Who we are

Caring Breaks is a charity registered with the Charity Commission for Northern Ireland NIC1033420.  We provide short respite breaks for family carers combined with a range of social and recreational activities for adults with a learning disability.


Under General Data Protection Regulations (GDPR),which came into effect on 25 May 2018, Caring Breaks is a data controller.  This means that the organisation determines the purposes and means of processing personal data held about you.   


Your privacy is protected by law, which says that we can use your personal information only if we have proper reason to do so.  This includes sharing it outside Caring Breaks.  The reasons why Caring Breaks may process your personal information:

  • To fulfil a contract we have with you
  • When it is our legal duty
  • When it is in our legitimate interest; or
  • When you consent to it


The lawful basis for processing data is to fulfill our contractual obligations.  The legitimate interest is because we have a legitimate interest in processing this information to ensure we can provide the right level of support to meet the needs of those using the service.


We wanyoto know thawheyou use Caring Breaks yocan trust uwith your information.  We are determinetdnothing thawould infringyour rights or underminyour trust.  This Privacy Notice describes the informatiowe collect about you, how it is used and shared,anyour rights regarding it.  


By using our service and accessing our website you are agreeing to be bound by this policy.


2.How do we collect information from you?

The informatiothawe hold abouyou is provided by you when you engage with our service as a client or prospective client and/or is submitted with your consent by a healthcare professional via a client referral form or carers assessment form; or if you are a volunteer via a  volunteer registration form; or if you are an employee, via an online application or over the telephone wheyoseek to join or our service.  We will tell yowhy we neethe informatioanhow we will use it.



3.How is your information used?

We usyour information to:


Enable us to provide short respite breaks and to tailor our service to meet the needs of each individual using Caring Breaks

   Processor support payments for goodand services;

Conduct data analysis,testing, and research (including for service development), anto monitoand analyse usage and activity trends;

   Maintain the safety,security andintegrity of our services;

   Direct your enquiries and provide information to thappropriate support staff;

   Investigate and address your concerns;

▪ Communicatwith you about services, promotions, studies, surveys, news, updates anevents;

▪ Senyoinformation about our services; 

    Investigate or address legal proceedings relating to your use of our services/products, or as otherwise allowed by applicable law;

    Make monitoring/statutory returns as required by contractual arrangements with funders

recruit staff and volunteers 


4.What type of information is collected from you?

   We collect and process botpersonal information and sensitive information i.e. regarding your mental or physical wellbeing and medical practitioner.  We only collect sensitive personal information where there is a clear need to do so such as to ascertain the level of support required by an individual referred to the service.  We also collect sensitive personal information from job applicants and employees.








   Dateof birth;

   Payments, bank details, ;

   Family & next-of-kin details

   Health information


This is not an exhaustive list and the personal information we collect is dependent on the service required.

5.Automated decision-making including profiling

Wdno tuse automated decision-making in the processing oyour personadata.


6.Who do we share your information with:

We work closely with various third party providers such as Health & Social Care Trusts and healthcare professionals to ensure we can provide a high quality and reliable service, designed to meet the needs of our service users.  We may also share information with:




   Our business partners;


   Thgeneral publiwheyou contributto a public forum;


   Our legal advisorsin the event of a disputor other legal matter;


▪ Laenforcemenofficials, government authorities, or other third parties to meeour legal obligations;


In connection with, or during negotiations of,anmerger,sale ocompany assets, consolidation or restructuring, financing,refinancing, or acquisitioof some or all oour business banother company;


  Anotheparty where we ask you and yoconsento the sharing.


Wretain your personal data whilyou remain a client or employee, unless you ask us to delete it.  Our Retentioand Disposal Policy detailhow long we hold data for anhow wdispose of it when it nlonger needs to beheld.  We will delete or anonymise your information at your request unless:

 There is aunresolved issue,such as claim or dispute;


 Ware legally required to;or


There are overriding legitimate business interests,including bunolimited to fraud preventioand protecting customers' safety and security.


7.Transfers to third countries and international organisations

Wdnot transfeanpersonadata to third countries or international organisations.


8.Your Rights

The General Data ProtectionRegulation gives you specific rights arounyour personal data.  For example, you havtbinformeabout the informatiowe hold anwhawe use it for, you caask for a copothpersonal informatiowe hold abouyou, yocaask us to correct any inaccuracies with thpersonadatwe hold,yocaask uto stosending you direct mail,or emails,or insome circumstances ask us to stop processing your details.  


You cafinoumore information frothe Information Commissioners Office website  http://ico.org.uk/for_the_public/personal_informationandthis is thorganisation that you cacomplain tiyou are unhappy with how we deal with you.


9.Who has access to you information?

Only those who need this information in order to provide a service to you to fulfill the performance of a contact with you.  We will not sell or rent your information to third parties.  We will not share your information with third parties for marketing purposes.  We will only share information with third parties as a requirement of the service or if we are legally bound to do so.  


You may request access to,correction of,or a copy oyour information by contacting us at via phone: 02890 709118 or email: dpo@caringbreaks.com 


When you give us personal information, we take steps to ensure that it is held securely.  Any sensitive information is securely filed and we apply software to our ICT to prevent unauthorized access to your information.


10.Marketing Opt-Outs

You maopouof receiving emails another messagefrom Caring Breaks at any time, by contacting us  via phone: 02890 709118 or email: dpo@caringbreaks.com 



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   Validate users;

   Remember user preferenceansettings;

   Determine frequency oaccessing our content;

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   Analyse site visits and trends.




We may change or update our PrivacNotice from time to time.  Whewe make significant changes,wwill notify yoof these through eithemail oemail.  We will also publish thupdated Notice oour website.