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A Guide to Data Protection Terminology

The following definitions are taken from the Data Protection Act 1998 Part 1.

Data or information

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 filing system;
  • falls into the category of an ‘accessible record’ as defined by Section 68 of the Data Protection Act 1998, for example, a health record, education record or an accessible public record.

Processing

This means (but is not restricted to) the following operations on the information or data:

  • organisation
  • adaptation
  • alteration
  • retreival
  • consultation
  • use
  • disclosure
  • dissemination
  • making available
  • alignment
  • combination
  • blocking
  • erasure
  • destruction

Personal Information

Data which relates to a a living individual who can be identified from those data or from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller. For example, name, date of birth, address, national insurance number etc.

Sensitive Personal Information

Personal data consisting of information as to:

  • the racial or ethnic origin of the data subject
  • their political opinions
  • their religious beliefs or other beliefs of a similar nature
  • whether they are a member of a trade union
  • their physical or mental health or condition
  • their sexual life
  • the commission or alleged commission by them of any offence
  • any proceedings for any offence committed or alleged to have been committed by them, the disposal of such proceedings or the sentence of any court in those proceedings

Data Processor

Any person (other than an employee of the data controller) who processes the data on behalf of the data controller.

Data Controller

A person who (either alone or together with other persons) determines the purposes for which and the manner in which the personal data are or will be processed.

Data Subject

An individual who is the subject of personal data.

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