Privacy Notice: How we Use your Data
What data are we collecting?
When you register with Assert will ask for your name, date of birth, contact details, health and equalities information and details of any disability access requirements.
We collect this data to enable us to provide you with the best possible support and so that we can contact you regarding any services we might be providing to you and also to keep you up to day with Assert news and events.
If you have asked us to advocate with other agencies or professionals on your behalf, we will keep records of our communications with these people.
How we use your data
We will use your data to communicate with you about any support we are providing to you.
Your health and access requirements information will be used to ensure your safety during our events (such as the monthly walks) and to make sure that we are able to deliver our services to you to the best of our ability.
We will also use the data you provide to liaise with other agencies on your behalf, if you have asked us to. Examples could include National Health Service (NHS) staff and the Department of Work and Pensions (DWP).
Some of our funders require us to provide fully anonymised data to them to evidence the support we are providing. This can include equalities information such as clients’ ethnic origin and religion. This information has all identifying details removed before it is passed on to funders, so there is no way for funders to tell who you are.
How we store your data
Our records of your data will be stored within our office on the first floor of the Community Base building on Queen’s Road in Brighton.
Paper data is stored in filing cabinet and units within this office, and the office is always locked when no staff, trustees, or office volunteers are present.
We also have a ‘clear desk’ policy, meaning that we do not leave identifying paper information visible on our desks when they are unattended.
Data will also be stored within our Microsoft Access database. This is fully password protected, and is therefore only accessible by Assert staff and office volunteers.
All of our electronic communications and documents are stored in the cloud-base Office 365, which each staff member’s account being password-protected. Office 365 provides encryption, which further contributes to the security of your data.
We will retain your data for a maximum of 7 years after which it will be securely deleted if electronic, or shredded and securely disposed of if on paper. In exceptional circumstances, we might keep specific information for longer than this period if it contains details that are highly important or relevant to your current support. However, if this happens we will tell you.
Who we might share it with and when
If you have asked us to advocate or liaise with an organisation your behalf, we will share necessary information about you with them. We will only share information that is essential for the organisation and us to work together to help you, and we will let you what data we are sharing.
We work as a team to support each other and you. This means we may share concerns raised during the day with the staff team and Manager.
There are some situations where we might have to share your data without letting you know. For example, if a criminal offence might have occurred.
If we believe that you are at risk of serious harm to yourself or others, we will also need to pass your details on to other agencies such as the police or Social Services.
What is the legal reason for my data being collected?
The General Data Protection Regulation (GDPR) is a law regarding how organisations can collect and store data. Assert will collect your data as part of the “legitimate interests” part of the GDPR.
This means that we are collecting and storing your data to enable us to support you to the best of our ability.
The GDPR gives you the option to say you don’t want us to collect or use your data, but it is not compulsory for us to agree to this if we feel strongly that collecting your data is necessary for us to help you.
If you would like any further information about how we collect, store and use your data, please email firstname.lastname@example.org or write to:
113 Queens Rd