Redbridge Equalities and Community Council
We want RECC’s clients and everyone who supports us to be clear about what we do with any personal information they share with us, and how we keep it safe. This policy sets out how we collect, use and store personal information (any information which identifies or could identify anybody) about RECC’s clients, staff, volunteers, members and other supporters.
We may update this policy from time to time. When we do we will put the updated policy on our website and will explain what has been changed. This version is dated 23 May 2018
1. Redbridge Equalities and Community Council
RECC is committed to protecting your personal information. We are a "data controller" for the purposes of the Data Protection Act 1998 and, from 25 May 2018, the General Data Protection Regulation 2016/679 (referred to here as "Data Protection Law"). This means that we are responsible for, and control the processing of, your personal information.
You can contact our Data Protection Officer by:
• Writing to RECC, Room 203, 2nd Floor, Heraldic House, 160-162 Cranbrook Road, Ilford IG1 4PE
• Ringing us on 020 8551 8178
• Emailing Ofice1@redbridgeequalities.org.uk
2. Information we collect and why we use it
a. Personal Information
The personal information we collect from you may include details such as your name, email address, postal address and telephone number, as well as other information that we need for particular purposes or that you provide in any communications between us.
We may also hold information on you provided to us by third parties. For example:
· Information from other organisations provided to help address concerns raised by clients
· References provided by previous employers on members of staff or volunteers
We will use the information we have about you:
• To communicate with you
• For clients, to keep a record of your relationship with us and the services we provide to you
• For members of staff, for personnel and salary administration
• For volunteers, to administer volunteering arrangements
• For donors, to process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions, and to comply with the Charities (Protection and Social Investment) Act 2016 and follow the Charity Commission’s recommendations requiring us to identify and verify the identity of supporters who make major gifts, so we can assess any risks associated with accepting their donations. If you do not provide this information, we may not be able to process your donation.
• For other supporters, to tell you about to meetings and events we are running that may be of interest to you, and, occasionally, to update you on RECC’s work.
We may also use your personal information internally for our own legitimate purposes: to help us monitor and improve our services, for legal purposes (for example, dealing with complaints and claims), or to comply with guidance from the Charity Commission.
b. Sensitive Personal Information
Data Protection Law recognises that some categories of personal information are particularly sensitive. This “Sensitive Personal Information” can, for example, include information about a person’s race, ethnic origin, health or disability, sexual orientation or religious beliefs.
Where someone provides us with Sensitive Personal Information:
• we will only use it for the purposes of dealing with their case, and for training, and quality monitoring or evaluating the services we provide
• we will not pass on their details to anyone else without their express permission other than in exceptional circumstances. Examples of these might include anyone reporting serious self-harm or posing a threat to others.
3. Sharing your Information
The personal information we collect about you will be used by our staff (and volunteers) in their work.
We will never disclose your personal information with organisations so that they can contact you for any marketing activities.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority).
4. Keeping your information safe
We take looking after your information very seriously. We protect the personal information we have under our control, both electronically and on paper, from improper access, use, alteration, destruction and loss.
Sending information using the internet is not completely secure. Although we do our best to protect personal information sent to us this way, we cannot guarantee the security of data transmitted to us.
Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Other sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover their information practices.
5. How long we hold your information for
We only keep information for as long as we need to. In some cases, we may have statutory obligations to hold information (for example, the collection of Gift Aid), and in some others (for example, information on client casework or former members of staff or volunteers) we hold data for six years to protect the legal and other interests of both the individual and RECC.
6. Your rights
You have a number of rights to control what we do with the information we hold about you. These are summarised below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting our Data Protection Officer at RECC, Room 203, 2nd Floor, Heraldic House, 160-162 Cranbrook Road, Ilford IG1 4PE, by email at firstname.lastname@example.org or by phone on 020 8551 8178. You can also make a complaint to the Information Commissioner's Office: https://ico.org.uk/
a. Access to your personal information
You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
b. Right to object
You can object to our processing of your personal information where we are relying on a legitimate interest (or an interest of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object if we process your personal information for direct marketing purposes. Please contact us as above, providing details of your objection.
If you have given us your consent to use personal information, you can withdraw that consent at any time.
You can ask us to change or complete any inaccurate or incomplete personal information held about you.
You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
h. No automated-decision making
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making, and do not intend to.
Approved by the Trustees of RECC, 23 May 2018