Disability Peterborough is a charity providing services, opportunities, and voice to people with lived experience of disability and long-term conditions, and their families, and we are the Data Controller. We are registered with the Information Commissioners Office and comply fully to the national standards of data control.
We value the personal information you provide to us, and we don’t want to use it in a way that you wouldn’t expect. This privacy notice explains how we protect your privacy and how you can control how we use your data. You can contact our Data Protection Officer if you have any questions about how we handle your data, if you want to change the way in which we use your data or you think we could improve our privacy information please either write to:
Who are ‘you’
In this privacy notice, whenever you see the words ‘you’, it refers to anyone external to Disability Peterborough, whom we have a relationship with, including but not limited to:
This policy does not cover Disability Peterborough’s internal relationships, which include trustees, volunteers, placements, or employees, or applicants to any such position
Your Personal Data:
The personal and special category data we hold about you is processed for legitimate, statutory, and contractual reasons to provide you with services. We need this information to manage and maintain delivery of the specific activities you are engaged with, such as any of our services or projects, membership or donations. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
Examples of personal data that we hold:
We may hold additional information about you if you are engaged with some of our advice and support services, for example in connection with the following specific services:
This list is not exhaustive, as we hold records of most contact(s) we have with you, or about you, and we process this information so we can deliver services to you.
Providing information to us
Generally the information we hold will have been provided by you on a referral or enquiry forms or when we communicate with you; including by filling in forms on our website, or by filling in digital and paper forms; engaging in our services or projects; participating with our social media accounts (including Facebook, Twitter, Instagram and LinkedIn); filling in a promotion or survey; by donating to Disability Peterborough; by corresponding with us (by phone, email or post)
We may also hold information provided by third parties where this is relevant to your circumstances e.g. from social workers, health professionals and service delivery partners. 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 Personal Data
Our legal basis for processing your information include:
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 only the relevant information with third parties. All processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures. Sensitive information about health, sexual life, race and religion for example is subject to particularly stringent security and confidentiality measures. This is known as ‘special category data’. 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:
How Long We Keep your data for?
We keep your data for as long as you are using a particular support service; and then in accordance with our Information Asset Register (which will be no longer than 7 years). When we are no longer required to keep your data, it will be securely destroyed or deleted.
We take your privacy seriously and take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including:
Your Rights Right of Access
You have the right of access to information we hold about you. If you would like to exercise this right, please do so in writing. The request can also be done via an email or over the phone. If this is the case, we will still need to collect all the necessary information and complete a Data Subject Access Request Form on your behalf. If you are seeking specific information for example information about a particular matter at a particular time, it helps if you can give as much detail as possible in your written request. If someone is requesting information on your behalf, they will need written confirmation from you giving your consent for us to release the information. We will also need 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 we will provide you with a copy of the personal information we hold that relates to you.
Right to Rectification or Erasure
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. We will take all reasonable steps to inform those with whom we have shared your data about your request for erasure.
Right to Restriction of Processing
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.
Right to Portability
Under certain circumstances 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 and is carried out by automated means called a data portability request.
Right to Object
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.
Right to Complain
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioners Office (ICO) Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 0303 123 1113 www.ico.org.uk
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 reviewed November 2021.
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