Survivors of Trauma Privacy Statement

Survivors of Trauma Privacy Statement

This privacy statement describes how Survivors of Trauma collects and uses personal information that you provide to us.

We are committed to protecting the privacy of your data and will keep this information confidential in accordance with the Data Protection Act 1998, except where disclosure is required by law.

We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

Survivors of Trauma is registered with the Information Commissioners Office (ICO).

When you provide your data to Survivors of Trauma the data controller for the purpose of the Data Protection Act 1998 and General Data Protection Regulation will be;

 

Coordinator

Survivors of Trauma,

151 Cliftonville Road,

Belfast

BT14 7JR

 

We may obtain personal information from you when:

  • You enquire about our services and programmes. This information may include your name, address, email address, telephone number, fax number or other related details.
  • You register with Survivors of Trauma to receive services. This information will include personal data as above, including medical and associated information in order to help us assess which services are most appropriate for you. You will be provided with a form of consent, which will require your signature regarding how this information is used, stored and reported.
  • When you make a donation to Survivors of Trauma and/or engage in Gift Aid, Survivors of Trauma will hold the relevant data regarding your name, home address, telephone number and if appropriate a completed gift aid form. These will be stored safely on a secured server.
  • Information provided in job applications and held in relation to our current and former employees. When an individual applies to work at Survivors of Trauma, we will only use the information they supply to us to process their application and to monitor recruitment statistics.
  • Information provided in sessional workers CV submissions that include; name, address, telephone, email and other related details.
  • Where we want to disclose information to a third party, for example lift references or obtain ’disclosure’ using ACCESS NI we will inform the applicant beforehand unless the disclosure is required by law.
  • Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed and it will then be destroyed. We retain depersonalised statistical information about applicants to help inform our recruitment activities and to complete our fair employment annual statutory returns.
  • For successful applicants, once they commence employment with Survivors of Trauma we will compile a personnel file relating to their employment. This will be securely stored and only used for purposes relevant to their employment. When employment with Survivors of Trauma has ended, the file will be retained in accordance with the document retention policy.
  • Information will be held if you are a registered volunteer at Survivors of Trauma. A volunteer file is completed for each volunteer, including their name, address and telephone number.

Survivors of Trauma may take photographs/video/sound recordings at its events for use in printed and electronic media for education and promotional purposes. Some images or recordings may be selected for permanent preservation in Survivors of Trauma archive as a record of the organisation’s community and educational activity and may also be used for research, publication, education, displays and exhibitions. Consent will be sought and you will be informed of this privacy statement prior to any recording.

How we use your personal information

We will use your personal information:

  • To provide you with the services, products or information you have requested or that we feel may be of interest to you, where you have given permission to be contacted in this regard. For example we may use information about those who have accessed a particular service to carry out a survey or research study to find out if they are happy with the level of service they received. When people do engage in our services, they remain free to disengage at any time.
  • For administration purposes including monitoring and evaluation and reporting to funders.
  • For the purposes of contributing to interactive sections of our website; trauma education programmes; social media; and online communication processes.
  • To assist with Survivors of Trauma organisational planning, sustainability and fundraising processes and maintenance of organisational records Survivors of Trauma may be required to share your information with our funders, service providers, associated organisation’s and agents for the purposes described above.

You may choose to opt out at any time. Survivors of Trauma will only share information if these organisations’ have confirmed they have the appropriate data safeguards required by the Information Commissioner’s Office.

How we keep your data safe and who has access to it

We are committed to ensuring that there are appropriate technical controls in place to protect your personal details including from misuse and unauthorised access. For example,

  • Our network is password protected and backed up using external server.
  • We do not sell or share your personal details with third parties for them to use for marketing purposes.
  • Survivors of Trauma work with service providers and other third parties who help us to operate and to provide and improve our information and services, and we may share information with them for this purpose.
  • Survivors of Trauma may allow our staff, consultants and/or external providers acting on our behalf to access and use your information for the activities we have described above. We only permit them to use it to deliver the relevant service, and if they apply equivalent levels of protection that we do.
  • Survivors of Trauma may need to disclose your personal information upon request to regulatory and government bodies, law enforcement agencies and suppliers we engage to process data on our behalf.
  • Survivors of Trauma may also merge or partner with other organisations and in so doing, acquire or transfer information.
  • Once registered a unique client code will be assigned to service users anonymising and helping to protect privacy further.

Your Rights

In certain circumstances you have a right to require us to stop processing your personal data in a particular way, or for your data to be erased from our database. If it is not necessary for the purpose you provided it to us for (e.g. providing you with a service you have requested) or we do not otherwise require the data to be archived for future reference, we will do so.
You have a right to ask for a copy of the information we hold about you.

If we hold information about you we will:

  • Give you a description of it;
  • Tell you why we are holding it;
  • Tell you who it could be disclosed to; and
  • Let you have a copy of the information in an intelligible form.

 

If you would like a copy of the information held please forward a request in writing to:

Coordinator

Survivors of Trauma

151 Cliftonville Road

Belfast

BT14 6JR

 

Please let us know if you have any queries or concerns about the way that your data is being processed by contacting us on the details below. You are also entitled to make a complaint to the Information Commissioner’s Office, and for further information see the Information Commissioner’s guidance here https://ico.org.uk/for-the-public/personal-information.

Data retention
We keep data for as long as there is a need to keep it in connection with the purposes for which it was collected.  We may keep your personal data after a particular matter or exchange has concluded but purely for record keeping purposes and to be able to respond to queries.  In some cases, we are also obliged to retain your personal data to comply with legal or statutory obligations (for example, to keep records of contractual or financial matters).

Whilst the specific time periods vary depending on the circumstances, in general we will not keep records that include personal data for no more than 7 years after a particular matter or exchange has concluded.  In the event that you ask us to stop sending you marketing communications, we will retain certain details, such as your name, to help us ensure that you are not contacted again.

 

Contact
Questions, comments and requests regarding this privacy statement are welcomed and should be addressed to;

Coordinator

Survivors of Trauma

151 Cliftonville Road,

Belfast

BT14 6JR

 

 

 

 

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