We, Carers Trust Heart of England are ‘controllers’ of personal data information which we collect about you. Being controllers of your personal data, we are responsible for the purpose and how your data is processed. The word ‘process’ covers most things that can be done with personal data, including collection, storage, use and destruction of that data.
This notice explains why and how we process your data, and explains the rights you have around your data. Please see the section on ‘Your rights as a data subject’ for more information.
We are a registered charity and company limited by guarantee and our contact details are:
|Address:||6, Queen Victoria Road, Coventry CV1 3JH|
|Telephone Number:||024 76101040|
‘Personal data’ is any information that relates to a living, identifiable person. This data can include your name, contact details, and other identifiable information we gather as part of our relationship with you.
It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, genetic or biometric data, or sexual orientation. The collection and use of these types of data is subject to strict controls. Similarly, information about criminal convictions and offences is also limited in the way it can be processed.
We are committed to protecting your personal data, whether it is ‘special categories’ or not, and we only process data if we need to for a specific purpose, as explained below.
We collect your personal data mostly through our contact with you, but in some instances, we may receive data about you from other people/organisations. We will explain when this might happen in this Notice.
It is important that the personal information we hold about you is accurate and current. Therefore, please keep us informed immediately, if your personal information changes.
Your data and how and why we process it
In general terms, we process your data in order to manage our relationship with you. The table below lists more specific purposes for processing your data, and the legal basis for each type of processing.
|Data processing||Legal basis for processing|
4. Processing is carried out to allow us to perform our contract of employment with you and to enable us to comply with legal obligations.
|Use of CCTV Footage||No CCTV footage is captured by us.|
|We use photographs for the promotion of events that have taken place, for our website, social media and hard copy promotional materials, which can capture you.||Processing will be applied on a voluntary explicit consent basis only, two yearly.|
Some of the grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Personal data received from third parties
This is a list of your personal data that we may receive from other people or organisations.
Who we share your data with
For some processing purposes we share your data with third parties. This is a list of the information we may share with external recipients, and for what purpose:
|Recipients of your data||Purpose for sharing|
This is hard copy data that includes all personal data held on the all data subjects
5. To comply with legal obligations regarding accounting and finance.
8. To comply with both the legal and organisational retention policies.
How we store your data
Your personal data is held in both hard copy and electronic formats.
Electronic data, including emails, is stored on servers, which are located in the UK/European Union on our software suppliers’ servers.
Cookies on our website
How long we keep your data
Information about how long we process your data for can be found in our retention policy.
Some retention periods are based on legal requirements while others take into account practical needs to keep the data.
Once the applicable retention period expires, unless we are legally required to keep the data longer, or there are important and justifiable reasons why we should keep it, we will securely delete the data.
Your rights as a data subject
As a data subject, you have the following rights in relation to your personal data processed by us:
- To be informed about how your data is handled;
- To gain access to your personal data;
- To have errors or inaccuracies in your data changed;
- To have your personal data erased, in limited circumstances;
- To object to the processing of your personal data for marketing purposes or when the processing is based on the public interest or other legitimate interests;
- To restrict the processing of your personal data, in limited circumstances;
- To obtain a copy of some of your data in a commonly used electronic form, in limited circumstances;
- Rights around how you are affected by any profiling or automated decisions. Currently we do not make decisions about you using automated means. If in the future, this position changes then you will have the right to ask for a manual review, and the privacy notice will be updated accordingly.
If we are relying on your consent to process your data, you may withdraw your consent at any time.
Changes to this Privacy Notice
This privacy notice does not form part of the employment contract and we reserve the right to update it at any time. If we do, we will inform you of the changes when we make substantial updates.
Exercising your rights, queries and complaints
If you have any questions about this privacy notice or how we handle your personal information please contact the Data Privacy officers.
6 Queen Victoria Road Coventry CV1 3JH.
Tel: 024 76101040 option 5
Complaints to the Information Commissioner
You have the right to make a complaint at any time to the Information Commissioners Office (ICO), the UK supervisory authority for data protection issues.
Tel 0303 123 1113
Privacy Notice Employees Reviewed November 2019 – Review Due November 2020
Version : ENE112019