Data Protection and GDPR – General Regulations
- Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
- Who are we?
Age Concern Colchester is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
- How do we process your personal data?
Age Concern complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: –
- To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
- To administer membership records;
- To fundraise and promote the interests of the charity;
- To manage our employees and volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events, activities and services running at Age Concern Colchester
- To share your contact details with partners if you agree to do so as part of how we may help with obtaining benefits or support.
- To match you within our befriending and friendships programme
- What is the legal basis for processing your personal data?
- Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about events.
- Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
- Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –
- the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
- there is no disclosure to a third party without consent.
- Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with employees of Age Concern to support you for reasons connected with the running of the charity. We will only share your data with third parties outside of Age Concern Colchester with your consent.
- How long do we keep your personal data?
We keep data for seven years in relation to any cases we open in line with industry recommendations. However, we only keep minimal information after two years with 80% of case information destroyed after two years.
Specifically, we retain gift aid declarations and associated paperwork for up to 7 years after the calendar year to which they relate; and employment records permanently.
- Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
- The right to request a copy of your personal data which Age Concern Colchester holds about you;
- The right to request that Age Concern Colchester corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for Age Concern Colchester to retain such data;
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
- The right to lodge a complaint with the Information Commissioners Office.
- Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.
- Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact Age Concern Colchester at [email protected].
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.
Data Protection Online Website
Age Concern Colchester would like to keep in touch with you to let you know about the vital work we do for older people, our products and services. By submitting your email, address and phone number(s) on our Site, or through our activities together to support you, you are agreeing to being contacted in these ways by Age Concern Colchester and its group of companies. You can unsubscribe from these communications at any time.
If you do not wish to continue receiving information from us or carefully selected third parties please email us at [email protected] or telephone us at 01206 368420.
Occasionally, we may share your data with other organisations that we work with. We will usually inform you (before collecting your data) if we intend to share your data with any third party. You can exercise your right to prevent such processing by ticking (or not ticking where applicable) certain boxes on the forms we use to collect your data. You can also exercise your right to ask us to stop processing your data in this way at any time by contacting us at [email protected].
Age Concern Colchester and a number of its trading and associated companies are registered as a Data Controller with the Information Commissioner. Age Concern Colchester is the Data Controller for the purposes of collecting your information on our Site(s) and through our contact with you.
- What personal information is collected from you
When you visit the Site we collect various personal information that you may enter which may include your name, address, contact details, IP address, and information regarding what pages are accessed and when.
- How your information is used
We may use this information in the following ways:
- process orders submitted by you;
- to carry out our obligations arising from any contracts entered into by you and us;
- verify your identity;
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- improve our services or marketing purposes;
- send you communications which you have requested and that may be of interest to you.
These may include information about campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services.
- Who has access to your information
We are committed to protecting the personal data of our supporters, customers and members. Any details you give us will be held in accordance with the Data Protection Act 1998. Age Concern Colchester (including its associated and subsidiary company[ies]) is the sole owner of the information collected on this Site. We will not sell, share, or rent this information to third parties, unless we have your explicit permission to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime. Where you have given us permission we may contact you about other services and products or pass your details to similar organisations.
- How you can access, update or delete your information
The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us here, or write to us at 63 North Hill, Colchester, Essex, CO1 1PX. You have the right to ask for a copy of the information Age Concern Colchester holds about you (we may charge up to £40 for information requests) to cover our costs in providing you with details of the information we hold about you.
If you do not want to continue receiving information by email from us, please follow the instructions at the bottom of the email, which will tell you how to contact us to unsubscribe.
- Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it is treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with the following software 128 Bit encryption on SSL.
When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, Age Concern Colchester cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our Sites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
- Stipulations regarding use of the discussion boards
Any communication or material that you transmit to, or post on, any public area of the Site including, but not limited to, any data, questions, comments, suggestions, reviews, or the like, is, and will be treated as, non-confidential and non-proprietary information. When entering the discussion forum, you agree not to publish, post, disseminate distribute or otherwise transmit any defamatory, offensive, infringing, indecent or otherwise unlawful or objectionable material or information.
Age Concern Colchester will not be responsible for the posting by any user of any defamatory, obscene or otherwise unlawful material. Age Concern Colchester has the right to remove any material or posting you make on this Site at its discretion.
- What happens when visitors link to another site?
We do not pass on any personal information about our visitors to any other site. In addition, if you linked to this Site from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site and contact the owner or operator if you have any concerns or questions.
- 16 or Under
If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide personal information to the Site. Users without this consent are not allowed to provide us with personal information.
- Contact us
If at any time you would like to contact us with your views about our privacy practices, or with any enquiry relating to your personal information, you can do so by sending an email to us at [email protected] or telephone us at 01206 368420
- Transferring your information outside of Europe
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.