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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 Funds (Carer Support Fund, Household Support Fund, Young Carer Support Fund) to provide benefit to carers.
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
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
Carers Trust
Voluntary Sector organisations
Grant giving organisations
Charity Log
Employees: HMRC, Pension Provider, IT provider, payroll provider.
Purpose for sharing
Purposes of Support and advice and information, and administration of grants.
Database management service.
Payment of 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
Copyright © 2021 Carers Northumberland - All Rights Reserved.
Registered Charity: 1122972 Company No. 6266972
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