Annex B
Guidanceonthe Bar StandardBoard’s DiversityDataCollection Rules
1.1Equalitypoliciesby themselveswillnotbringaboutequality.Chambersshould ensurethat systemsareinplacethat allowchecks tobemadeonwhetheror notpoliciesandactionplans are beingimplemented andwhetherornottheyareworking.Withoutdata, itis impossibleto establish thenatureorextent ofanyinequalityandthereforedeviseappropriatemeasures to reduceor removeit.
1.2It isfor thesereasonsthat theBSB has introduced newrulesfor theprofessiononthe gatheringandpublicationof equalitydata.TheBSB expectscompliancewithitsrules and stronglyencouragesindividual members toprovidetheir diversitydata.Itshouldbenoted that thereis apresumptionof publicationunlessthereexistgoodreasons nottopublish.The guidancethat followsprovidesclarityastowherecautionshouldbeexercisedinorderthat data protectionrulesarenotinfringed.
1.3Keypoints
Chambersmustensurethatthereis aDiversityData Officer(DDO).
Theidentityof chambers’DDOshouldbeprovidedto theBarStandards Board(BSB). Collectionof diversitydatainrelationto theseruleswill assistchambers inmeetingthe diversitydataanalysisrulessetoutat408.1ofthe Code ofConduct.
Chambers DDOmustensurethat:
Diversitydatacoveringage, gender,disability, ethnic group, religionorbelief,sexual orientation,socio-economic backgroundandcaringresponsibilities,is collectedfrom membersofchambers’workforce.
Anonymised summarydataispublishedonchamberswebsiteby31stDecember2012in the firstinstanceand everythreeyears thereafter.
Data isbrokendown byseniorityandjobtitle:for example incategoriesrepresenting Queen’s Counsel,juniors,pupils, directors andgeneralmanagers, senior clerks,junior clerks,andotheradministrativestaff.
ThereisawrittenDiversityData policyin placewhichsetsoutwhen andhowdatawill be collected. Asamplepolicymay be foundatAnnexA.
Thereisexplicitconsenttothe collectionandprocessingof diversitydatabefore collection commences.A sample notificationandconsentformmay be foundatAnnexB.
Thedata is collectedandprocessed securelyandin accordancewiththe provisions ofthe
DataProtectionAct1998.
Individuals are informed thattheymaywithdrawtheirconsent to theprocessing,collection or publicationofsomeor all of their diversitydataatany time.
1.4Be Aware!
Chambersshouldaimtopublish diversitydatagatheredunless:
–Thenumber ofindividuals inchambersworkforceis fewer than10 (ten), savein cases
wherethereisconsentfromallmembersof chambers’ workforce.
–Thenumber ofindividuals identified with anycharacteristicwithinanycategoryis fewerthan 10(ten),saveincaseswherethereisconsentfromallthosetowhomthe data in questionrelates.
–Thedata relatesto thecharacteristicsof sexualorientationor religionandbelief data,
saveincases wherethereis consent fromallmembers ofchambers’workforce.
Incaseswherethereisfullconsentfromthoseaffectedchambersarestrongly encouragedtopublishthedatagathered.
1.5For theavoidanceofdoubt, theserequirements applyonlyto self-employedbarristers,howeveremployed barristersmaybesubjecttosimilar requirementsimposed by their employeror another regulator.This guidanceisprimarilyintended forself-employed barristers,DiversityData Officersandchambers, butmaybeusefultomembersof thepublic.
1.6This guidanceis notexhaustiveandwill bereviewedfromtimetotimeinthe light ofthe progressoftheDiversityData collectionprocess andanyrelevantchangesinthelaw.
2.DiversityData
2.1TheBar Standards Boardisrequired, undertheLegal ServicesAct2007,toencouragean independent, strong, diverseandeffectivelegal profession.Section 149oftheEqualityAct
2010(“the2010Act”)appliesto theBar Standards Board.Itrequiresall publicauthorities,
andbodieswhichexercise publicfunctions, tohavedueregardtothreeneeds intheexercise of allof their functions.Theyaretheneed:
a. to eliminatediscrimination, harassment,victimisationandanyother conductwhich is prohibited byorunderthe2010Act;
b. toadvanceequalityofopportunitybetweenpersonswhosharea relevantprotected characteristic,andpersonswhodonotshareit;and
c. tofostergoodrelations between personswhosharearelevantprotectedcharacteristic andthosewhodonotshareit.
2.2One oftheways inwhichtheBar Standards Boarddemonstratesandachieves theseaims isby establishingrulesonthe collectionandpublicationofDiversityData(inanonymous form)at the levelof individualchambers,andbyextractingandaggregatingdiversitydatafromthe “BarristerConnect”register for publication atanational level inordertogiveanaggregate viewofthediversitymake upof theprofession.
2.3TheLegal Services BoardconsultedonIncreasing diversity intheworkforcein2011andasa resultof that consultationpublishedstatutoryguidanceontheapproachitexpectsfrom approvedregulators, includingtheBar StandardsBoard.In summary, thestatutoryguidance recommendsthat theapproved regulators shouldrequire thosewhom theyregulatetocollect andpublish diversitydataonthewholeof their workforceatthe levelofthefirmor
chambers,usingamodel questionnaireproduced bythe LSB.Thefull report onthe
Consultation andthestatutoryguidanceand questionnaireare availableonthe LSB’s
website.3
2.4TheBar Standards Boards’rules in respectofDiversitydata aredesigned toimplementthis statutoryguidancein away thatisproportionateandsensitivetothe issues surrounding diversitydatacollectioninsmallworkplaces,aschamberstypicallyare.
2.5It isimportanttoemphasisethat provisionbyindividuals oftheir diversitydata remains entirely voluntary, thatthedatamaybecollectedonananonymousbasis identified onlyby jobtitleandseniority,thatpublicationofsummarydatais notrequired in respect ofsexual orientation, religionor belief,andnorispublicationrequiredwherethereis areal risk this wouldlead toidentificationof individuals unless consent isgiven.Theseprovideimportant safeguards.
2.6However, to theextentthatindividuals, recognisingthatthe purposeofcollectionisto promoteprogressinequalityanddiversity, doagreetoprovidethis data, collectionand
publicationofthedata at thelevelof individual chamberscanhelpbuildausefulpictureof
3
the developingdiversityprofileofthosechambersandof theworkforceacross theBar asa whole.
2.7TheBar Standards Boardisthereforerequiringchamberstogiveall individuals inthe workforce(i.e. barristers andnon-barristerswho workwithinchambers)the opportunity throughamodel questionnairetoself-classifyagainstthe diversitycharacteristicssetout above. Themodelquestionnaire,whichcanbedownloaded from theBSB’swebsite,is based on theLSB’smodel.Usingthe questions inthe LSB’smodel willensurethat results canbe compared, notonlyasbetween differentchambersbutalsowithotherpartsof thelegal profession, sinceother approved regulatorswillbelikelytousethatmodel.Forthis reason, youareaskedeither a)tousethemodel questionnairesupplied;or b) tobaseany questionnaireofyour ownonthesamequestionsasareused inthemodel questionnaire.
3.DataProtectionresponsibilities
3.1Data protectionresponsibilitiesareincluded withinthis guidanceforthepurposeof assisting barristersinunderstandingtherelevantdataprotectionlegislation.
3.2TheDataProtectionAct1998regulatesorganisationsor individualsthat collectanduse personal data. Theseorganisationsor individuals,known asdatacontrollers,mustensurethat their registration withthe InformationCommissioner’s Officeisup-to-dateandincludesthe collectionanduseofDiversityData.Itisthe data controllerthat is ultimatelyheldresponsible by theInformationCommissionerforthe collectionanduse ofpersonal data.Whilst
individualbarristerswillbetheresponsibledata controllerinrespectof personalclientdata
processedontheirown behalf, therewill beanameddata controller(forexample theSenior
Clerkor HeadofChambers)inrespectof dataprocessed onbehalfofandforthe benefitof
the barristersasa group.This will includethecollectionanduseofDiversityData underthese rules andguidance.
4.TheDiversityDataOfficer
4.1Each chambersisrequiredtoappointachambers' DiversityDataOfficer.TheDiversityData Officer isresponsible forimplementingtherulesrelatingtothe collectionandprocessingof DiversityData,andfor demonstratingcompliancebyprovidingtheBar StandardsBoardwith anydocumentsor informationreasonablyrequested for thatpurpose.Theidentityof the DiversityDataOfficermustbenotified tothe BarStandards Boardas soonas reasonably practicable followingtheirappointment,or anychangeintheiridentity.
4.2Theindividual appointed tobetheDiversityDataOfficermay,butneed notbe,theperson appointedasEqualityandDiversityOfficerinaccordancewithrule408.2(a)of theCode.
4.3Inaddition, theDiversity Data Officermay,butneed notbe, thesameindividualas thedata controller. Insomecases,it maymakesenseforoneindividual toperformboth roles. However, therolesaredistinct:Thedatacontroller has specificstatutoryresponsibilities undertheDataProtectionAct withrespecttopersonal data whereastheDiversityData Officer isresponsible tothe Bar StandardsBoardfor compliancewith therulesrelatingtothe
collectionandprocessingof DiversityData.TheDiversityDataOfficerneednotbea barrister.
5.Production of policyforthecollectionanduse of DiversityData
5.1The DiversityDataOfficeris responsibleforproducingawrittenpolicyonthe collectionand use ofDiversityData.Thewrittenpolicyshall includedetailsof when andhowthedatawillbe collected.Initialdata collectionmustbecompleted intimetoallowpublicationof
anonymised summarydatabythedateprescribedbytheBar Standards Board,namelyby31st
December2012.Thereafter, data willneedtobecollectedsufficientlyfrequentlytoallow chambers tocomplywith the obligationtoupdatethepublishedsummaryatleasteverythree years.Inaddition,the policyshould, asaminimum, addressthe following:
a. Thenamesofthe registereddata controllerandtheDiversityDataOfficer;
b. Anexplanationthatthe provisionofDiversity Dataisvoluntaryandtherightof individuals to withdrawtheirconsent to theuseoftheir dataatany time;
c. Howthe datawill becollectedandthepurposesforwhichitis beingcollected;
d. Thattheanonymised datawillbepublishedonlineinsummaryformormadeavailable to the public onrequestbythe chambers,except for data onsexualorientationandreligion or belief,or wheretherearereasonable grounds tobelievethatpublicationof the anonymousdatawouldresult in the identification of anindividual inconnectionwith one ormoreof thediversitycharacteristics;
e. Howthe datawill beheld,andthesecurity measures inplacetoprotecttheidentityof individuals inconnectionwith thediversitycharacteristics;
f. Howthe datawill beanonymised;
g. When andhowtheanonymised datawillbepublished;and h. Howandwhen theDiversity Datawillbedeleted/destroyed.
5.2A sampleDiversityData Policyis includedin AnnexA to this guidance.Pleasenotethat useof this policydoesnotguaranteecompliancebychambers withtheir legalandregulatory requirements,forwhichtheyremainfullyresponsible.Chambers’ shouldreviewandamend the sampleDiversityDataPolicyto ensurethatitissuitable,havingregardto their individual circumstances.
6.Collection of DiversityData
6.1InorderlawfullytocollectDiversityDatafromindividuals, chambersmustobtaintheexplicit consentofindividuals to thecollectionandprocessingoftheir databeforecollectingsuch DiversityData.This is required becauseoftherulesundertheDataProtectionActconcerning the processingof sensitive personal data (which includesinformationonhealth,ethnicity, religionor beliefandsexual orientation).AllDiversityData,ofwhatever nature, shouldbe treatedasif itweresensitivepersonal datafor thepurposesofcompliancewiththe Code.
6.2Todemonstratethat explicit consent hasbeenobtained, itisnecessarythatchamberscan showthatindividualsare prominentlyinformed abouthowtheir personaldatawill beused andthattheprovisionoftheir personal data is voluntary. Likewise,individuals shouldbetold
that byprovidingtheirDiversityDatatheyareexplicitlyconsentingtothecollectionanduseof
theirpersonal dataforthe purposesforwhichtheyarenotified.Tothis effect, theymustbe providedwith a copyof thewritten DiversityDatapolicy when theyareinvitedtoprovide their DiversityData.
6.3Chambersmustensurethatconsentto the collectionanduse oftheDiversityDatais freely given, anditistheresponsibility ofall HeadsofChambersandDiversityDataOfficersto ensurethatitismadecleartoall individuals from whomDiversity Dataisrequested, that thereisnoobligationtorespondandthatthe provisionofDiversityData isentirelyvoluntary.
6.4Inparticular, chambersmustthereforeensurethattherearenointernal procedures or behaviourswhichcouldreasonablybeconsideredtocompel individuals toprovidetheir DiversityData. For instance,theprovisionofDiversityDatashouldbeobtained througha separate mechanismfromanyother collectionofinformationfrom membersof the workforce.This shouldmeanthata separateformorquestionnaireandseparatenotification is used.TherequestforDiversityDatashouldbemadeinisolationfromanyotherrequests for informationand,in particular, shouldin no waybelinkedorassociated withanyappraisal or performancereviewofbarristers/membersof staff.
6.5Thequestionnaireprovidedtoindividuals mustclearlystatethat theprovision of Diversity Data isvoluntary. To thiseffect,each questionmust includetheoptionfortheindividual to indicatethattheywould‘prefernotto say’ if theydo notwish toanswer.
6.6Inordertohighlighttheprovisionof consent, when collectingDiversityDataelectronically chambersshouldconsiderrequiringan individual toticka boxonthefirstpage of theonline processwhichoperatesasanindicationthattheindividual recognises that, bycontinuingwith the questionnaire,theyareconsentingto theuseof their DiversityDataforthepurposes described. Onthe pagewherethetickboxis provided, theremustbea clear and comprehensiveexplanationof thepurposesfor whichthedatawillbeused andtheconsent wordingshouldmakereferencetothis.Failuretoticktheboxandthusnotprovideconsent shouldstoptheindividual continuingwith theonlineprocess andpreventthemfrom completingthe Diversity Data questionnaire. Individuals shouldbeabletoretainacopyof the notificationandconsentwording, forexamplethroughaprint outoftheelectronic form.
6.7If collectingDiversityDataelectronically, chambersmaywishtouseonlinetoolssuchas Survey Monkey( questionnaire. However,thesemaynotbeappropriatefor all chambers anddonotguarantee compliancebychamberswith their legal andregulatoryrequirements,forwhichtheyremain fullyresponsible. Chambers shouldcarryouttheirownchecksbeforeusingsuchonlinetools to ensurethattheyaresuitable, havingregardto theirindividual circumstances.
6.8If collectingDiversityDatamanually, inhardcopy, chambersshoulduseseparate documents for thenotificationandconsentformandthequestionnaireitself.Thenotificationand consentformshouldincludea tickboxwhichtheindividual musttickinorderforthe responses collectedthroughthequestionnairetobevalid.Thenotificationmustclearlystate that theindividual musttickthe boxinorderfortheirconsent tobegiven forthecollection anduse oftheirDiversity Data. Moreover,theymust beinformedthat ifthe boxisnotticked, then their responsesareinvalid.
If the boxis notticked, thequestionnaire(if completed) mustbepromptlydeleted/destroyed inasecuremanner. Individuals shouldbeabletoretainacopyof thenotificationandconsent wording.
6.9TheBar Standards Boardhas produceda sample notificationandconsent form whichis included inAnnexBto thisguidance. However,useofthesampleforms doesnotguarantee compliancebychamberswith their legal andregulatoryrequirements,forwhichtheyremain
fullyresponsible. Chambers’ shouldreviewand amend thesample formsto ensurethatthey
are suitable,havingregardto their individual circumstances.
6.10 All membersoftheworkforcemustalsobeinformed if theDiversityData Officerconsiders that thereis ariskthat publicationofthe anonymiseddata couldlead toidentificationof diversitycharacteristicsinconnectionwith an individual, inorderthatconsent topublication is given inthe knowledge of thatrisk. Thisriskmaybeevidentatthetimethedata is collected,orthereafter, but mustbenotifiedtomembers oftheworkforcepriorto publicationinorderthatconsentis providedordeclined to publicationaccordingly.
7.Securityof DiversityData
7.1ThechambersmustimplementappropriatesystemsandmeasurestoprotectDiversityData againstunauthorisedorunlawful accessanduse ofthe DiversityData, andagainstaccidental lossor destructionof,or damageto, theDiversityData.
7.2InensuringDiversityData (whethercontainingpersonal dataor anonymised) iskept securely, the chambersshould, asaminimum:
a. Takephysicalmeasurestoprotecthardcopiesfromunauthorisedaccessordamage including, for example, keepingthedata in asecurelockeddraweror box;
b. Haveaccesscontrols so that only thosepersonswhoserolerequiresthemtoaccess the DiversityDataareabletoaccess it(forexample, anyITspecialistsassistingwith anonymisation);
c. Encrypt removablemediaonwhichthe dataisstored, includingtapes,disks, removable harddrives,CDsandDVDs;and
d. Includeconfidentialityprovisions in anyoutsourcingarrangementwithathirdpartywho mayprocesstheDiversityDataonbehalfofthe chambers.
7.3The DiversityDataOfficershall beresponsible for establishingsecureelectronic andphysical barriers to the DiversityData. Onlythosepersonswhosebusiness role requires them tohave accessshouldhaveaccessandall suchpersonnel, includingthe DiversityDataOfficer,mustbe informed abouttheconfidentialityoftheDiversityDataand, wherenecessary, receive appropriatetrainingabout howtousethe Diversity Data.
7.4Intheeventofaccidentalor unlawful destruction,loss, alteration, disclosureof,or access to, the DiversityDatawhichislikelytoadverselyaffecttheprivacyof individuals,theDiversity DataOfficermustinvestigate theincident andtakeactiontomitigatethe consequencessuch as seekingtorecovertheaffected data,rectifyingthecircumstancesthat led totheincident andputtingin placemeasuresto ensurethatsuchan incident isnotrepeated.Inparticular, the DiversityDataOfficermustpromptlynotify:
a. the InformationCommissioner's Office;and
b. wherethe InformationCommissioner's Officesoadvises,theindividualslikelytobe affected.
8.Anonymisation,retentionanddestruction of DiversityData
8.1ChambersmustanonymiseDiversityData as soonas reasonablypracticable inordertoensure that individualmembersoftheworkforcecannotbeidentified inconnectionwiththeir diversitycharacteristics.Chambersshouldtakeareasonable andproportionateapproachto anonymisation, andshouldhavedueregardtogoodpracticesetoutin guidancesuchasthat produced bytheOfficeforNational Statistics[(such asStatistical DisclosureControl)] andthe InformationCommissioner's Office[(includinganyAnonymisationCodeofPractice)].
8.2Chambersshall beentitledtoretainanonymised dataindefinitelyandmustdosofor atleast
12(twelve) months afterpublishingthedata inorderthat copiesmaybeprovidedtothe Bar Standards Boardonrequest,forexamplewheretheBar Standards Boardqueriesany summariesproduced bychambers.Fortheavoidanceof doubt,theBar Standards Boardwill notinanycircumstancesseekaccess tounanonymisedDiversityData.
8.3Individuals shouldbeinformedthat theyhavearightto objectto thecollectionanduse of their DiversityDataatanytime,even iftheyhaveconsentedonapreviousoccasion, andto withdraw consent previouslygiven, atany time. Intheeventthat an individualwithdraws
theirconsenttotheuseoftheir DiversityDataorobjectsto theuseoftheirDiversityData,the
chambersisrequiredpromptlytodeleteordestroyany DiversityDatawhichincludesthe personal data ofthatindividual andtoinform theindividual accordingly(andwithinatleast 21 (twenty-one)daysof receivingnotificationfromtheindividual oftheobjectionorwithdrawal of consent).
8.4On receiptof awithdrawalof consentorobjectionandwheretheanonymiseddata has alreadybeen publishedin summaryform, thereisnorequirement toextractthatindividual's personal data fromthepublishedsummaryunlesstheindividual alleges thatcontinued
publicationoftheanonymised data iscausing or is likelytocausethemorsomeoneelse substantialdamageor distress. Insuchcircumstances,theDiversityData Officer shall promptlyexaminewhetherthepublication of theanonymised dataidentifiestheindividual in ordertodeterminewhether thecontinued publicationofthe dataisjustified.This determinationshouldinclude,forinstance, whether substantialdamageor distressisor is likelytobecaused andif sowhether this isunwarranted.Shouldthepublicationbedeemed unjustified, theDiversity Data Officermustensurethat theanonymised dataisremovedfrom publicationuntil,asfar as reasonablypossible, theindividual's personaldata isextracted. Once theindividual's personal data has been extractedandsecurelydestroyed, the anonymised datashall be re-publishedin summaryform.TheDiversity DataOfficermust respondtothe individual explainingthedecisionthatthe chambershasreachedandany actiontaken,withinatleast21 (twenty-one)daysof receivingtheallegationfrom the individual.
9.Publicationand SharingofAnonymousData
9.1Chambersmustpublish a summaryofthe anonymiseddata ontheirwebsiteor,if theydonot haveawebsite,makesuchinformationavailable to thepublic onrequestby31stDecember
2012inthe firstinstanceandthereafterevery three years.Wherechambersdo nothavea website, chambersshouldusereasonable andproportionatemeanstonotify thepublicthat anymemberof thepubliccanrequestandreceiveacopy ofthesummarisedanonymised data fromthechambers,inelectronicor hardcopyform, as appropriate.
9.2When publishingthesummaryoftheanonymous data,chambersshouldnotinclude Diversity Data relatingtothe diversitycharacteristicsof sexualorientation,religionorbelief unless thereisconsentto this from themembersoftheworkforce.
9.3Thesummaryof anonymised datashouldincludea breakdownof each diversitycharacteristic byjobstatusandrole,inamannerwhichreflectsseniority:For example, chambers’ should publish summarydatafrombarristermembersin categoriesrepresentingQueen’s Counsel, junior tenants andpupils, andfromnon-barristermembersincategories representing directors andgeneralmanagers,senior andjunior clerksand otheradministrativestaff.
9.4Notwithstandingeffortsmadetoanonymisedata, rarecombinationsof characteristicswill generallylead to theidentificationof individuals.Thesummaryof anonymous data mustnot includeanyanalysis thatlinksresponsesagainstdifferent diversitycharacteristicsor individuals.For instance,theanalysisshouldnotindicate thatthereare11(eleven)female barristersofwhich1(one)considersthemselves tobedisabled.
9.5Intheeventthatthereisareal riskthatthepublicationof thesummaryof anonymousdata wouldresultintheidentificationof an individual inrespectofoneormoreoftheir diversity characteristics,chambersarenotrequiredtopublish thatpartof theinformationin the summaryof anonymiseddata ontheirwebsiteor tomakesuchinformationavailable tothe public onrequest,unless theindividuals whohaveprovidedtheinformationhavebeen notifiedthat publicationmayresultintheidentificationof an individual,andconsent tosuch publicationin such circumstancesisprovided byeach.TheDiversityDataOfficerwillneedto makea judgmentonreasonable grounds astowhether, in thegivencircumstances, thereisa real riskofthis.
9.6However, asageneralrulethe riskof identificationisconsideredlikelytooccurwherethe numberof individuals identified withanyparticular characteristicwithinanycategoryisfewer than10(ten),4for examplewhere4(four)juniortenantsidentifythemselves as disabled.In thosecircumstances, publicationmustnotoccur unless fullandfreeconsenttosuch publication, in theknowledge ofthat risk,has beenobtained.Whilsttheremaybe circumstanceswherethe individuals concernedareall willingtoconsenttosuchpublication, thereshouldneverbeany questionwhatsoeverof anypressureonthemtodoso.
9.7Datacanbepublishedusingeitherpercentagesor numbersandcanbepresentedin graphor tableformat. Datamaybepresentedas is setoutatfigs.1and2below. Numbers fewerthan
10ina given categorycanberepresented usinganasteriskor arange(forexample, 10).
Fig1.
100%
80%
60%
40%
20%
0%
PupillageGender
MenWomenMissingData
PupillageGender
4 The approach of notrequiringpublicationofdiversity data where those ina particulargroup are fewer than10derivesfromand is supportedbygovernmentguidanceon the approachto betakenby publicbodies inpublishingtheir own diversity data:
Fig2.
MissingData,
11.5%
Men,40.0%
Women,48.5%
Annex A: Sample DataDiversityPolicy
This is theDataDiversityPolicyfor[Name]whichisestablished inaccordancewith[paragraphs
408.2(k) –(u)of]the BarStandardBoardCode.Thispolicyis effectiveasof[insertdate].
(1)Thenameof theregistereddata controllerfor[Name]is [insertname]andthe data controller's registrationnumberontheDataProtectionregisteris[insertnumber].
(2)Thenameof theDiversityDataOfficeris[insertname]. (3)CollectionofDiversityData
Membersofchambers' workforceare tobegiventheopportunitytoprovidetheir Diversity
Dataforcollectionin accordancewiththe requirements setoutinthe Codeof Conductfor the Bar.TheDiversityDataOfficershall be responsibleforarrangingandsupervisingthe collectionofDiversityData.
(4)WhyDiversityData iscollected
Individuals havetheopportunitytoprovidetheirDiversityDatain orderfor[Name] topublish ananonymous summaryoftheDiversityData.This provides transparencyconcerning recruitingand employmentactivitiesandaims to encourageanindependent,strong, diverse andeffectivelegal profession.
Pleasenote thatyouare not requiredtoprovideyourDiversityData.Youare freetochoose whetherornotyou wishtoprovideall,some ornone of yourDiversityData.
(5)HowDiversityData is collected
Diversity Datawillbecollectedthrough[insertdetails i.e.completinganonline form/surveyor completinga hardcopy formplusdetailsof howthe individual returnsthe completed formto the DiversityData Officerifrelevant].
Youwillbeprovided withacopy ofthe[online] form[byemail],togetherwith a copyconsent formwhichyoumustcompleteifyouwishtoprovideyourDiversityData.You will be notified of thedeadlineforcompletingtheforms,whichwillbenolessthan7days fromthe dateof notification.
(6)KeepingDiversityDatasecure
All DiversityDatathat iscollected fromindividualswillbekeptsecurely.[Name] shall putthe followingsecuritymeasures in placetoprotectDiversityData:
[Setoutthemeasuresthatwillbe usedtoprotecttheDiversityData againstunlawful and unauthorised disclosure or accessandtheway inwhichitwillbedeleted]
[Name]willnotshareDiversityDatawith any thirdparties,saveassetoutinparagraph4 above.
Shouldyouaccessor disclose DiversityDataaccidentally orintentionallywhenyouarenot authorisedtodoso,youmustnotify the DiversityData Officerimmediately.Failuretodoso mayamounttomisconductandresultin disciplinary proceedings before[Name]orthe Bar Standards Board.
(7)AnonymisingDiversityData
[Name]is requiredtoanonymiseDiversity Databeforepublishingitinsummaryform.Wewill securelyanonymiseDiversityDatathrough[insertdetailsof how anonymisationisachieved andcategoriesagainstwhichdata will be summarised].
(8)Publicationoftheanonymised summaryofDiversityData
[Name]is requiredtopublish DiversityData inananonymised summaryformatwithinthe three(3) month periodfollowingthedatefor collectionspecified bythe BarStandards Board. Thesummarywillbreakdown theinformationin away whichcategorises each diversity characteristicagainstjobstatus androle,inamannerwhichreflectssenioritywithin[Name]. Thesummarywillbe[setoutwhetherthe summarywith be publishedonline if the chambers hasawebsiteor madeavailable onrequestwherethechambersdoesnot haveawebsite].
DiversityDatarelatingtosexual orientationandreligionorbeliefwill notbeincluded inthe anonymised summaryformatfor publication.
Wheretherearefewerthan10(ten)individuals withineachpublishedcategorywhoidentify throughthequestionnairewith thesamediversitycharacteristic(forexample,4(four) individuals with ajobrole atthesamelevelofseniorityidentify themselvesasdisabled), [Name]shall notpublish theanonymous data relatingto thoseindividuals andthatdiversity characteristicunlesstheindividuals concernedhaveeachconsentedtosuchpublication, in the knowledgethatthey maybeidentified againstthatcharacteristic.
[Since [Name] currentlyhasfewer than10(ten)individuals in [the workforce/the jobrole of [nameof role(s)]], individuals [inthoseroles]shouldbe awarethatby providingtheir Diversity Data itmay be possible forathirdparty to identify themeventhoughtheDiversity Data is anonymised.]
(9)DestructionofDiversityData
[Name]shall securelydestroytheDiversityDatacollectedpromptlyafterthe DiversityData has been anonymised andin anyeventwithin3(three)months followingthedatefor collectionspecifiedbytheBar Standards Board(usuallythedate youreceivenotification underparagraph(5)above). Securedestructionmeans thatasfar aspossibleweshall not holdtheDiversityData inany way whereitis possibletoidentifyan individual.Inpractice [insertdetailsof howsecure destructionwill be achieved].
Anonymised datawill bekeptfor12monthsbeforebeingdestroyed as above. (10)Questionsor complaints
Individuals havearighttowithdrawtheir consentorobject to theuseoftheirDiversityData atanytime.
Where your data hasalreadyprovided andyouwish to withdrawyourconsent toitsuse, pleasenotifytheDiversityData inwriting[insertcontactdetails].He/shewill promptlyto deleteor destroyanyDiversityDatawhichincludesyour personal dataandwillconfirmtoyou that this stephasbeentaken within21daysof receivingnotificationfromyou.
Wherethe anonymised data has beenpublished insummaryform,theDiversityDataOfficer willnotextract your personal data fromthepublishedsummaryunlessyouhavereasonto believethatcontinued publicationofthe anonymiseddata iscausingor islikelytocauseyou or someoneelsesubstantial damageor distress.Insuch circumstances, theDiversityData Officerwillconsiderthe reasonsyouhaveputforwardandshall respondwithin21days from the dateyounotifyhim/her ofyourbelieftolet you knowwhetherhe/she hasdetermined that thecontinued publicationofthedatais justified and, if not,toconfirmtheactiontaken to extractyour datafromthepublishedsummaryandtodeleteor destroyanycopies.
Shouldyouhaveanyquestionsor complaintsaboutthis DiversityDataPolicy, pleasecontact the DiversityDataOfficer on[insertcontactdetails].
Annex B: SampleNotificationandConsentFormforDiversityData
[Name]is requiredbytheBar Standards Boardtogiveyoutheopportunitytosubmit diversitydata so that,asfurther describedbelowandin theDiversity DataPolicy,suchdatamaybepublishedin anonymised summaryform.This requirementisinordertoprovidetransparencyconcerning recruitingand employmentactivitiesandaims to encourageanindependent,strong, diverseand effectivelegal profession.Your diversitydatawill be processed bytheDiversityDataOfficer(andby other partiesunderhis/herdirection)inordertofulfiltherequirementssetdownbytheBar Standards Board.
Diversitydata is consideredtobeinformationrelatingto the followingcharacteristics:age,gender, disability, ethnic group, religionorbelief,sexualorientation, socio-economicbackgroundandcaring responsibilities. Youmay submit this diversitydatathroughthequestionnaire[attached orinsert link]. Youareundernoobligationtoprovidediversitydata andif yousubmit diversitydata, youdo sovoluntarily. Pleasereadthisnotificationbeforeyouconsenttothesubmission of yourdiversity data.
Apart fromdata relatingtoreligionor beliefandsexual orientation,whichwillnotbepublished unlessthereis consentfromallmembersof theworkforce,anydiversitydatathatyousubmitwillbe processed for thepurposesof publishingan anonymous summary[on[Name] website or made available onrequesttomembersof thepublic inelectronicorhardcopy form].Diversitydatayou submit relatingtoreligionorbeliefandsexual orientationwillbeanonymisedandheldby[Name]
for12 months butnotpublished.Theanonymous summarywillcategoriseeachdiversity characteristicagainstjobstatus androle,inamannerwhichreflectssenioritywithin[Name]
Pleasetickthis boxtoconfirm thatyouexplicitlyconsent toprovidingthedata andtheprocessingof your diversitydataas described inthis noticeandconsent form[ ].
If thereare fewer than10individuals inchambers/a category/name/jobrole(s),itmaybepossible for athirdparty toidentifyindividuals when anonymous data is published.
If youexplicitlyconsenttothe publicationofyour diversitydata in anonymous form even ifthereare fewerthan 10individualsidentified againstoneormore ofthe characteristics,pleasetickthis boxto confirm this [ ].Youareundernoobligationtogivethis consent.
If youwouldlikefurther informationaboutthecollectionanduseof diversitydata, pleaserefer to our DiversityDataPolicyavailable here[insertlinkorsimilar].Youhavearighttoobjecttothe use of your diversitydata atany time,orwithdrawyour consenttoitsuse,bycontactingtheDiversity DataOfficerat[insertdetails].
Annex C:ModelDiversityDataQuestionnaire
Pleaseanswereach questionin turnbychoosingoneoptiononly, unlessotherwiseindicated.If you donotwishtoanswerthequestion pleasechoosetheoption “Prefer notto say‟ratherthanleaving the questionblank.
About you
If youare anauthorised person5for thepurposesof theLegal ServicesAct2007(i.e. youholda practisingcertificateissuedbyoneof the approved regulators), pleaseindicate your professional qualification(s)androle(tickall thatapplyifyouaredual qualifiedandhaveacurrentpractising
certificatefrommorethanoneapproved regulator):
Barrister / QC
Tenant/Member
Other(inclPupil)
If youdonotfallintoany of thecategories listedabove,pleaseindicatewhichofthe following
categoriesbestfitsyour role:
Anyother feeearningrole(e.g. traineesolicitor, legalexecutive(notFellow),
paralegal)
Anyroledirectlysupportingafeeearner(e.g. legalsecretary, administrator,
barristersclerk,practice manager,legal assistant,paralegal)
A managerialrole(e.g.Director/non-lawyerPartner/ChiefExecutive/
5 The definition of an“authorisedperson‟isset out inthe LegalServicesAct2007,Section18(1).For the purposes of thisAct“authorised person”, in relationto anactivity (“therelevant activity”)whichsa reserved legal activity, means– (a)a personwho isauthorised to carry on the relevant activity bya relevant approvedregulatorin relationto the relevant activity (otherthanbyvirtueofa licence under Part5),or (b)a licensablebodywhich,by virtueof suchalicence,isauthorised to carry onthe relevant activitybya licensingauthority
in relation tothereservedlegal activity.
PracticeDirectororsimilar,Head ofLegalPractice(HoLP)/Headof FinanceAdministration(HoFA)or similar)
AnIT/HR/other corporate servicesrole
Prefer nottosay
Your roleinyour organisation
Pleasenotethat thisquestionappliesto self-employedaswellasemployed persons.
(a)Do youhavea shareintheownershipofyour organisation(e.g. equitypartner,shareholder)?
Yes
No
Prefer nottosay
(b)Do youhaveresponsibilityfor supervisingormanagingtheworkoflawyersorother employees?
Yes
No
Prefernottosay
Age
Fromthelistof agebandsbelow,pleaseindicatethecategorythat includesyourcurrentagein years:
16–24
25–34
35–44
45–54
55–64
65+
Prefer nottosay
Gender
What isyourgender?
Male
Female
Prefer nottosay
Disability
TheEqualityAct2010generallydefinesadisabled personassomeonewhohas amentalorphysical impairmentthat has asubstantialandlong-termadverseeffecton theperson’sabilitytocarryout normalday-to-dayactivities.
(a)Do youconsideryourself tohavea disabilityaccordingto the definitionin theEqualityAct?
Yes
No
Prefer nottosay
(b)Areyour day-to-dayactivitieslimitedbecauseof ahealth problemor disabilitywhichhas
lasted,or isexpectedtolast,atleast12months?
Yes, limited a lot
Yes, limited a little
No
Prefer nottosay
Ethnic Group
What isyourethnic group? Asian/AsianBritish
Bangladeshi
Chinese
Indian
Pakistani
Anyother Asianbackground (writein)
Black/African/Caribbean/BlackBritish
African
Caribbean
Anyother Black/Caribbean/BlackBritish (writein)
White
British /English /Welsh/NorthernIrish/Scottish
Irish
Gypsyor IrishTraveller
AnyotherWhitebackground(writein)
Otherethnic group
Arab
Anyother ethnic group(writein)
Prefer nottosay
Prefer nottosay
Religion orbelief
What isyourreligionorbelief?
Noreligionorbelief
Buddhist
Christian(all denominations)
Hindu
Jewish
Muslim
Sikh
Anyother religion(writein)
Prefer nottosay
Sexualorientation