Privacy Policy

1. INTRODUCTION AND TERMS

Welcome to Duchy Health Charity’s Privacy Policy.

Duchy Health Charity Limited (“We “or “us”) are committed to protecting and respecting your personal data and privacy. This privacy policy relates to our use of any personal data we collect from you from any of our services. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal data; including the Data Protection Act 1998 (DPA) and The General Data Protection Regulation 2016 (GDPR) together, and with other subsequent laws “Data Protection Laws”.

2. WHO WE ARE AND HOW TO CONTACT US

For the purpose of the Data Protection Laws, the data controller is Duchy Health Charity Limited, registered company number 01268926. If you want to request more information about our privacy policy or information regarding data protection you should contact us using the details provided below:

FAO: Secretary
Duchy Health Charity Limited
Peat House
Newham Road
Truro
Cornwall
TR1 2DP

Email: info@duchyhealthcharity.org.uk
Telephone: 01872 276116 and ask to speak to the Privacy Officer for Duchy Health Charity.

3. THE DATA WE COLLECT ABOUT YOU

We collect and process Personal Data. Typically the Personal Data we collect and process will include name, address, email address, financial information (in relation to grant applications), but we may collect and/or process other Personal Data from time to time. It also may include IP address and cookies of your visit to websites.

We only collect data from you directly or via third parties (see Third Parties below).

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to trustees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

4. HOW YOUR DATA WILL BE USED

We use information held about you to:

  • – ensure that content from our site is presented in the most effective manner for you and for your devices;
  • – provide you with information, products or services that you request from us or which we feel may interest you (where you have consented to be contacted for such purposes or by Legitimate Interest);
  • – carry out our obligations arising from any contracts entered into between you and us;
  • – allow you to participate in interactive features of our service when you choose to do so, e.g. asking a question through our website.
  • – carry out necessary maintenance to our infrastructure; and
  • – notify you about changes to our services

We also embrace the use of social media and may wish to process any comments made public by you.

5. THIRD PARTIES

We will keep your information within the organisation except where disclosure is required or permitted by law or when we use third party service providers (data processors) to supply and support our services to you.  We have contracts in place with our data processors. This means that they cannot do anything with your personal data unless we have instructed them to do so. They will not share your personal data with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Please see below the list which sets out the categories of recipients of personal data.

SERVICE PROVIDED
Secretary/Treasurer
Trustees and Committee Members
IT Support Services
Email Provider
Secure document disposal service
Marketing/PR/Press
Banks
Grantors
Email marketing platforms
Office cleaning services
Accountants/Auditors
Solicitors

In addition third parties may provide us with Personal Data and they should only do so where the law allows them to.

6. WHERE YOUR DATA IS HELD

We (including our third parties) store any Personal Data in the UK, EEA or in a country where an adequacy decision has been made by Article 29 Working Party (e.g. EU-US Privacy Shield).

7. LEGITIMATE INTEREST & MARKETING

Where we use Legitimate Interests we will record our decision and our method on making this decision.

If you are an existing contact or applicant we will contact you by telephone, postal and electronic means (e-mail) with information about services which you have previously applied for or enquired about. If you are a new applicant, and where we permit selected third parties to use your data, we (or they) will contact you by these means only if you have consented to this. You can choose to not receive these types of communication by contacting us.

 

 

8. APPLICATIONS TO WORK FOR US

If you apply to work for us (directly or indirectly) in any role (including volunteers) we may receive data about you from third parties. In addition, we will keep the details of your application and any additional information provided to us by you or others during your application so that we can keep you informed of future opportunities that you may be interested in. If you do not wish for us to keep your details for this reason, please let us know by contacting us using the details provided in this policy.

9. YOUR RIGHTS

Under the Data Protection Laws your rights are:

  • – To be informed – We must make this privacy policy (sometimes referred to as a privacy notice) available with the emphasis on transparency over how we process your data.
  • – Access – You are entitled to find out what details we may hold about you and why. We strive to be as open as we can be in terms of giving people access to their personal data. Individuals can find out if we hold any of their Personal Data by making a formal request under the Data Protection Laws. Such requests should be in writing to the contact details provided in this policy. In the instance that we do not hold information about you we will confirm this in writing at the earliest opportunity. If we do hold your personal data we will respond in writing within one calendar month of your request (where that request was submitted in accordance with this policy). The information we supply will:
    • (a) confirm that your data is being processed;
    • (b) verify the lawfulness and the purpose of the processing;
    • (c) confirm the categories of personal data being processed;
    • (d) confirm the type of recipient to whom the personal data have been or will be disclosed; and
    • (e) let you have a copy of the data in an intelligible form.
  • – Rectification – We are obliged to correct or update your details. We will correct or update your data without delay provided you make the request in writing to the contact details provided in this policy, clearly specifying which data is incorrect or out of date.
  • – Erasure – This is also known as the request to be forgotten. Under Data Protection Laws you have the right to erasure under specific circumstances. A request for your personal data to be deleted will be decided on a case by case basis and should be submitted in writing to the contact details provided in this policy.
  • – Restrict processing – You have the right to ‘block’ or suppress the processing by us of your personal data.
  • – Portability – You have the right to obtain and reuse your personal data that you have provided to us.
  • – Object – You have the right to object to us processing your data in relation to direct marketing and or profiling.
  • – Rights in relation to automated decision making and profiling – We do not use automatic decision making or profiling.

Please note that you may need to provide identification in order to prove who you are if you wish to invoke any of your rights as provided by the Data Protection Laws and as summarised above.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

10. DATA RETENTION

Our data retention policy is dictated by the Data Protection Laws and is available for inspection by submitting a written request using the contact details provided in this policy.

11. DATA DELETION

Under Data Protection Laws you have the right to erasure under specific circumstances. A request for your personal data to be deleted will be decided on a case by case basis and must be submitted in writing to the contact details provided in this policy.

12. DATA CORRECTION

We will correct or update your data without delay provided you make the request in writing to the contact details provided in this policy, clearly specifying which data is incorrect or out of date.

13. DATA INSPECTION

We strive to be as open as we can be in terms of giving people access to their personal data. Individuals can find out if we hold any of their personal data by making a formal request under the Data Protection Laws. Such requests must be in writing to the contact details provided in this policy. If we do hold your personal data we will respond in writing within one calendar month of your request (where that request was submitted in accordance with this policy).

The information we supply will:

  • – confirm that your data is being processed;
  • – verify the lawfulness and the purpose of the processing;
  • – confirm the categories of personal data being processed;
  • – confirm the type of recipient to whom the personal data have been or will be disclosed; and
  • – let you have a copy of the data in an intelligible form.

Please note that you may need to provide identification in order to prove who you are to access your data.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

In the instance that we do not hold information about you we will also confirm this in writing at the earliest opportunity.

14. Changes

We keep our privacy policy under regular review and you should check back regularly to ensure you are aware of changes to it. We may display this notice to you from time to time to help ensure you are aware of its contents.

15. Complaints

You have the right to complain about the processing of your personal data. Please contact us using the details provided above. If you are still unsatisfied you have the right to complain to the Information Commissioners Office.