate, to have it corrected or deleted. This is known as the subject access right and it means that a person is entitled, on making written request to a data user, to be supplied with a copy of any personal data held about them. The data user may charge a fee of up to 10 for each register entry for supplying this information, but in some cases it is supplied free. Usually a request must be responded to within 40 days. If not, the subject is entitled to complain to the Commissioner, or to apply for a court order for access. If personal data is found to be inaccurate the subject may complain to the Commissioner or apply to the Courts for correction or deletion of the data. 6.2 Access to the Register The Data Protection register is open to public inspection at the Commissioner's office in Wilmslow. Copies of individual register entries are available free of charge (a small fee is payable for certified copies). A register entry only shows what a data user is registered to do, it does not reveal whether or not that data user holds personal information about an individual. 6.3 Complaints to the Commissioner If a person considers there has been a breach of one of the Principles (or any other provision of the Act), they are entitled to complain to the Data Protection Commissioner. If the Commissioner considers the complaint is justified and cannot be resolved informally then she may decide to prosecute or to serve an enforcement notice or notice of refusal of registration on the data user in question. Compensation A person is entitled to seek compensation through the Courts if damage (not just distress) has been caused by the loss, or unauthorised destruction or disclosure of their personal data. 'Unauthorised' means without the authority of the data user or computer bureau concerned. If damage is proved, then the Court may also order compensation for any associated distress. A person may also seek compensation through the Courts for damage caused by inaccurate data. 7 How should Data Users fulfil their responsibilities? A company, or any of its employees, can be held responsible for contravening the Act. The individuals responsibility rests with both complying with the data controllers requirements, and with ensuring that practical and simple data management procedures are sustained in the work environment. It is perhaps interesting to see how York University views individual responsibility. It is clear that there are a number of simple precautions that any data user should observe - see Appendix 3. 8 What happens in the event of non-compliance? The Commissioner, in ensuring that the eight principles of the Act are complied with, can execute the following: An Enforcement Notice can be served to direct a person to comply. A De-registration Notice cancelling the whole or part of a Register Entry. A Transfer Prohibition Notice to prevent the transfer of data overseas. Examples of prosecutions under the terms of Data Protection are shown in the Appendix 2. These sample cases illustrate where individuals and companies have been prosecuted for offences under the Act. Further case detail can be found in the Twelfth Annual Report - June 1996 page 48. 9 The Act and EU Directives The EU Data Protection Directive 95/46/EC, 24 Oct 95 has been implemented within the 1998 Act. This Directive and a further Directive 97/66/EC have dealt with a number of issues, including the movement of data across national boundaries, the Internet, e-commerce and the provisions relating to direct mailing of data subjects. The UK would have risked being prevented from trading within Europe, if it did not comply with the terms of the Council of Europe Data Protection Convention. In effect, these elements have reduced the risk of potential damage to the economy and international trade. The individual now has an absolute right to demand that processing is stopped when personal data is used for direct marketing purposes, against their wishes. The eighth principle of the Act specifies that personal data shall not be transferred to a country outside of the European Economic Area (broadly Western Europe excluding Switzerland), unless that country also ensures adequate levels of protection. The Commission has maintained the proposed rules limiting the liability of on-line service providers who act as intermediaries. Conclusions The Data Protection Act has been in force for sixteen years, during which time it has been influenced by a number of legislative amendments. These have been caused by the changing requirements of both UK and EC legislation. The Act provides a range of protection for the general public and places clear responsibilities on both data controllers and data users, within their organisations. Currently, the Act focuses on processed data, but there is the developing issue of manual data management and control, in 2007. The latest EU Directive focuses on e-commerce, but perhaps there is the wider issue of the Internet. Recommendations As future computer professionals it is important to study the report in detail in order to fully understand the key principles and requirements. Appendix 1 provides some basic questions and answers to further clarify issues. There is also a need to consider the Internet in terms of its boundaries, how is it controlled and who is responsible for policing the data. Further, there is a need to prepare for all forms of data protection i.e. how it affects the user and the individual, both now and in 2007. References and Bibliography Data Protection Web Site - http://www.dataprotection.gov.uk/ Copyright Data Protection Commissioner [All rights reserved] York University Web Site http://www.york.ac.uk/admin/dpc Department of Social Security Social Security Leaflet Home Office www.homeoffice.gsi.gov.uk Richard Huish IT Dept. http://rhwww.richuish.ac.uk/int/Itdept/dataproc.htm VNU Business Publishing Limited - http://www.vnunet.com Copyright 2000 VNU Business Publishing Limited [All rights reserved] Crown Copyright 2000 Glossary It is important to understand the terms used in the Act. It is concerned with personal data that is automatically processed. This results in rights for individual data subjects and responsibilities for data users. Data users who record and use personal information on computer must be open about that use and to follow sound and proper practices. Data Means information which: is being processed by means of equipment operating automatically in response to instructions given for that purpose. is recorded with the intention that it should be processed by means of such equipment. is recorded as part of a relevant filing system or with the intention that it should form part of a relevant. forms part of an accessible record. Personal Data Is information about living, identifiable individuals. This need not be particularly sensitive information, and can be as little as a name and address. Automatically processed This means, in effect, information that is processed by computer. It currently does not cover information which is held and processed manually, e.g. in ordinary paper files. Data users Those who control the contents and use of a collection of personal data. This can be any type of company or organisation, large or small, within the public or private sector. A data user can also be a sole trader, partnership, or an individual. A data user need not necessarily own a computer. Data subjects The individuals to whom the personal data relates. Data controller Is a person who determines the purposes for which and the manner in which any personal data is to be processed. Processing This broadly includes: obtaining, recording, holding data. organisation, adaptation or alteration. retrieval, consultation or use. disclosure by transmission. erasure or destruction of data. Data Subject Rights A data subject has the right to be: informed whether and what data are being processed. given the purpose of processing. given recipients to whom data disclosed. given information in intelligible form. Subject Access The Data Protection Act allows a person to have access to information held about them on computer and, where appropriate, to have it corrected or deleted. This is known as the subject access right and it means that a person is entitled, on making written request to a data user, to be supplied with a copy of any personal data held about them. The data user may charge a fee of up to 10 for each register entry for supplying this information but in some cases it is supplied free. Usually a request must be responded to within 40 days. If not, the subject is entitled to complain to the Commissioner or to apply for a court order for access. If personal data are found to be inaccurate the subject may complain to the Commissioner or apply to the Courts for correction or deletion of the data. Access to the Register The Data Protection register is open to public inspection at the Commissioner's office in Wilmslow. Copies of individual register entries are available free of charge (a small fee is payable for certified copies). A register entry only shows what a data user is registered to do, it does not reveal whether or not that data user holds personal information about an individual. Complaints to the Commissioner If a person considers there has been a breach of one of the Principles (or any other provision of the Act), they are entitled to complain to the Data Protection Commissioner. If the Commissioner considers the complaint is justified and cannot be resolved informally then he may decide to prosecute or to serve an enforcement notice or notice of refusal of registration on the data user in question. Compensation A person is entitled to seek compensation through the Courts if damage (not just distress) has been caused by the loss, or unauthorised destruction or disclosure of their personal data. 'Unauthorised' means without the authority of the data user or computer bureau concerned. If damage is proved, then the Court may also order compensation for any associated distress. A person may also seek compensation through the Courts for damage caused by inaccurate data. Appendix Appendix 1- Frequently Asked Data Protection Questions This information was extracted from the Data Protection Web site: Where can I get information about my rights or responsibilities under the Data Protection Act, including notification/registration? The Data Protection Act 1998 came into force on 1 March 2000. The Act is administered and enforced by the independent Data Protection Commissioner, Mrs Elizabeth France. The Commissioner provides advice and publishes guidance about the Act and deals with complaints about possible breaches of the Act. She also manages the Acts notification scheme (formerly known as registration). Information and guidance about the Data Protection Act can be obtained from: The Office of the Data Protection Commissioner Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 01625 545745 (General Enquiries) 01625 545740 (Notification/Registration) The Commissioner also has a website containing information and guidance: www.dataprotection.gov.uk What rights do I have to get access to data held about me, including personnel records? The Data Protection Act 1998, which covers both the public and the private sector throughout the United Kingdom, gives individuals a right to find out what information, including personnel information, is held about them on computer and in some manual records.* This is known as the right of subject access. There is also a right to have inaccurate data corrected, blocked, erased or destroyed, and to seek compensation through the courts for damage and distress caused by such inaccuracy, or by any other contravention of the Act *(The Act applies to records held in manual filing systems if these are structured by reference to individuals or criteria relating to individuals, and allow easy access to the personal data they contain. The Act provides an exemption until 24 October 2001 from all its provisions, and a further six year exemption from some of its provisions, for those manual filing systems where data processing was already under way immediately before 24 October 1998. This is to allow organisations time to bring their systems progressively into compliance with the regime created by the Act.) There are a number of exemptions to the right of subject access. In particular, where subject access would disclose information about an identifiable third party, or the fact that they are the source of personal information on the file, the data controller is not obliged to grant a subject access request unless the third party has consented to disclosure of the information; or it is reasonable in all the circumstances to comply with the request without their consent. Tests for determining reasonableness are set out in the Act. Additionally, there are exemptions in cases where subject access would be likely to prejudice the prevention or detection of crime or the apprehension or prosecution of offenders. There are also exemptions for confidential references given by the data controller and for certain health, education and social work records. This is quite a complex area. More detailed advice can be obtained by contacting the Data Protection Commissioner, Mrs Elizabeth France. What is the Government doing to protect my personal data from inappropriate disclosure to third parties or other misuse? The Data Protection Act 1998 (the full text is available on the Stationery Office website) came into force on 1 March. It gives effect in UK law to the 1995 EC Data Protection Directive. The Act strengthens and extends the data protection regime created by the Data Protection Act 1984, which it replaces. It provides the statutory framework for the use of computerised information and some manual records about living, identifiable individuals in the United Kingdom. The Act does not prohibit disclosures of such information to third parties, but it regulates the circumstances in which they can be made. Under the Act, an organisation wishing to hold personal information on computer must, with some exceptions, notify key details about its processing to the Data Protection Commissioner, who makes these publicly available in a register. Among other things, the notification must contain descriptions of the personal data being processed; the purposes for which they are being processed; and the recipients to whom they may be disclosed. It is an offence to process personal data without notifying, unless the particular data are exempt from the notification requirement. Data controllers must also comply with the Act's data protection principles (a form of statutory code of good data handling practice). The principles require personal data to be: processed fairly and lawfully; processed only for limited purposes; adequate, relevant and not excessive; accurate; not kept longer than necessary processed in accordance with individuals rights kept secure; and not transferred to non-EEA countries without adequate protection. If the Commissioner is satisfied that a data controller has broken or is breaking one or more of the principles, it is open to her to serve an enforcement notice requiring compliance. Failure to comply with such a notice can be a criminal offence. There are exemptions from some of the Acts provisions (which would otherwise prevent disclosure) for disclosures made in certain very limited circumstances, for example where the disclosure is for the purposes of preventing or detecting crime and where failure to disclose would be likely to prejudice those purposes; or where disclosure is required by or under any enactment, by any rule of law or by order of a court. The Act lays down conditions that must be satisfied before personal data can be processed, with additional conditions for sensitive data (which includes data about ethnic origin, political opinions, trade union membership and health). It also strengthens the rights individuals had under the 1984 Act and creates some new ones (for example there are new express rights to be told who is processing your data and why, and to prevent your data being used for direct marketing.) The Data Protection Commissioner, Mrs Elizabeth France, is responsible for administering and enforcing the Act. Further information about the Act is available from her office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. The telephone number is 01625-545745. Copyright Data Protection Commissioner [All rights reserved] Crown Copyright 2000 Appendix 2 - What happens in the event of non-compliance with the Act? This information was gleaned from VNU Net web site: Some examples prosecutions under the terms of the Act. DEFENDANTCOURT DATEFINE COSTS PLP Motors Ltd Warrington18-04-952,500200Ye Market leisure Ltd t/a Granaries Nightclub Croydon26-04-951,0001,000Paul Oulton of Exec Ltd Slough15-11-95Arrest Warrant IssuedNottingham Health Care NHS Trust Nottingham11-03-96200442.35Shropshire Newspapers Ltd Telford15-03-962,0001,266.08Westminster the Motor Insurance Specialists Ltd Coventry15-09-951,000965.28W Dennis Pension Management Ltd Leeds05-04-95150148.88 (list up to date on 1 October 1999). These sample cases demonstrate where individuals and companies have been prosecuted for offences under the Act. Further case detail can be found in the Twelfth Annual Report - June 1996 page 48; for example the case of Linguaphone and Regina v Brown (PC Brown who had carried out searches on the Police National Computer). Case detailed on July 15th 1998 - Father and son guilty of breaching data protection act The Data Protection Registrar has successfully prosecuted a son, his father and his father's company. The investigation was undertaken with assistance from the National Westminster Bank. Horseferry Magistrates Court imposed fines totalling 8,000 and costs of 1214.89 on 9 July 1998. The National Westminster Bank contacted the Registrar after the bank became concerned about the searches which one of their employees was making on the bank's databases. It turned out that their employee, Noel Larbey, was providing information to his father, Michael Larbey, a private investigator. Mr Larbey senior provided the information in response to a request from a solicitor. Noel Larbey was convicted on two charges of unlawful disclosure of personal data from the bank's databases and was fined 500 on each. His father's company, Kingscliffe Ltd, was convicted on one charge of non-registration two charges of unlawful procuring of personal data and two charges of unlawful sale. The company was fined 1000 on each charge. Michael Larbey himself, as the owner of Kingscliffe Ltd, was convicted on four charges of consenting to or conniving with the commission of offences by the company and was fined 500 on each. Appendix 3 - Data protection requirements in the workplace. Here is an extract of York Universitys views regarding individual data user responsibility obtained from their web site. The University as a body or any of its employees could be held responsible for any contraventions of the Act either by failing to register personal data or by allowing its misuse, loss or corruption. It is important to be aware that the Act applies to personal data held on all computers ranging from mainframes down through personal computers being used for University work. The University may also be held responsible for any employee who uses data and keeps data related to his/her work on machines that are not on campus. Some possible security measures that you should consider Lock up your machine readable, live, back up or archived data. Control the access to your machines. Lock away all word processor disks, and do not leave them about in unstaffed offices. Do not disclose information to unauthorised persons. Take care that your VDUs are not easily `overviewed' by office callers etc. Keep printouts securely. Collect and destroy under secure conditions all out of date printouts of registrable data - never use these as scrap paper. Control re-use of magnetic media - regular `wiping' may be necessary. Scrap media only under secure conditions (use of shredders etc.). Do not disclose passwords. Operations staff are warned to look out for output containing personal data that does not come from a registered user. 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