Community Accord -Privacy Notice
This notice provides information for all our clients and service users, people who are considering Mediation or Training with us and potential employees.
Community Accord have legal obligations under the Data Protection Act 1998 and GDPR 2018 about how we store and use personal data from people who use our service.
In particular we must:
- collect the information fairly
- let you know how we will use it
- keep the information secure
Community Accord is a registered data controller with the Information Commissioner. (ICO)This means that we are responsible for and control the processing of your personal data.
What is your personal data?
Personal data is any information that relates to a living individual who can be identified from that data. Identification can be from the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.
Information we may ask you for and how we collect it
When you, contact us, or interact with us in any other way Community Accord will collect personal information about you, and/or your child or family members:-
- telephone number
- email address
- information about your child any other members of your family.
- sensitive personal information
- financial information
- safeguarding information in relation to children, young people and adults.
if you work or volunteer for us :-
We collect your information from you in a variety of ways including face to face, in writing, in telephone conversations, in email and via referrals.
How we use your information
Community Accord complies with its obligations under the GDPR by keeping your personal information up to date, by storing and destroying it securely. We will not retain excessive amounts of data and we will always protect personal data from loss, misuse, unauthorised access and disclosure and will ensure appropriate technical measures are in place to protect personal data. and will not supply it to any third party without your consent, unless we are obliged or permitted by law to do so.
Your personal data may be used for the following purposes:-
- To respond to your requests and inquiries
- To provide services to you
- To maintain our own records and accounts
- To financially administer our services to you including payment of invoices
- To safeguard children, young people and adults
- To seek your views and comments on the services we provide
- To manage our employees
- To process a job application
Children and young people
When, in the course of providing services to you, we meet with any young person over the age of 13, we will provide them with an age appropriate Privacy Statement.
The lawful basis for processing your data .
We have a legitimate interest in processing your data for the purposes of providing a service to you.
How long do we keep your information?
We keep your data in accordance with our data retention policy – no information will be retained longer than 6 years after which time it will be destroyed.
Our retention policy and retention periods for personal information are reviewed annually. We are legally required to hold some types of information to fulfil our statutory obligations. Otherwise we will only hold your personal information on our systems for as long as is necessary for the relevant task or as long as is set out in any contract you have with us .
How we share your information.
- Your personal data is confidential . We may pass your information to a third party at your request.
- To a third party service providers/organisations for the purposes of providing services to you or completing tasks on your behalf.
- We would only disclose information necessary to deliver our service and ensure that we have a contract in place with them that requires them to keep your information secure.
- We would never sell, rent or give your information to third parties or share information with anyone for marketing purposes.
Your rights on the information we hold about you
Unless subject to an exemption under GDPR, you have the following rights with respect to your personal data:-
- The right to be informed of the use of your Personal Data
- The right to access and/or to require the correction or erasure of your Personal Data if it is found to be inaccurate or out of date.
- The right to block and/or object to the processing of your Personal Data
- The right to withdraw your consent to the processing of your data at any time
- The right to ask that Community Accord delete your data where it is no longer necessary for us to hold it.
How we keep your information safe
We are always working to protect your personal information that we hold, its confidentially, integrity and security.
- We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems.
- We make changes and improvements when required.
- We restrict access to personal information to Staff and Volunteers subject to strict contractual confidentiality obligations. Training, mentoring , policies and procedures as well as 1.1 reviews are used to keep staff apprised off and working with our policies and procedures.
- We have Security Information Policy in place which defines the measures we take to protect your personal information. We use a combination of technology and procedures to ensure that our paper and computer systems are protected, monitored and are recoverable.
- We only use third party service providers where we are satisfied that they provide adequate security for your personal data.
Privacy statement changes
Community Accord may update this privacy statement from time to time. Please check back each time you use our service to ensure you have seen our current privacy notice.
Where and whenever necessary we will seek your prior consent to the new processing.