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Privacy Policy

1.PRIVACY NOTICE

 

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 want you to know that when you use Caring Breaks you can trust us with your information.  We are determined to do nothing that would infringe your rights or undermine your trust.  This Privacy Notice describes the information we collect about you, how it is used and shared,and your 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 information that we hold about you 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 when you seek to join or our service.  We will tell you why we need the information and how we will use it.

 

 

3.How is your information used?

We use your 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 goods and services;

▪Conduct data analysis,testing, and research (including for service development), and to monitor and analyse usage and activity trends;

▪   Maintain the safety,security andintegrity of our services;

▪   Direct your enquiries and provide information to the appropriate support staff;

▪   Investigate and address your concerns;

▪ Communicate with you about services, promotions, studies, surveys, news, updates and events;

▪ Send you information 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 both personal 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.

 

Thisincludes:

 

▪   Name;

▪   Email;

▪   Phone number;

▪   Address;

▪   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

We do no tuse automated decision-making in the processing of your personal data.

 

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:

 

▪   Delivery partners;

 

▪   Our business partners;

 

▪   The general public when you contribute to a public forum;

 

▪   Our legal advisorsin the event of a dispute or other legal matter;

 

▪ Law enforcement officials, government authorities, or other third parties to meet our legal obligations;

 

▪In connection with, or during negotiations of,any merger,sale of company assets, consolidation or restructuring, financing,refinancing, or acquisition of some or all of our business by another company;

 

▪   Any other party where we ask you and you consent to the sharing.

 

We retain your personal data while you remain a client or employee, unless you ask us to delete it.  Our Retention and Disposal Policy details how long we hold data for and how we dispose of it when it no longer needs to beheld.  We will delete or anonymise your information at your request unless:

•  There is an unresolved issue,such as claim or dispute;

 

•  We are legally required to;or

 

•There are overriding legitimate business interests,including but not limited to fraud prevention and protecting customers' safety and security.

 

7.Transfers to third countries and international organisations

We do not transfer any personal data to third countries or international organisations.

 

8.Your Rights

The General Data ProtectionRegulation gives you specific rights around your personal data.  For example, you have to be informed about the information we hold and what we use it for, you can ask for a copy of the personal information we hold about you, you can ask us to correct any inaccuracies with the personal data we hold,you can ask us to stop sending you direct mail,or emails,or insome circumstances ask us to stop processing your details.  

 

You can find out more information from the Information Commissioners Office website  http://ico.org.uk/for_the_public/personal_informationandthis is the organisation that you can complain to if you 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 of your 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 may opt out of receiving emails and other messages from Caring Breaks at any time, by contacting us  via phone: 02890 709118 or email: dpo@caringbreaks.com 

 

11.Cookies

Cookies are small text files that are stored on your browser or device by websites, apps, online media,and advertisements.We use cookies to:

▪   Validate users;

▪   Remember user preferences and settings;

▪   Determine frequency of accessing our content;

▪   Measure the effectiveness of advertising campaigns; and 

▪   Analyse site visits and trends.

 

 

 

We may change or update our Privacy Notice from time to time.  When we make significant changes,we will notify you of these through either mail or email.  We will also publish the updated Notice on our website.