Notification handbook
Section 5
Glossary
| Data classes | The types of personal information that is being or is to be processed, eg financial details. |
| Data controller | A person who (either alone, or jointly, or in common with other individuals) determines how and why any personal information is to be processed. |
| Data subject | An individual about whom personal information is held. |
| Expired entry | A register entry that has passed its expiry date without renewal. |
| On computer | The term ‘computer’ includes any type of computer – however described: mainframe, desktop, laptop, palmtop, etc. It also includes other types of equipment which, although not normally described as computers, nevertheless have some ability to process automatically: automatic retrieval systems for microfilm and microfiche, audio and visual systems (including some CCTV systems), electronic flexitime systems and telephone logging equipment. |
| Personal data/ Personal information |
Information about a living individual who can be identified from that information and other information which is in, or likely to come into, the data controller's possession. |
| Preliminary assessment | Special provisions requiring the Information Commissioner’s Office to assess the data controller’s ability to comply with the Data Protection Act. The provisions only apply to specified types of processing, at the time of publication none have been specified. |
| Processing | Obtaining, recording or holding data or carrying out any operation or set of operations on that data. Organising, storing, adapting and amending the data, retrieval, consultation and use of data; and disclosing and erasure or destruction of data. It is difficult to envisage any activity involving data that does not amount to processing. |
| Purpose | The purpose or purposes for which the data is being or is to be processed. An example is staff administration. |
| Recipient | Individuals or organisations to whom the data controller intends or may wish to disclose data. The term does not include any person to whom the data controller may be required by law to disclose data – for example if required to do so by the police under a warrant. |
| Registration number | The number allocated to your register entry; it appears on the public register. |
| Renewal | The process by which register entries are renewed annually. |
| Security number | A number allocated to the data controller that must be used whenever they contact us about notification. It should not be disclosed to anyone who does not need to know it. |
| Structured manual records | Information relating to individuals that is not processed by means of equipment operating automatically in response to instructions given for that purpose. Instead, the information is structured – either by reference to individuals or by reference to criteria relating to individuals – in such a way that specific details relating to a particular individual are readily accessible. |
| Transfers | Not defined in the Act. However, the ordinary meaning of the word is transmission from one place, person, etc to another. This may include posting information on a website that can be accessed from overseas. |