BTC Code of Conduct and Ethics Booklet V7.0 Page 13 of 38 Oct 2025 the knowledge or consent of the individual, or an officer, in the case of a member organisation. 3.9 If it is necessary to discuss difficult situations with each other to gain a wider perspective on how to approach a problem, the member organisation’s consent must be sought before personal information enters into the discussion unless it is beyond doubt that the member organisation would not object to this. Alternatively, a discussion may take place with names or identifying information remaining confidential. 3.10 Where there is a legal duty on BTC to disclose information, the person to whom the confidentiality is owed will be informed that disclosure has been, or will be, made. 4. Why information is held 4.1 Most information held by BTC relates to member organisations or individuals which are in membership or fund them. 4.2 Information is kept to enable BTC to undertake all duties associated with its role as a National Governing Body for Taekwondo in the UK in line with DBS/PVG/AccessNI Scheme framework requirements. 4.3 BTC has a role in putting people in touch with voluntary and community organisations and keeps contact details which are passed on to any enquirer, except where the member organisation expressly requests that the details remain confidential. 4.4 Information about students is given to the relevant member organisation and to no one else. 4.5 Information about individuals’ protected characteristics is kept for the purposes of monitoring our Equality, Diversity, Inclusion and Accessibility Policy and EDIA Strategy and for reporting back to funders. This data is normally anonymised. Access to information 5.1 Information is confidential to BTC as an organisation and may be shared with member organisations to ensure the best quality service for members. 5.2 Where information is sensitive, i.e. it involves disputes or legal issues; it will be confidential to the officers dealing with the case. Such information should be clearly labelled ‘Confidential’ and should state the names of the officers entitled to access the information and the name of the individual or group who may request access to the information. 5.3 Officers, instructors/coaches and volunteers will not withhold information from their line manager unless it is purely personal.
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