Access Arts Inc. defines a Member as any person who has filled out a membership form to join the organisation.

Staff are defined as persons engaged in Office, workshop/project or program, Volunteer or Student placement work at Access Arts Inc.

Purpose:

To promote and affirm that all Members, Staff and Management Committee members have the right to privacy, confidentiality and freedom of information.

Policy:

1. All Members, Staff and Management Committee members have the right to privacy, confidentiality and freedom of information.

2. Any individual has the right to access information relative to him/herself.

3. Confidential information relating to an individual is not to be released to anyone without written consent from the individual.

4. The only information collected and stored by Access Arts Inc. shall be that which is directly relevant and necessary for Access Arts Inc. activities.

5. Should a Member or Staff member have no contact with Access Arts Inc. for a period of 3 years, all confidential information relevant to that individual will be shredded using either the office shredder or an onsite contracted shredding company.

6. Financial files must be kept for seven years, after which they will be shredded by an onsite contracted shredding company

7. All other files must be kept for a period of three years, after which they are shredded by an onsite contracted shredding company.

8. All Members, Staff and Access Arts Inc. Management Committee members shall be informed of these rights.

9. The security of Member and Staff Personal Data in the databases and documents on the computer is maintained by the use of passwords and permission restrictions.

10. All personal files for Members and Staff are secured in a folder and kept in a locked filing cabinet in the office. The office itself is secured by a locked glass door and an alarm system.