About This Privacy Information
This document has been written to provide you with information about how we are handling or intend to handle personal information.
Introduction to data protection
Regulation (EU) 2016/679 of the European Parliament (the General Data Protection Regulation (‘GDPR’)) which comes in to effect on 25th May 2018 obliges us to provide you with information about how and why we use personal data. We recognise our obligations and your legal rights set out in the GDPR.
We aim to process information about you fairly, lawfully, and in a transparent manner. The aim of this document is to provide you with sufficient information for you to be able to understand what we are doing with your data. If you are unsure how we are handling information about you or you think we could improve our privacy information, please let us know.
Information we hold
The information we hold on our records concerns our relationship with you. For example:
*Call recordings and CCTV recordings will be held in accordance with our Information Security and Data Protection Policy before being erased.
This list is not exhaustive, as we hold records of most contacts we have with you, or about you, and we process this information, so we can deliver services to you.
Generally, the information we hold will have been provided by you (on application or enquiry forms or when we communicate with you), but we may also hold information provided by third parties where this is relevant to your own circumstances. e.g. from social workers and health professionals (e.g. doctors and occupational therapists).
We will only ask for personal information that is appropriate to enable us to deliver our services. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact our ability to provide some services to you if you refuse to provide information that stops us from doing so.
Lawful Basis for Processing
Our legal bases for processing your information for all of the above purposes are:
Sharing personal data
Normally, only our employees will be able to see and process your personal information. However, there may be times when we will share relevant information with third parties for the purposes as outlined in section two, or where we are legally required to do so. When sharing personal information, we will comply with all aspects of the Act and the Regulation.
Sensitive information about health, sexual life, race and religion for example is subject to particularly stringent security and confidentiality measures.
Where necessary or required, we may share your personal information as follows:
This list is not exhaustive as there are other circumstances where we may also be required to share information, for example:
International Transfers of Personal Data
We do not envisage transferring any information about or relating to you to anyone who is located outside of the European Economic Area other than as indicated above and we have a commitment from our business partners and data processors that they too will honour this commitment.
Children’s data is collected and processed in accordance with the information above. Parents, guardians and adults acting in loco parentis are expected to ensure that children they are responsible for are aware of how their personal data will be processed by us.
Personal Data of Third Parties
In the case of a family or joint membership we expect the lead contact to share this privacy information with all those whose personal data they provide to us.
You have the right of access to information we hold about or concerning you. If you would like to exercise this right, please do so in writing. If you are seeking to obtain specific information (e.g. about a particular matter of from a particular time period), it helps if you clarify the details of what you would like to receive in your written request. If someone is requesting information on your behalf, they will need written confirmation from you to evidence your consent for us to release this and proof of ID (both yours and theirs). We have one month to provide you with the information you’ve asked for (although we will try to provide this to you as promptly as possible). In response to SARs, we will provide you with a copy of the information we hold that relates to you.
If you feel that any data that we hold about you is inaccurate you have the right to ask us to correct or rectify it. You also have a right to ask us to erase information about you where you can demonstrate that the data we hold is no longer needed by us, or if you withdraw the consent upon which our processing is based, or if you feel that we are unlawfully processing your data. Your right of rectification and erasure extends to anyone we have disclosed your personal information to and we will shall take all reasonable steps to inform those with whom we have shared your data about your request for erasure.
You have a right to request that we refrain from processing your data where you contest its accuracy, or the processing is unlawful and you have opposed its erasure, or where we don’t need to hold your data anymore but you need us to in order to establish, exercise or defend any legal claims, or we are in dispute about the legality of our processing your personal data.
You have a right to receive any personal data that you have provided to us in order to transfer it onto another data controller where the processing is based on consent or contract and is carried out by automated means called a data portability request.
You have a right to object to our processing of your personal data where the basis of the processing is our legitimate interests including but not limited to direct marketing and profiling.
You also have a right to lodge a complaint with the Supervisory Authority (Information Commissioners Office (ICO) in the UK at www.ico.org.uk), should you feel that we have not handled your information in line with legislative and regulatory requirements. They can be contacted at:
Information Commissioner's Office
0303 123 1113 | www.ico.org.uk
How long we keep it for
We keep your data for as long as is required to fulfil the purposes for which it was collected, and in any case, in accordance with our Data Retention Policy. When we are no longer required to keep your data, it will be securely destroyed or deleted.
For further information on how to request your personal information and how and why we process your information, you can contact us using the details below.
193 Bolton Road,
Telephone: 01254 265163
Changes to this Privacy Notice
We may change this privacy notice from time to time, but if we change it in a way which significantly alters the terms upon which you have agreed, we will post notice of the change on our website and you will be deemed to have accepted such changes. This privacy notice was last updated in April 2018.