At Richmond Carers Centre (RCC) we take the collection, storage and use of personal data (personal information) held by us very seriously. This privacy notice is to inform you about what data we need to collect and why. Also how we use it, store it, and for how long we keep it. What we do if we need to share it and your rights as the data subject.
Some definitions of term used in this notice.
- Data – information held in digital formats, paper forms or file, images such as photographs and other formats by which an individual can be identified. Note this list is not extensive.
- Data subject – the person who the information is about.
- Personal data – personal information relating to the data subject. For example, name and address, contact details.
- Sensitive data – personal information of a more sensitive nature such as equality data, health information or financial details.
- Data Controller – on whose behalf the data is collected. In this case Richmond Carers Centre is the data controller.
- Data processor – who has the authority to use this data on behalf of the data controller for a legitimate purpose.
- Data processing – the collecting, copying, viewing, sharing, storing and deleting of data.
- Lawful basis – Data controllers must have a lawful reason for collecting and processing an individual’s information.
Who is Richmond Carers Centre?
Richmond Carers Centre is a registered Charity and limited company by Guarantee. We are a network partner of the Carers Trust.
We provide confidential advice, information and support to adult and young carers living or caring for someone living in the London Borough of Richmond upon Thames.
What personal data does Richmond Carers Centre collect and why?
There are two ways carers make contact with RCC.
- On initial contact with carers we ask for name and contact details so that we can maintain contact and respond to any enquiries. We will set up a contact record on our contact management system (CMS) to hold this information while we support the carer with this enquiry. We will offer carers the option to register with RCC in order to access our wider support provision. See registration below.
- We receive a referral for support from another support agency. The referrer will have completed a referral form with contact details and some basic information about the care situation and what type of support is required. This information will be used to create a contact record on our contact management system (CMS) while we try to contact the carer to establish how we might help. We will offer carers the option to register with RCC in order to access our wider support provision. See registration below.
Registration with Richmond Carers Centre
If a carer wishes to register with Richmond Carers Centre, they will be asked to complete and sign a registration form. On this form we gather further information about the carer and basic information about the person being carered for and preference for how we may contact the carer. We will gather equalities data including some of a more sensitive nature. There is an option for the carer not to answer some questions if it is felt to be too intrusive.
We will process some or all of the following data where necessary to in order to support carers and their families who are known to us.
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by [the Data Protection Bill/Act 2017 the General Data Protection Regulation 2016/679 (the “GDPR” and other legislation relating to personal data and rights such as the Human Rights Act 1998].
- Names, titles, and aliases,
- Contact details such as telephone numbers, addresses, and email addresses;
- Where they are relevant to our service, or where you provide them to us, we may process demographic information such as gender, age, date of birth, family composition, and dependants (the person you care for)
- Where you make donations, contribute to the cost of activities or make an application for a grant through Richmond Carer Centre financial identifiers such as bank account details or benefits information.
- The data we process is likely to constitute sensitive personal data because of the fact that we process your data at all may be suggestive of your caring role. Where you provide this information, we may also process other categories of sensitive personal data including: racial or ethnic origin, sexual orientation, religious affiliation. mental and physical health,
- Images such as photographs at events and activities for which we will ask consent for them to be used to illustrate reports to funders or to use to promote Richmond Carers Centre services.
How do we process your personal data?
Richmond Carers Centre will comply with our legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal and sensitive data.
We use your personal data for some or all of the following purposes:
- To deliver support services to carers and young carers living or caring for someone living in the London Borough of Richmond upon Thames.
- To administer carers registration and contact records.
- To seek your feedback by ways of annual survey to carers or when you access particular support services and activities.
- To notify you of changes to our services, events and role holders.
- To send you regular communications such as Richmond Carers Centre newsletter or information which may be of interest to you.
- To process a grant or application for financial support.
- To enable us to provide a voluntary service for the benefit of the public with in London Borough of Richmond upon Thames as specified in our constitution.
- To enable us to meet all legal and statutory obligations.
- To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice with the aim of ensuring that all children and adults-at-risk are provided with safe environments;
- To maintain our own accounts and records.
- To process a donation that you have made (including Gift Aid information);
What is the legal basis for processing your personal data?
Most of the data we hold is processed because it is necessary for our legitimate interests as a provider of an information and support service to carers and young carers, or the legitimate interests of a third party -such as another organisation providing services to carers and their dependent(s). However, we will always take into account your interests, rights and freedoms.
To enable us to hold and process more sensitive data as part of registration with Richmond Carers Centre you will be asked to give your consent by signing a registration form. Please note that under General Data Protection Regulation children over 13 years of age may give consent, however to comply with our risk management and safeguarding policies we will still require parental/guardians consent for young carers 16 years old and under to access the Richmond Carers Centre – Young Carers Service
Some of our processing is necessary for compliance with a legal obligation.
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
Sharing your personal data
Your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary).
- To make direct referrals to other voluntary or statutory agencies
- To contribute to anonymised statistical reports to funder or for service analysis.
- Our agents, servants and contractors. For example, we may ask a commercial provider to send out newsletters on our behalf, or to maintain our database software.
- Where required to comply with a court order or under a legal obligation.
How long do we keep your personal data?
Under the General Data Protection Regulation an organisation must have a data retention schedule as part of their data protection policy, and not keep data longer than required. Therefore, in general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed – for example if you have not completed a registration form or are no longer registered with Richmond Carers Centre. Sometimes we lose contact with carers, so will delete data if we cannot regain contact. .
We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits.
We will keep some records permanently if we are legally required to do so.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below in order to process your request, for security, we will need to verify your identity. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
- The right to access information we hold on you
- At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within 28 days.
- There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
- The right to correct and update the information we hold on you
- If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
- The right to have your information erased
- If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
- When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
- The right to object to processing of your data
- You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
- The right to data portability
- You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
- The right to withdraw your consent
- You may at any time withdraw your consent for any processing of data to which consent was sought.
- You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
- The right to object to the processing of personal data where applicable.
- The right to lodge a complaint with the Information Commissioner’s Office.
Transfer of Data Abroad
Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.
While Richmond Carer Centre does not transfer data outside the UK, our website is accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.
If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller,
Richmond Carers Centre – 5 Briar Road, Twickenham, TW26RB
Telephone: 020 8867 2380
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.