West Suffolk Sight
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).
Who are we?
West Suffolk Sight is a local charity that provides support services to visually impaired people across West Suffolk with the goal of enabling them to lead active fulfilling and independent lives. It is managed by a Board of Trustees who is responsible for deciding how your personal data is processed and for what purposes. The data controller is West Suffolk Sight.
How do we collect information from you?
We obtain information from you when our Community Workers or Administration team have contact with you either over the phone, through a home visit or at a regional social club meeting.
What type of information is collected from you?
The personal information we collect might include your name, address, phone number and email address, date of birth, eye condition (along with other relevant health issues) and services provided to you by West Suffolk Sight. We may also hold details of your carer or family contact details if you wish us to do so.
How do we use personal data?
The information is stored securely within the European Economic Area and West Suffolk Sight complies with the principles of data protection.
We use personal data for the following purposes:
· To enable us to provide a voluntary service for the benefit of all visually impaired people across West Suffolk who seek our support
· To administer membership records
· To fundraise and promote the interests of the charity
· To manage our employees and volunteers
· To maintain our own accounts and records (including the processing of gift aid applications).
· To send you newsletters, invitations to attend local exhibitions or to promote other local events arranged for the visually impaired.
What is the legal basis for processing your personal data?
· Processing is carried out in the course of West Suffolk Sight’s legitimate activities with appropriate safeguards; the processing of special category data (health-based) relates solely to the members or to former members of West Suffolk Sight or to persons who have regular contact with it in connection with its purposes, and that the personal data will not be disclosed outside West Suffolk Sight without the consent of the data subjects
· Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
· Explicit consent by the data subject so that we can keep you informed about news, exhibitions, events, activities and services and process your gift aid donations.
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be used by the employees of West Suffolk Sight in order to provide its support services to all of its registered members. We will only share your data with third parties outside of West Suffolk Sight with your explicit prior consent.
How long do we keep your personal data?
Specifically, we retain personal data indefinitely until and if you request that your details be removed from our systems.
Gift aid declarations and associated paperwork will be retained for up to 6 years after the calendar year to which they relate.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
· The right to request a copy of your personal data which West Suffolk Sight holds about you
· The right to request that West Suffolk Sight corrects any personal data if it is found to be inaccurate or out of date
· The right to request your personal data is erased where it is no longer necessary for West Suffolk Sight to retain such data
· The right to withdraw your consent to the processing at any time
· The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)
· The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
· The right to object to the processing of personal data, (where applicable)
· The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries or complaints please in the first instance contact:
West Suffolk Sight
Disability Resource Centre
4 Bunting Road
Bury St Edmunds
Tel: 01284 748800
The GDPR is overseen and administered within the UK by the Information Commissioners Office. The Information Commissioners Office can be contacted on 0303 123 1113 or via email at https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.