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Privacy Notice

AIMS AND SCOPE OF THIS NOTICE

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.

We believe that as part of our charitable mission we have a responsibility to keep you and the wider community fully informed of your rights.

This Notice is comprehensive and covers all of SDT’s activities and services. The type of data that we process about you will depend on how you interact with us. All processes and procedures detailed in this Notice are conducted in accordance with our Data Protection Policy, which is reviewed annually.

We hope the following sections will answer any questions you have but if not, please do get in touch with us.

 

Contents of this Notice

  1. An overview of your different rights
  2. What types of personal data do we use?
  3. When do we collect your personal data?
  4. How do we use your personal data?
  5. Who do we share your personal data with?
  6. Cookies and our website
  7. How do we secure your data?
  8. How long will we retain your data for?
  9. What we ask of you.
  10. Contacting the Regulator
  11. Questions and Contact

 

  1. An overview of your different rights

You have key rights in the following areas:

To withdraw consent – whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Where we rely on our legitimate interest – in cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

Checking your identity – to protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

You also have the right to request:

 

  1. What types of personal data do we use?

SDT is a diverse organisation providing a range of goods and services to Southmead and the wider community. The type of information we hold on you might be very different to another person, and could be anonymous. The type of information could be any of the following:

 

  1. When do we collect your personal data?

 Depending on how you interact with SDT, we will collect specific information about you.

 

  1. How do we use your personal data?

 

  1. Who do we share your personal data with?

In some specific circumstances it is necessary for SDT to share your personal data with third parties. We work with these parties to improve SDT’s service delivery in the pursuit of our charitable objectives. When providing personal data to third parties we only provide the information needed to perform their specific services and only do so once we have clearly specified the exact purposes the data is to be processed for.

We work closely with all third parties which support our work to ensure that your privacy is respected and protected at all times.

We never sell personal data to anyone.

Examples of the kind of third parties we work with are:

IT companies who support our website and provide our data management and storage systems. Examples are:

Companies or organisations that support our Operations or Service Delivery. Examples are:

We may be occasionally required to share your information with public authorities when we are legal obligated to do so. An example is:

For further information please contact our Data Protection Lead.

 

  1. Cookies and our website

SDT uses a limited number of Cookies on our website. For full details please view our separate Cookies Policy.

Our websites contain links to third party websites. We cannot be held responsible for the content of any external websites.

 

  1. How do we secure your data?

Securing data is crucial. We respect the trust shown by anyone who interacts with SDT by processing all personal information securely. Here are the ways by which SDT ensures your data security:

Access to your personal data is password-protected, and sensitive data such as that relating to your physical and/or mental health and wellbeing is secured and/or pseudonymised to ensure it is protected.

We have a Data Protection Policy (containing an Information Security Policy) which clearly sets out the procedures for the proper collecting, processing, transfer, sharing, retention and deletion of all data types.

We have a Network Security Policy.

We have separate staff and guest networks.

Data Protection training is mandatory for all staff.

Anti-virus software is installed on all our devices and computers. Maintenance of computer systems and equipment is provided by a professional third party.

Documents and files are physically secured with lockable cabinets and filing rooms. Access to these areas are restricted and monitored.

  1. How long will we retain your data for?

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used for social or organizational history.

 

  1. What we ask of you.

 

  1. Contacting the Regulator

The Information Commissioner’s Office (ICO) is the Data Protection regulator. Its job is to uphold information rights in the public interest.

If you would like more information about the terminology used in this Notice you may like to visit their website.

If you feel that your data has not been handled correctly – by us or any other organisation – you can contact the ICO to escalate your concern.

 

  1. Questions and Contact

We hope this Privacy Policy has been helpful in setting out the way we handle your personal data and your rights to control it.

If you have any questions that haven’t been covered, or to exercise any of the rights contained in this Policy, please contact our Data Protection Lead who will be able to help you:

Sam Garbett – Operations Manager
samgarbett@southmead.org (please put ‘Privacy Notice’ in the subject line)
Southmead Development Trust, The Greenway Centre, Doncaster Road, Bristol, BS10 5PY.