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.
Google Analytics
The Assert website uses Google Analytics (GA) to track user interaction. We use this data to examine the number of people accessing our website, to help us to understand how people find and use our website.
GA records data such as your geographical location, internet browser, device and operating system, but none of the information personally identifies you to Assert. GA also records your computer’s IP address, which could be used to personally identify you, but Google does not give us access to this. We consider Google to be a third party data processor.
GA makes use of cookies, which are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website or for gathering statistics. They are also often used to provide a personalised experience for users – for example, when a service remembers your user profile without you needing to login.
Disabling cookies on your internet browser stops GA from tracking any part of your visit.
Cookies Policy
We use a system of classifying the different types of cookies which we use on the Website, or which may be used by third parties through our websites. The classification was developed by the International Chamber of Commerce UK and explains more about which cookies we use, why we use them, and the functionality you will lose if you decide you don’t want to have them on your device.
What is a cookie?
Cookies are text files containing small amounts of information which are downloaded to your personal computer, mobile or other device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device.
How long are cookies stored for?
Persistent cookies – these cookies remain on a user’s device for the period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie. Session cookies – these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted. Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. You can find more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu.
Cookies used on the Website
A list of all the cookies used on the Website by category is set out below.
Strictly necessary cookies
These cookies enable services you have specifically asked for. These cookies are essential in order to enable you to move around the Website and use its features, such as accessing secure areas of the Website.
Performance cookies
These cookies collect anonymous information on the pages visited. By using the Website, you agree that we can place these types of cookies on your device. These cookies collect information about how visitors use the Website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how the Website works.
Functionality cookies
These cookies remember choices you make to improve your experience. By using the Website, you agree that we can place these types of cookies on your device. These cookies allow the Website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
Third party cookies
These cookies allow third parties to track the success of their application or customise the application for you. Because of how cookies work we cannot access these cookies, nor can the third parties access the data in cookies used on our site. For example, if you choose to ‘share’ content through Twitter or other social networks you might be sent cookies from these websites. We don’t control the setting of these cookies, so please check those websites for more information about their cookies and how to manage them.
If you would like any further information about how we collect, store and use your data, please email assert.bh@assertbh.org.uk or write to:
Assert B&H
Community Base
113 Queens Rd
Brighton
BN1 3XG