Effective 11th May 2018
Our Privacy Notice covers:
- What kinds of information we collect
- Why we collect it
- Legal grounds
- How we store it
- How you can manage your information
- Young and/or vulnerable people
- What information we share
- Changes in our Privacy Notice
Brent Carers Centre promises to respect and protect the personal information (or data) you or your family have provided us with or that we get from other organisations and to keep it safe. We will manage this data effectively and securely so that we can deliver better services to and for you, including our fundraising activities.
We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information. We will also outline:
- how we will use, share, and store it:
- what your rights are, and
- how you can contact us to manage, edit or delete this information.
If you need to contact us, regarding your personal data or information, or for any other issue, please write for the attend of: The Data Protection Officer, Brent Carers Centre, Willesden Medical Centre, 144-150 High Road, London NW10 2PT, call 020 3802 7070 or email: firstname.lastname@example.org
What kinds of information do we collect?
Brent Carers Centre may collect different types of personal data directly from or about you depending on the activities or services we are offering and that you are taking part in or using. This can include your name, address, telephone number, email, date of birth, data relating to your personal and caring situations, religion, medical data (if pertinent to the activities or services), and some financial data if you are receiving benefits advice/support or assistance to obtain a grant from or via us or if you are giving us a donation. You may provide us with any or all of this data online, in a meeting; at an event, on paper or over the phone; through a donation form, a sign up form (if requesting information or asking to be put on a mailing list), or by registering for and/or attending one of our events.
If you are accessing our webpages we may also receive some analytical data from our Internet and webpage service providers. This is anonymous data such as IP addresses, pages visited and time spent on the website. If you are using Brent Carers Centre secure online donation pages you are routed through to our online donations service provider and the data you give (such as your credit card, bank and/or contact details) is supplied to us so that the transaction can take place.
In some cases, anonymous internet and website data is collected using cookies. Cookies are small pieces of data sent by a web server to collect data from a web browser. It also allows a website to recognise a user and their setting preferences the next time they visit the website and may allow some features to load more quickly. Most browsers will allow you to turn off or manage cookies. Please note that turning off or refusing to allow cookies for the Brent Carers Centre websites can restrict your use of the websites.
We may also receive some information about you from other organisations, for example Referrals from a third party to access our support services. We will check that your consent has been obtained to share your information with us, and we will obtain consent directly from you before we proceed any further. Consent will usually be obtained in writing and on some occasions verbally.
Why do we collect this information and how will we use it?
We collect this data so that we can carry out our work and develop a better understanding of the people we support and who support us. It allows us to make better decisions, provide better communications about our services, current and future activities which may be of interest to you, fundraise more effectively and efficiently, and our awareness, policy and fundraising campaigns.
Data collected from surveys and research that you may have taken part in helps us to improve our services, activities and resources for unpaid carers and provides evidence to support our awareness and lobbying campaigns. Unless you have given us clear permission otherwise, this is presented as anonymous or collective data. Some types of information or data are considered ‘sensitive’ under data protection regulations. This includes information like health/medical data, race, religious beliefs and political opinions. We will only collect this data if it is necessary for the service or activity you are taking part in or using and you give us your permission to hold this data in our database.
We will use the data you provide to us to respond to your needs for support requested or to process your donations. We may use data that we hold about you, gathered through our relationship with you, to contact you with communications and marketing by post, phone or email about awareness, policy and fundraising campaigns. It may be used to personalise our contact with you or the activities or services you are taking part in. It will also be used to administer our records.
Legal grounds and Legitimate Interest
When we collect and use your personal information, we will make sure this is only done in accordance with at least one of the legal grounds available to us under Data Protection law.
One of these is where we have obtained your consent to use your information for a previously notified purpose, such as to send you email/text marketing or to provide you with a product, service or information at your request.
Another is where we have a legal obligation to use or disclose information about you – for instance, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes.
Another is where we have an obligation to hold data for the necessary performance of a contract or for the purpose of fulfilling our responsibilities in relation to staff and volunteers.
In certain instances, we may collect and use personal information where this is necessary in our legitimate interest as a charity, this includes being able to:
Send direct marketing material to supporters by post or contacting them by telephone for fundraising purposes;
Conduct research to better understand the issues carers face, the priority needs of carers and any gaps in local services; also who our supporters are and better target our fundraising activity.
monitor who we deal with to protect our charity against fraud, money laundering and other risks;
maintain and administer our carer and donor database and systems.
In all cases, we balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Notice and that does not intrude on your privacy or previously expressed communication preferences.
Where we process sensitive personal data (as mentioned above), we will make sure that we only do so in accordance with one of the additional lawful grounds for processing such as where we have your explicit consent or you have made that information manifestly public. When we do this, we will tell you what sensitive personal data we are collecting and why.
We want to ensure you receive the level of information about Brent Carers Centre that is right for you.
If you actively provide your consent to us along with your email address and/or mobile phone number, we may contact you for marketing purposes by email or text message. By subscribing to Brent Carers Centre emails or opting in to email communication from Brent Carers Centre, you grant us the right to use the email for email marketing purposes. We would usually send you our monthly E-Newsletter, quarterly newsletter and reminders or information on events and activities taking place that you may wish to attend. Your details will not be shared with any external organisations.
If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work if you have consented to receive such communications. We would usually send our Quarterly newsletter.
If you have registered with us or made contact with us any time before May 2018, and not opted out of communication from us, we may still contact you by post, see ‘Legal Grounds and Legitimate Interests’ (above).
It is always your choice as to whether you want to receive our support services, information about our work and future activities, how we raise funds and the ways you can get involved. You will be asked what your communication preferences are when you first make contact with us. You can also change and update your communication preferences at any time.
You can opt-out of our email communications at any time by clicking the ‘unsubscribe’ link at the end of our marketing emails or sending us an “opt-out” text message, following the instructions we provide you in our initial text.
You can also change any of your contact preferences at any time (including telling us that you don’t want us to contact you by telephone, or by post) by contacting us 020 3802 7070 or by email: email@example.com.
How do we store and dispose of this information and for how long do we keep it?
Brent Carers Centre takes appropriate actions to make sure that the data we hold about you, whether that is on paper or electronically in a computer file or database, is stored securely with robust physical, electronic and managerial procedures to safeguard and secure data collected at all times. We will only hold this data for as long as it is necessary for the purposes for which it is provided to us. We will dispose of unnecessary personal data using secure deletion methods (electronic) or shredding. We will contact you periodically to confirm that the data we hold about you is accurate and up-to-date and that we may continue to contact you. We will then update our records accordingly.
How can I manage or delete the information you have about me?
Your rights regarding the data we hold and collect about you are outlined in the data protection policies and legislation of the United Kingdom and, from 25 May 2018, the European Union. These include: the right to access, edit and update, request the deletion of, and restrict the processing of your personal information, the right to object to the collection of your personal data and the right to lodge a complaint with a supervisory authority about your personal information.
If you would like to find out what personal information/data we hold about you, delete any of this data, (e.g. remove your name from any of our mailing lists), or update your communication preferences please contact us on by contacting us 020 3802 7070 or by email: firstname.lastname@example.org.
If you have any questions or comments about this Privacy Notice or any of the policies mentioned in this Notice, please contact our The Data Protection Officer, Brent Carers Centre, Willesden Medical Centre, 144-150 High Road, London NW10 2PT, call 020 3802 7070 or email: email@example.com
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office (ICO). You can contact the ICO on 0303 123 1113, at firstname.lastname@example.org or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Privacy and young and/or vulnerable people
What information do we share and with whom?
We will never sell your data to other organisations for their own marketing purposes. If we have your consent we may share your data with partners who, with Brent Carers Centre, are jointly delivering an activity or service. This could include sharing data with a third party organisation who provide a service to us and are acting on our behalf such as an external mailing house who mails out our Newsletter. We will undertake due diligence on these organisations and will require them to comply strictly with our instructions and data protection policies and legislation. We regularly monitor all our data processors.
We may also share your data in the following circumstances:
Where we must comply with laws such as those for national security, taxation, or criminal investigations.
Where we must undertake due diligence, to be sure we are not being used as a channel for criminal activities.