Buckinghamshire Mind Privacy Policy

At Buckinghamshire Mind we want everyone who supports us, or who receives a service from us, to feel confident about how we use and protect any personal information that you share with us. This privacy notice sets out how we collect, use and store your personal information – this means any information that identifies or could identify you.

Who we are

We are a “data controller” for the purposes of the Data Protection Act 1998 and the UK General Data Protection Regulation. This means that we are responsible for, and control the processing of, your personal information.

We are committed to protecting your personal data and making sure that we collect only the data that we need, that it is processed in a fair, transparent and lawful manner, that it is kept no longer than necessary and that it is thereafter securely destroyed.

We’ve implemented appropriate physical, technical and organisational measures to protect the personal data we have under our control, both on and offline, from improper access, use, alteration, destruction and loss.

We will never sell or share your personal data with other organisations for marketing purposes.

Services

If we are providing you with a mental health service, the lawful basis on which we collect or receive personal data as a registered mental health charity is ‘legitimate interest’. This means that data processing is necessary for our organisation to provide you with appropriate support.

We may also collect and use information about your mental health in order to provide you with the service. This is ‘special category’ data, and we will treat it with extra care and confidentiality. The lawful basis under which we process special category data is that we are providing health and/or social care services, and we process this data only so far as is necessary for the provision of these services.

If we have an agreement or contract with you to provide a specific service, for example a training programme or counselling, the lawful basis on which we collect and process data is ‘contract’. This means that we are processing data in order to fulfil – or determine if we are able to fulfil – our obligations to you under the agreement.

We will only use personal and special category data to provide and evaluate the services we provide. We will not pass on the data we have about you to anyone else without your express permission except in exceptional circumstances, the lawful basis of which is ‘vital interests’. Examples of these circumstances might include information that suggests you might be a danger to yourself or someone else, or information about a child at risk of harm or neglect. In addition, if you lack capacity then we may share data with your registered Lasting Power of Attorney for your health and welfare.

Supporters

If you are supporting us, for example by making a donation, we will collect data about your identity and any other information you choose to provide us with. The lawful basis on which we collect this data is ‘consent’. We will ask for your consent at the point at which we collect the data from you. The information will be used to process your engagement with us, say for example, processing a donation or Gift Aid and to thank you.

We may also want to contact you with information about our work, such as events and training or other ways you can support us. However, we will only contact you in this manner if we have your explicit consent to do so. We will always let you know how you can stop receiving communications from us, for example with an ‘unsubscribe’ link in an email newsletter.

If you attend an event or take part in a promotional activity, we may ask to take your photograph or film you. We will need your consent in order to take and use these images fairly and lawfully.

If you share your personal experience or the experiences of a friend or relative, we may also collect this health data. This kind of sensitive information is called ‘special category’ data, and we will treat it with the extra care and confidentiality discussed above.

The Website

Buckinghamshire Mind takes a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy. For the full Website Privacy Statement, please see below.

Contact and Communication Via the Website

Users contacting the Buckinghamshire Mind website and/or Buckinghamshire Mind do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 2018 and UK General Data Protection Regulation. Every effort has been made to ensure a safe and secure form to email submission process but advises users using such form to email processes that they do so at their own risk.

Buckinghamshire Mind use any information submitted to provide you with further information about the services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Your details are not passed on to any third parties.

Email Newsletter

The Buckinghamshire Mind website collects personal data in order to operates an email newsletter, used to inform subscribers about Buckinghamshire Mind news and services. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion.

Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 2018 and UK General Data Protection Regulation. No personal details are passed on to third parties nor shared with companies/people outside of the company that operates this website. Under the Data Protection Act 2018 and UK General Data Protection Regulation, you may request a copy of personal information held about you by this website’s email newsletter. If you would like a copy of the information held on you please email the named contact at the bottom of this policy.

Email marketing campaigns published by Buckinghamshire Mind may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates, and frequency of activity [this is by no far a comprehensive list].
This information is used to refine future email campaigns and supply the user with more relevant content based on their activity.

In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to unsubscribe at any time through an automated system. This process is detailed in the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to unsubscribe will by detailed instead.

Social Media Platforms

Communication, engagement, and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs [web addresses] (this is an example: http://bit.ly/1U4FXPU).

Users are advised to take caution and good judgment before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Use of CCTV

CCTV is used at our High Wycombe premises for security purposes and to monitor access to the building by staff, people we support, volunteers and other visitors. Data is recorded and kept for two weeks and recordings may be used in incident investigations.

Your rights

• You have the right to request access to a copy of the personal data that we hold about you, along with information on what personal data we use, why we use it, who we share it with, and how long we keep it for.
• If you have given us your consent to use personal data (for example, for marketing), you can withdraw your consent at any time.
• You can ask us to change or complete any inaccurate or incomplete personal data held about you.
• You can ask us to delete your personal data if 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 data 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 data we use about you where you have asked for it to be erased or where you have objected to our use of it.
• You also have the right not to be subjected to automated-decision making, however we do not currently carry out any automated decision-making and have no plans to do so.

Note that some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

For people accessing our young people’s services: The same rights apply and we will only release data to the young person themselves unless they give us express permission to release information to a parent or guardian. We adhere to the guidance from the ICO, which can be viewed by clicking here.

If you wish to exercise any of these rights, or if you want to discuss with us any aspect of our privacy practices or make a complaint, please send an email for the attention of our Head of Quality & Evaluation as shown below. Should you be unable to resolve a matter with us you can make a complaint to the Information Commissioner’s Office at https://ico.org.uk/

Salome Williams, Head of Quality & Evaluation

E:  [email protected]

T: 01494 463364