Privacy Policy

Carers Northumberland

Privacy Notice

 

Introduction 

We, Carers Northumberland are the ‘controllers’ of the information which we collect about you (‘personal data’). Being controllers of your personal data, we are responsible for how your data is processed. The word ‘process’ covers most things that can be done with personal data, including collection, storage, use and destruction of that data. 

This notice explains why and how we process your data, and explains the rights you have around your data, including the right to access it, and to object to the way it is processed. Please see the section on ‘Your rights as a data subject’ for more information. 

We are a Charity and our contact details are:

Address: 

107-109 Station Road,   Ashington, Northumberland, NE63 8RS

Email:

info@carersnorthumberland.org.uk

Telephone number:

01670 320025

The person responsible for data protection is Debra Blakey (CEO) who you can contact at 107-109 Station Road, Ashington, NE63 8RS, if you have any queries about this notice or anything related to data protection.

Personal data 

‘Personal data’ is any information that relates to a living, identifiable person. This data can include your name, contact details, and other information we gather as part of our relationship with you.

It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation. The collection and use of these types of data is subject to strict controls. Similarly, information about criminal convictions and offences is also limited in the way it can be processed.

We are committed to protecting your personal data, whether it is ‘special categories’ or not, and we only process data if we need to for a specific purpose, as explained below.

We collect your personal data mostly through our contact with you, and the data is usually provided by you, but in some instances we may receive data about you from other people/organisations. We will explain when this might happen in this Notice.

Your data and how and why we process it

In general terms, we process your data in order to manage our relationship with you. The table below lists more specific purposes for processing your data, and the legal basis for each type of processing.

Data processing 

Legal basis for processing

1. Supporting   Carers e.g., delivering our newsletter, advertising groups and events,   support carers through advice, information and one to one support. 

Article 6(1) of the GDPR sets out the conditions the must be met for   the processing of personal data to be lawful. They are:

(a) the data subject has given consent   to the processing of their personal data for one or more specific purposes

2. Administering Carer   Support Funds to provide benefit to carers. Supporting carers to access funds from third parties (e.g., Carers   Trust; Turn2Us).

Article 6(1) of the GDPR sets out the conditions the must be met for   the processing of personal data to be lawful. They are:

(a) the data subject has given consent   to the processing of their personal data for one or more specific purposes

3.  Special categories data:

Data   revealing racial or ethnic origin, political opinions, religious or   philosophical beliefs, or trade union membership, data concerning health or   sexual orientation.

Legal conditions for processing   special categories data (Article 9 of the GDPR):

(a) the data subject has   given explicit consent to the processing of those personal data for one or   more specified purposes, except where Union or Member State law provide that   the prohibition referred to in paragraph 1 may not be lifted by the data   subject;

4. Employment: Payroll, payment   of tax, payment of expenses, performance management, making adjustments for   colleagues with disabilities, etc.

4. (a) Types of   date, Name, address, telephone number, birthdate, national insurance number,   banking details, next of kin, right to work in the UK and DBS disclosures

Article 6(1) of the GDPR sets out the conditions the must be met for   the processing of personal data to be lawful. They are:

(a) the data subject has given consent   to the processing of their personal data for one or more specific purposes

5. We collect data   from a 3rd parties 

for purposes of   support or employment. 

Third Parties include public sector organisations   including primary care and voluntary sector organisations for referrals and   general support.

Article 6(1) of the GDPR sets out the conditions the must be met for   the processing of personal data to be lawful. They are:

(a) the data subject has given consent   to the processing of their personal data for one or more specific purposes

6.  Where we take photographs at

events or other   group meetings, photography may be used. 

Article 6(1) of the GDPR sets out the conditions the must be met for   the processing of personal data to be lawful. They are:

(a) the data subject has given consent   to the processing of their personal data for one or more specific purposes

At times, we may further process data which we have already collected. We will only do this if the new purpose for processing it further is compatible with the original purpose that the data was collected for. We will tell you about any further processing before carrying it out.

Personal data received from third parties

This is a list of your personal data that we may receive from other people or organisations.

Data

Source

Name, address,   telephone number, birthdate, equality and diversity monitoring, details of   caring role and details of support required.

Northumberland County Council - Adult Social Services and Children’s   Services

NHS Primary, Secondary and Acute Care

Cumbria Northumberland Tyne and Wear Mental Health Trust

Voluntary Sector organisations.

Who we share your data with 

For some processing purposes we share your data with third parties. This is a list of the information we may share with external recipients, and for what purpose:

Recipients of your data

Purpose for sharing

Carers:

Northumberland County Council - Adult Social Services and Children’s   Services

NHS Primary, Secondary and Acute Care

Cumbria Northumberland Tyne and Wear Mental Health Trust

Voluntary   Sector organisations

Grant   giving organisations

Charity Log

Hextol   Foundation (Greenbox)

Employees: HMRC, Pension Provider (Royal London), Bright   Pay, Coast Technology, CAF Bank Limited.

Purposes of   Support and advice and information.

Database   management service.

Newsletter   distribution service.

Payment of salary,   tax and pension provision. Enabling   remote working. 

How we store your data 

Your personal data is held in both hard copy and electronic formats.

Electronic data, including emails, is stored on our servers, which are located in the UK and on our software suppliers’ servers. In addition, we securely back up our electronic data to our IT provider, who also ensures electronic data is disposed of securely when it is no longer needed. To ensure compliance we have a written GDPR compliant contract with our software and IT providers.

Hard copy data is stored securely in locked offices. We employ a confidential shredding service to ensure secure disposal of all hard copy data.

How long we keep your data 

We keep your data for up to six years after your contact with Carers Northumberland has ended.

Some retention periods are based on legal requirements while others take into account practical needs to keep the data.

Once the applicable retention period expires, unless we are legally required to keep the data longer, or there are important and justifiable reasons why we should keep it, we will securely delete the data.

Cookies on our website 

Cookies are small files which websites store on your computer and which contain various types of information about your visit to a website. They are not viruses or malicious software but they are generally aimed at providing you with a good experience when browsing a site by, for example, remembering your preferences so that you do not need to reset them every time you visit the website.

Cookies can record information about how you browse the internet. They can therefore be used by websites to advertise goods and services which, based on your browsing history, are similar to goods and services which you have previously searched online. This is why some users reject or delete cookies.

Cookies normally expire after a length of time which can vary from a few minutes to more than a year. Some cookies are ‘session cookies’ which are deleted when you close your internet browser or after a period of inactivity. Others are ‘persistent cookies’ which remain on your computer until their expiration date.

We do not store cookies on your computer without your consent, unless they have the sole purpose of carrying out the transmission of communications or they are strictly necessary for providing an online service.

You may restrict or block cookies which are set by any website through your browser settings. Your browser settings also allow you to clear your browsing history and delete cookies. Information about how you can do this can be found on this link https://ico.org.uk/for-the-public/online/cookies. Mobile devices may have their own settings and you need to refer to the manual of the device.

Please note that restricting or disabling cookies may impact the functioning of parts of our website.

Your rights as a data subject 

As a data subject, you have the following rights in relation to your personal data processed by us: 

· To be informed about how your data is handled;

· To gain access to your personal data; 

· To have errors or inaccuracies in your data changed; 

· To have your personal data erased, in limited circumstances; 

· To object to the processing of your personal data for marketing purposes or when the processing is based on the public interest or other legitimate interests; 

· To restrict the processing of your personal data, in limited circumstances; 

· To obtain a copy of some of your data in a commonly used electronic form, in limited circumstances;

· Rights around how you are affected by any profiling or automated decisions.

Withdrawing consent 

If we are relying on your consent to process your data, you may withdraw your consent at any time. 

Complaints to the Information Commissioner 

You have a right to complain to the Information Commissioner's Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/. 

Exercising your rights, queries and complaints 

For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a complaint, please contact: 

Debra Blakey

Chief Executive Officer

107-109 Station Road,

Ashington,

Northumberland,

NE63 8RS

01670 320025

info@carersnorthumberland.org.uk