Data Protection Policy of HOPE (Hospital Organisation of Pedagogues in Europe)


1. Definition.

Data Protection is the safeguarding of the privacy rights of individuals in relation to the processing of personal data, in both paper and electronic format. This document outlines the Hospital Organisation of Pedagogues in Europe (HOPE) policy to help ensure that we comply with best practice for Data Protection.


2. Purpose of this policy.

This policy is a statement of HOPE’s commitment to protect the rights and privacy of the individuals who are members of HOPE. As HOPE is a European organisation (registered in Belgium), HOPE will comply with the General Data Protection Regulation (adopted in April 2016) which is directly binding and applicable.

For more information about the General Data Protection Regulation (GDPR) see:





3. Collecting information.

HOPE collects and uses information to provide the following services:

• To maintain an accurate list of the members of HOPE.
• Use of name, country and email address data for identity verification.
• To allow HOPE members to access the resources available on the HOPE website.
• To perform accounting and other record-keeping functions.
• To circulate resources and other materials of interest to HOPE members.


4. Data Protection Principles

HOPE will perform its responsibilities under the General Data Protection Regulation in accordance with the following eight Data Protection Principles:

• Obtain and process information fairly

We shall obtain and process personal data fairly and in accordance with statutory and other legal obligations.

• Keep it only for one or more specified, explicit and lawful purposes

We shall keep personal data for purposes that are specific, lawful and clearly stated. Personal data will only be processed in a manner compatible with these purposes as previously defined.

• Use and disclose data only in ways compatible with these purposes

We shall use and disclose personal data only in circumstances that are necessary for the purposes for which we have collected the data.

• Keep it safe and secure

We shall take appropriate security measures against unauthorised access to, or alteration, disclosure or destruction of personal data and against its accidental loss or destruction.

• Keep it accurate, complete and up-to-date

We adopt procedures that strive to ensure high levels of data accuracy, completeness and that the data is up-to-date.

• Ensure it is adequate, relevant and not excessive

We shall only hold personal data to the extent that it is adequate, relevant and not excessive. Members contact information, hospital school affiliation and membership status is the only data maintained by HOPE. This data resides in a private database on the HOPE website and is also stored locally by the Committee Member for the locality.

• Retain for no longer than is necessary

Members personal data is retained for the length of their membership. Upon ceasing membership, the previous member can request their personal data to be removed from HOPE records.

• Give a copy of her/his personal data to that individual, on request

We adopt procedures to ensure that data subjects can exercise their rights under the appropriate Data Protection legislation to access their data.


5. Responsibility.

Overall responsibility for ensuring compliance with the General Data Protection Regulation rests with HOPE. All members of HOPE who separately collect, control or have access to the content and use of personal data are individually responsible for compliance with the General Data Protection Regulation.


6. Procedures and Guidelines

HOPE is firmly committed to ensuring personal privacy and compliance with the General Data Protection Regulation, including the provision of best practice guidelines and procedures in relation to all aspects of Data Protection.


7. Review

This Data Protection Policy will be reviewed regularly in light of any legislative or other relevant developments.

This Data Protection Policy is part of the Internal Regulations of HOPE

(Nota Bene: The General Data Protection Regulation applies from 25 May 2018. The rules of General Data Protection Regulation will have to be adapted in the coming period for the daily use of data within HOPE).


Version April 2018