Purpose of this notice
This notice explains how we use any personal information we may collect and is designed to help you understand what kind of information we collect in connection with our services and how we will process and use this information. In the course of providing you with our services we will collect and process information that is commonly known as personal data.
This notice describes how we collect, use, share, retain and safeguard personal data.
This notice also sets out your individual rights, we explain these later in the notice but in summary these rights include your right to know what data is held about you, how this data is processed and how you can place restrictions on the use of your data.
What is personal data?
Personal data is information relating to an identified or identifiable natural person. Examples include an individual’s name, age, address, date of birth, gender and contact details.
Personal data may contain information which is known as special categories of personal data. This may be information relating to an individual’s health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic and biometric data, or data relating to sexual orientation.
Personal data may also contain data relating to criminal convictions and offences.
For the purposes of safeguarding and processing criminal conviction and offence data responsibly, this data is treated in the same manner as special categories of personal data, where we are legally required to comply with specific data processing requirements.
What information do we collect about you?
As a provider of outreach/respite services, we will collect the following categories of personal data:
- personal data such as an individual’s name, address, date of birth, gender and contact details
- special categories of personal data such as data relating to medical health to help identify vulnerable individuals needs or where you or others inform us of a medical condition
- financial details (Direct Payments/PIP etc.)
Where we collect special categories of personal data we will obtain your/or your appointed representative’s explicit consent in order to collect and process this information.
When will we collect personal data?
We collect information about you when you engage us for outreach /respite services. This information will relate to your personal circumstances. It will also include special categories of personal data such as data about your health, where this is necessary for the provision of our services.
We may also collect information when you voluntarily complete client surveys or provide feedback to us and when you request information about our services.
Depending on the services being provided, we will need to collect personal data relating to others such as close family members. Where disclosure of personal data of others, for contact purposes, consent for this must be obtained. We can provide a copy of this privacy notice.
You may provide us with personal data when signing up to our services, through application forms, when completing contact forms, when you contact us via the telephone, when writing to us directly or where we complete forms in conjunction with you.
We will collect electronic personal data when you first visit our website where we will place a small text file that is commonly known as a cookie on your computer. Cookies are used to identify visitors and to simplify accessibility, and to monitor visitor behaviour when viewing website content, navigating our website and when using features. We will also collect your unique online electronic identifier; this is commonly known as an IP address.
We may record your communications with us when contacting the office.
Where we collect data directly from you, we are considered to be the controller of that data i.e. we are the data controller. We do not use third parties to process your data.
A data ‘controller’ means the individual or organisation which, alone or jointly with others, determines the purposes and means of the processing of personal data.
A data ‘processor’ means the individual or organisation which processes personal data on behalf of the controller.
How will we use your personal data?
The primary legal basis that we intend to use for the processing of your data is for the performance of our contract with you. The information that we collect about you is essential for us to be able to carry out the services that you require from us effectively.
We will also use your personal data to administer our business and to provide you with information on our services that we feel may be of interest to you. You can opt-out from receiving marketing related information by emailing email@example.com, or by post to Renness Support Service, Newhampton Arts Centre, Office 3, Dunkley Street, Wolverhampton WV1 4AN
If you object to the collection, sharing and use of your personal data we may be unable to provide you with our services.
Who might we share your information with?
In order to deliver our services to you effectively we either get referrals from Social Services or directly between Renness Support Service and yourself. Third parties we might share your information with: –
- Your Social Worker/Social Services
- Medical professionals in case of an emergency
- Your information might be shared internally with staff who need access to the data necessary to perform their roles.
We do not use your personal data for any other purpose than for what has been agreed with us.
How long do we keep hold of your information?
During the course of our relationship with you we’ll retain personal data which is necessary to provide services to you. We’ll take all reasonable steps to keep your personal data up to date throughout our relationship.
You have the right to request deletion of your personal data. We’ll comply with this request, subject to the restrictions of our regulatory obligations and legitimate interests.
All personal data is deleted or securely destroyed when it is no longer required for the purpose it was originally obtained.
How do we keep your data secure?
We will take all appropriate technical and organisational steps to protect the confidentiality, integrity, availability and authenticity of your data, including when sharing your data within authorised third parties.
Automated Decision Making
Renness Support Service does not use automated decision making in the provision of its services.
Your rights as a Data Subject
Individuals are provided with legal rights governing the use of their personal data. These grant individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing. Individuals can also request the deletion of their personal data.
These rights are known as ‘individual rights’ under the Data Protection Act 2018. The following list details these rights:
- the right to be informedabout the personal data being processed
- the right of accessto your personal data
- the right to objectto the processing of your personal data
- the right to restrictthe processing of your personal data
- the right to rectificationof your personal data
- the right to erasureof your personal data
- the right to data portability(to receive an electronic copy of your personal data)
- rights relating to automated decision making including profiling
You can exercise your Rights at any time. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee.
In exercising your Rights, you should understand that in some situations we may unable to fully meet your request, for example if you make a request for us to delete all your personal data, we may be required to retain some for regulatory and/or other statutory purposes.
You should understand that when exercising your rights, a substantial public or vital interest may take precedent over any request you make. Where these interests apply, we are required by law to grant access to this data for law enforcement, legal and/or health related matters.
We would like to send you information about our services, if you’ve agreed to receive marketing information, you may opt out at a later date.
You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please contact us by email at firstname.lastname@example.org or by post to Renness Support Service, Newhampton Arts Centre, Office 3, Dunkley Street, Wolverhampton WV1 4AN.
This does not include information that we send to you as part of our initial or ongoing service.
For further information visit www.allaboutcookies.org
You can set your browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
If you enter your personal information, the information you have provided will only be stored by us if you give us your consent to do so. If you provide your consent, we will send you information about services that may be of interest to you. You can opt out of these communications at any time.
What can you do if you are unhappy with how your personal data is processed?
In the instance please contact our data privacy representative if you are unhappy with any aspect of the processing of your data.
You also have a right to lodge a complaint with the supervisory authority for data protection. In the United Kingdom this is:
Information Commissioner’s Office
0303 123 1113 (local rate)