Privacy Policy
Surrey Coalition of Disabled People Customer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
Post
Surrey Coalition Of Disabled People, Astolat, Coniers Way, GUILDFORD, Surrey, GU4 7HL, GB
Telephone
01483456558
info@surreycoalition.org.uk
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery and third party referrals:
- Names and contact details
- Gender
- Pronoun preferences
- Addresses
- Date of birth
- Photographs or video recordings
- Service use history
- Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
- Information about support requirements
- Information about lifestyle, interests or personal history
- Records of meetings and decisions
- Payment details (including card or bank information for transfers and direct debits)
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We also collect or use the following information to provide services and goods, including delivery and third party referrals:
- Ethnic minoritised communities
- Health information
- Sexual orientation information
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Addresses
- Payment or banking details
- Donation history
- Tax payer information (for Gift Aid purposes)
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Recorded images, such as photos or videos
- Donation history
- IP addresses
- Records of consent, where appropriate
We also collect or use the following information for service updates or marketing purposes:
- Ethnic minoritised communities
- Health information
- Sexual orientation information
We also collect or use the following information for research or archiving purposes:
- Ethnic minoritised communities
- Health information
- Sexual orientation information
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Financial transaction information
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
We also collect or use the following information for recruitment purposes:
- Ethnic minoritised communities
- Health information
- Sexual orientation information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Correspondence
We also collect or use the following information for dealing with queries, complaints or claims:
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We ask for people’s personal details so we can better support them. For example knowing where a person lives means we’re able to let them know the services that are on offer that are close to them. Knowing a person’s email address means that we’re able to contact them with details of all of our activities including our virtual activities.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Where we get personal information from
- Directly from you
- Family members or carers
- Other health and care providers
- Charities or voluntary sector organisations
- Councils and other public sector organisations
- Previous employers
- Local NHS Trusts
How long we keep information
| Information | Retention period |
| Accident books, accident records/reports | 3 years after the date of the last entry |
| Accounting records | 6 years |
| Income Tax & NI returns, Income Tax, Record and correspondence with the Inland Revenue | 6 years after the financial year to which they refer |
| Records relating to events notifiable The Retirement Benefits Schemes. Regulations 1195, records concerning decisions to allow retirement due to incapacity pension accounts associated | 6 years from the end of the scheme year in which the event took place, or the date upon which the accounts/reports were signed/completed |
| Statutory Maternity Pay records, calculations, certificates or other medical evidence | 3 years after the end of the tax year in which the maternity period ends |
| Statutory Sick Pay records, certificates, self certificates | 3 years after the end of the tax year to which they relate |
| Wage/Salary records | 6 years |
| Application forms and interview notes for unsuccessful candidates | 6 months – one year |
| Money purchase details | 6 years after transfer or value taken |
| Pension scheme investment policies | 12 years from the ending of any benefit payable under the policy |
| Pension records | 12 years after benefit ceases |
| Redundancy details, calculations of payments, refunds | 6 years from the date of redundancy |
| Personnel files and training records (including disciplinary records and working time records) | 6 years after employment ceases |
| Senior executives records (that is, those on a senior management team | As long as the organisation is active for historical purposes |
| Trust, deed and rules | As long as the organisation is active |
| Trust minute books | As long as the organisation is active |
| Work Council minutes | As long as the organisation is active |
Who we share information with
Data processors
Pennisula
This data processor does the following activities for us: Pennisula are our Human Resource advice consultancy. They store our HR records
Charity Digital
This data processor does the following activities for us: Charity Digital is the provider we use to send our marketing emails to individuals that have consented to receive them.
GreenPoint
Our IT providers that also manage our Customer Records Management system.
Redder
Our website developers.
Others we share personal information with
- Charities and voluntary organisations
- Organisations we need to share information with for safeguarding reasons
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint