Resource Centre Derry Privacy Notice
This privacy notice tells you what to expect when the Resource Centre Derry collects your personal information, it covers your contact with the Resource Centre Derry via face to face conversations, telephone, email and written communication. This privacy notice applies to our Day Care Service, Welfare Rights Advice Service
This privacy notice applies to the data that Resource Centre Derry collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it.
Who We Are
Resource Centre Derry offers a range of services including Day Care Service which provides service users with personal care, lunch, transport and activities. Meals on Wheels Service delivering daily meals to the local community, Welfare Advice Service which provides free, independent and confidential advice on welfare changes and HMRC products via our appointment system.
Personal Data that we Process
Resource Centre Derry is committed to protecting the privacy and personal data of all those who interact with us. We are registered with the Information Commissioner’s Office and all personal data we hold is held in accordance with EU General Data Protection Regulation (GDPR). In compliance with GDPR, personal data may only be held and processed where there is a lawful basis for doing so. The lawful basis adopted by Resource Centre Derry will vary depending on the purpose with which you interact with us.
The following explains the types of data we collect and the legal basis on which this data is processed:
Data (key elements)
Enquiring about Resource Centre Derry and its services: Name, email address, phone no., message Legitimate Interests – it is necessary to read and store your email so that we can respond in a way you would expect.
Day Care Service Users Information we collect: When we have contact with you either in person, by phone, email or any other form of communication we may need to collect and store the personal information about you or your family provided so that we can offer the appropriate service. The types of information we require from you will include, at a minimum, the following personal information, such as: name, address, date of birth, national insurance number, contact information, telephone number, email address. As well as Personal Information, where applicable, we may collect and share additional information known as ‘Special Categories of Personal Data’ where full name, address, date of birth, phone no., health status and/or medications are recorded. Consent – by providing us with your explicit consent you are allowing us to keep a record of your case.
Asking us to provide advice and assistance: Full name, address, date of birth, phone no., National Insurance Number, disability, housing status, current welfare benefits, income. Special category data: gender, race, ethnicity, religion, health status, sexual orientation. Consent – by providing us with your explicit consent you are allowing us to keep a record of your case. We will use the information that you have given us to progress your advice case. We may also use it for quality and monitoring purposes.
The special category data is used for monitoring purposes and is provided to our funders in an anonymised format.
Applying for a job with Resource Centre Derry: Name, address, email address, phone no., unspent criminal convictions. Legitimate Interests – it is necessary to store this information about you so that we can undertake the recruitment process including an Access NI check.
Volunteering with Resource Centre Derry: Name, address, email address, phone no., unspent criminal convictions. Legitimate Interests – it is necessary to store this information about you so that we can undertake the volunteering recruitment process including an Access NI check.
How do we store your data?
We store advice client information on Advice Pro and Evide Impact Tracker which are a fully-managed, secure web-based case management system. The client data in Advice Pro is held within the UK in a secure data centre compliant with Information Security Code of Practice ISO27001.
All other electronic data is stored on our own internal servers except where we use third party services. Where data is held in hardcopy it is stored in secure filing systems and no unauthorised personnel has access to them.
How do we protect your data?
Resource Centre Derry takes protecting your data very seriously. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it. We have clear data protection and information security policies and procedures in place (in addition to Regulatory and other legal obligations to keep your data safe) and these are regularly assessed as part of our Quality Standards and compliance processes.
When we use third party services to process personal data we take due diligence to make sure that they are reputable and have appropriate data protection practices.
We take all necessary measures to protect our IT system to safeguard against potential cyber threats.
How long will we keep your data?
We only keep your data for as long as is necessary and for the purpose(s) for which you provided it to us.
In some cases, we retain records for the length of time that we are legally obliged to do so (for example, invoices, payment information, job applications and monitoring information). In other cases, we apply our retention schedule when we no longer require personal data and ensure its secure deletion or disposal.
Who do we share your personal data with?
If you contact us for advice and we are unable to help, we may refer you to another organisation which in our opinion will be able to help you. We have referral agreements in place with a selection of organisations depending on what your issue is.
We also outsource some of the activities of our organisation this includes IT support, Access NI search, auditors and data storage. Where we engage the services of other organisations we will always ensure that
- We will only provide the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify in our contract with them.
- We work closely with them to ensure that your privacy is respected and protected at all times.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
What are your rights?
You have the right to request:
- Access to the personal data we hold about you, free of charge.
- The correction of your personal data when incorrect, out of date or incomplete.
- The deletion of your personal data, for example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
- That we stop any consent-based processing of your personal data after you withdraw that consent.
You have the right to request a copy of any of the information that we hold about you at any time, and also to have that information corrected if it is inaccurate.
To request a copy of the information we hold on you, please contact Centre Manager, Resource Centre Derry, 0Carnhill, Racecourse Road, Derry, BT48 8BA or telephone 028 71 352 832 or email firstname.lastname@example.org. Requests will be dealt with within a 30-day period. If we decide not to action your request, we will explain to you the reasons for our refusal.
If you believe that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1114. Or go online to www.ico.org.uk/concerns
This privacy notice was last updated on 14th January 2019.