H&S Legislation

As with any other business, there is a range of Health & Safety legislation with which Travel Stop must comply. This primarily involves:

Data Protection Legislation
Disability Legislation

(Previous legislation, including the Disability Discrimination Act, has been incorporated into the Equalities Act, which came into operation on 1^st October 2010)

Travel Stop is obliged to collect a great deal of personal information about its customers. It's important that this information is stored securely, either electronically or in hard copy, and is not able to be accessed by any other party. The Data Protection Act 2005 covers the storage and use of personal data.

Activity 1

Using the Enquiry Form document, identify 10 pieces of personal data Travel Stop might ask their customers to supply.

	Enquiry Form
	Enquiry Form

Data Protection Act

There are eight principles of the Data Protection Act to which Travel Stop must adhere.

1. Data must be fairly and lawfully processed

Clients are told our name and what we will use their information for, and any other information we might need in order to be able to use their personal information fairly. For example: We will not give information to anyone else unless they are directly involved in a client's holiday.

2. Data is processed for limited purposes

Personal information is processed for the purpose of making a booking. Travel Stop will tell clients if we might pass their information to other organisations, for example a tour operator, an airline or a hotel.

3. Data must be adequate, relevant and not excessive

Travel Stop only collects personal information related to bookings. Medical information for insurance is given directly to the insurance company medical screening department. Information such as requests for assistance or special diets will be shared as necessary.

4. Data must be accurate and up to date

Clients' details are entered on the Travel Agents Database (TAD) and updated when advised by clients of changes.

5. Data will not be kept for longer than necessary

Travel Stop's database is kept up to date and information is only held for the purposes for which it was collected. Information is kept for 6 years as that is the length of time within which a client may bring a legal claim. Other pieces of information, such as credit card details, are immediately destroyed after they have been used.

6. Data will be processed in line with rights of individuals

a right of access to a copy of the information kept in their personal data;
a right to object to processing that is likely to cause or is causing damage or distress;
a right to prevent processing for direct marketing;
a right to object to decisions being taken by automated means;
a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed;
a right to claim compensation for damages caused by a breach of the Act.

7. Data will be kept securely

Archived booking details are kept upstairs and the area is locked at night. The IT network is protected by anti-virus and firewall software. Files on current bookings are kept locked in a filing cabinet in the administration room.

8. Data will not be transferred to other countries without adequate protection

Travel Stop will pass information on only to a person responsible for part of the client’s travel arrangements.

More information on the 8 principles of the Data Protection Act can be found at:

http://www.ico.gov.uk/Home/for_organisations/data_protection/the_guide.aspx

General points

Travel Stop informs clients that they have a right to access their information and have it corrected if it is factually inaccurate.
Papers containing customer information are shredded.
The premises are secure and protected by CCTV and alarms.
The identity and reliability of staff are checked when recruiting.
There is a confidentiality agreement in staff contracts.
Staff induction and training highlight the requirements of the Act and Travel Stop procedures.

Activity 2

Are the statements in relation to Travel Stop complying with the Data Protection Act true or false?

Go to Activity 2

Activity 3

Assess the extent to which Travel Stop has taken reasonable measures to comply with the Data Protection Act.

Disability Discrimination Legislation

From 1st October 2010, the Equality Act replaced most of the Disability Discrimination Act (DDA). However, the 'Disability Equality Duty' in the DDA continues to apply.

Find out about the protection and legal rights the Equality Act provides for disabled people by accessing the website below:

http://www.direct.gov.uk/en/DisabledPeople/RightsAndObligations/DisabilityRights/DG_4001068

Activity 4

Travel Stop has produced a PowerPoint presentation which summarises the measures taken to comply with DDA legislation.

Research the Equality Act website to develop and update the presentation. Add appropriate images and quotes from the Equality Act website where necessary.

	Disability Discrimination Legislation
	Disability Discrimination Legislation

Activity 5

Assess the extent to which Travel Stop has taken reasonable measures to comply with the Equality Act.

Summary

Travel Stop handles a great deal of personal data relating to its clients and so has to ensure that it complies with the Data Protection Act.
Travel Stop also has had to make provision for people with disabilities and will have to review these in light of new legislation.
The Equality Act is an example of how legislation continues to be developed over time. All businesses have to be aware of these developments.