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Involve Kent Privacy Notice

Who does this notice apply to?

This notice explains when and why we collect personal information, it details how we use it, the conditions under which we may disclose it to others and how we keep it secure. It applies to;

  • Visitors to our website
  • Job applicants
  • Complainants and other individual in relation to a data protection or freedom of information complaint or enquiry
  • People who subscribe to or use;

-       Clients/Members of Involve Kent

-       Carers and the Cared for.

-       Digest

-       Our social media pages, including Wordpress, Facebook and Twitter

-       Older People’s Service (including Transport and Falls Prevention)

-       Involve Carers

-       Get Involved (including Kent Sheds and Platform)

-       Trading service (i.e. Cleaning and Help You Home Handyman service)

-       Anyone visiting the Involve shop (inclu customers)

-       People who give us donations

Your choices

  • You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for clients and our exciting products and services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
  • You will also have a choice to not divulge special category as described below.
  • We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: This email address is being protected from spambots. You need JavaScript enabled to view it. or telephone on 01622 677337.

What data do we hold on you and how is it used?

Data we hold about you

Condition for processing

Law associated

How the information is used

Where is the information stored?

Who is it shared with?

CCTV recordings

Legal obligation

Legitimate interest

 

Purposes of public and staff safety, and crime prevention and detection at The Involve Shop in The Mall in Maidstone.

Secure database

Secure server

Microsoft packages

Secure emails

We will only disclose images and audio to other authorised bodies who intend to use it for the purposes stated.

Images and audio will not be released to the media for entertainment purposes or placed on the internet for public viewing.

You have the right to see CCTV images of yourself and be provided with a copy of the images.

Criminal offences

Legal obligation

Vital interests

Rehabilitation Act 1974

Used as part of a risk assessment for any potential employee or volunteer.

Secure database

Secure server

Microsoft packages

Secure emails

Information will only be shared to prevent harm. And on this basis, data protection law does not apply.

Digest members email addresses

Legitimate interests

 

To send you are weekly digest

MailChimp

Secure database

Secure server

Microsoft packages

Secure emails

Mail Chimp. For more information on Mail Chimps Privacy Policy please click here: https://mailchimp.com/legal/privacy/

Equalities data;

Gender

Age (D.O.B)

Legitimate interest

Necessary to contract

 

For monitoring purposes as part of various contracts we hold.

Safeguarding reasons.

To carry out our obligation from a contract run on behalf of local authorities such as KCC and Maidstone Borough Council.

 

Secure database

Secure server

Microsoft packages

Secure emails

Shared internally to the service you are accessing.

·       Kent County Council

·       Maidstone Borough Council

·       NHS and others

Data is anonymised, unless there has been consent for us to not anonymise the data.

Gift aid details

Legal obligation

Legitimate interest

Income Tax Act 2007

To process a donation.

Secure database

Secure server

Microsoft packages

Secure emails

HMRC

GP details

NHS number

Legitimate interests

Vital interests

 

Used in relation to the services you have requested.

Safeguarding.

Health and Wellbeing.

To protect an interest which is essential for quality of life.

To carry out our obligation from a contract run on behalf of local authorities such as KCC and Maidstone Borough Council.

Secure database

Secure server

Microsoft packages

Secure emails

Shared internally to the service you are accessing.

·       Kent County Council

·       Maidstone Borough Council

·       NHS and others

Data is anonymised, unless there has been consent for us to not anonymise the data

Home care provider and other day centres attended

Housing status

Legitimate interests

Vital interests

 

To protect an interest which is essential for quality of life.

And to establish housing status to ascertain if you meet the criteria to access certain services.

To carry out our obligation from a contract run on behalf of local authorities such as KCC and Maidstone Borough Council.

Secure database

Secure server

Microsoft packages

Secure emails

Shared internally to the service you are accessing.

·       Kent County Council

·       Maidstone Borough Council

·       NHS and others

Data is anonymised, unless there has been consent for us to not anonymise the data

Job applicants

Legitimate interests

Legal power

 

To monitor recruitment statistics

To process a job application.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted

Secure database

Secure server

Microsoft packages

Secure emails

Shared internally to Involve Kent.

May be shared with third parties in order to obtain a reference, or to obtain a DBS check.

Messages via Social Media such as;

-  Facebook

-  Instagram

-  Twitter

Legitimate interests

 

To answer queries

On the social platform, and deleted as soon as it is dealt with

 

Standard information such as;

Name

Address

Phone numbers

Email addresses

Legitimate interests

Vital interests

 

To protect an interest which is essential for quality of life.

To ensure we can provide you with the service you have requested, and other closely related related purposes for example to send you a satisfaction survey.

To process bookings for day trips, transport, and falls prevention, and other activities that you have signed up to. 

To protect against fraud.

To carry out our obligation from a contract run on behalf of local authorities such as KCC and Maidstone Borough Council.

Secure database

Secure server

Microsoft packages

Secure emails

Shared internally within Involve Kent. May also be shared with;

·       Kent County Council

·       Maidstone Borough Council

·       NHS and others

Data is anonymised, unless there has been consent for us to not anonymise the data.

Information on why you are accessing an Involve service, and any contact you make with us in regards to the service we are providing.

Legitimate interest

Vital interests

 

To ensure we provide a high-quality service.

To protect an interest which is essential for quality of life.

To carry out our obligation from a contract run on behalf of local authorities such as KCC and Maidstone Borough Council.

Secure database

Secure server

Microsoft packages

Secure emails

Shared internally within Involve Kent. May also be shared with;

·       Kent County Council

·       Maidstone Borough Council

·       NHS and others

Data is anonymised, unless there has been consent for us to not anonymise the data.

Special category data of our clients, and the cared for which include;

-  Racial/ethnic origin

-  Religion

-  Health status

-  Sex/sexual orientation

Vital interests

Explicit consent

 

To protect an interest which is essential for quality of life.

For reporting purposes. However, all data in this instance is anonymised. And clients have a right not to divulge this information to us.

To carry out our obligation from a contract run on behalf of local authorities such as KCC and Maidstone Borough Council.

Secure database

Secure server

Microsoft packages

Secure emails

Shared internally within Involve Kent. May also be shared with;

·       Kent County Council

·       Maidstone Borough Council

·       NHS and others

Data is anonymised, unless there has been consent for us to not anonymise the data

Standard internet log information and details of visitor behaviour patterns.

Legitimate interest

 

We do this to find out things such as the number of visitors to the various parts of the site.

Also, to help us monitor and improve our e-newsletter.

This information is only processed in a way which does not identify anyone.

Secure server

Google analytics

Mail chimp

Shared internally within Involve Kent.

Data Sharing

We may share your data with other governed bodies without your consent if there is a significant safeguarding issue. We would have a legal duty under The Care Act 2014, and to protect a vital interest which is essential for your health and safety.

KCC are joint data controllers with Involve Kent, this means that we both have the same level of access to your data

How long is your data stored for?

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

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’s treated securely. 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, we 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 websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Access to personal information

ID of Data Controller: CEO of Involve Kent

ID of Data Protection Officer: Business and Administration Manager of Involve Kent

To make a request to Involve Kent regarding the personal information we may hold you need to put the request in writing addressing it to Involve Kent’s Data Protection Officer and emailing to This email address is being protected from spambots. You need JavaScript enabled to view it., or writing to the address provided below;

Involve Kent

MCSC

39-48 Marsham Street

Maidstone, Kent

ME14 1HH

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. Please note that formal requests will not be accepted via the telephone

   If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting Involve Kent’s data protection officer by emailing This email address is being protected from spambots. You need JavaScript enabled to view it.

Use of 'cookies'

  • Like many other websites, the Involve Kent website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.
  • It is possible to switch off cookies by setting your browser preferences. Turning cookies of may result in a loss of functionality when using our website.

16 or Under

  • We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

By using our website, and services you’re agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to This email address is being protected from spambots. You need JavaScript enabled to view it. or by writing to Involve Kent, MCSC, 39-48 Marsham Street, Maidstone, Kent, ME14 1HH.


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