BTC Code of Conduct and Ethics Booklet V7.0 Page 14 of 38 Oct 2025 5.4 Officers, instructors/coaches and volunteers may have sight of their personal records by giving 40 days’ notice in writing to the Chair. BTC reserve the right to charge £10 for such requests. 5.5 When photocopying or working on confidential documents, staff/officers must ensure they are not accidentally seen by others. This also applies to information on computer screens. 6. Storing information 6.1 Whilst paper records are kept, general non-confidential information about associations will be kept in unlocked filing cabinets. Electronic files will be accessible to authorised BTC officers. 6.2 Whilst paper records are kept, information about volunteers, students and other individuals will be kept in lockable filing cabinets by the officer directly responsible. Files or filing cabinet drawers bearing confidential information should be labelled ‘CONFIDENTIAL’. 6.3 The use of passwords is required for confidential information held electronically. BTC officers must ensure line managers know how to gain access. 6.4 Officers and instructors’/coaches’ personal information will be kept in accordance with DBS/PVG/AccessNI Scheme requirements, in lockable filing cabinets (whilst paper records are kept) or password-protected electronic files accessible only to authorised officers. 6.5 In an emergency situation, the Chair or CEO may authorise access to files by other people with a legitimate reason. 7. Duty to disclose information 7.1 There is a legal duty to disclose some information including: • Abuse of children or adults at risk will be reported to the relevant Social Services department • Drug trafficking, money laundering, acts of terrorism or treason will be disclosed to the police 7.2 In addition, if officers or instructors/coaches believe that an illegal act has taken place, or that a member is at risk of harming themselves or others, they must report this to the BTC Lead Safeguarding Officer, who will report it to the appropriate authorities. The policy should be immediately informed if there is imminent danger to life. 7.3 Members should be informed of this disclosure.
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