Our Privacy Principles
We will look after any personal information that you share with us.
This is central to our values as an organisation. We want everyone who supports us, or who comes to us for support, to feel confident about how any personal information they share will be looked after or used.
You can be confident that:
- We only use personal information in the ways we need to and that is expected of us.
- We will keep you up to date with our work, including how we are campaigning to improve services, raising awareness, promoting understanding as well as our fundraising activities. But, we only use your personal information to do this if you have previously told us that’s OK.
- We will make it easy for you to tell us how you want us to communicate with you, including how to opt out from future communications – and we promise your request will respected straight away.
- We will never release your information to organisations outside Mid & North Powys Mind for their marketing purposes.
- We will be especially careful and sensitive when engaging with vulnerable people or those we have reason to believe might be vulnerable.
- We take all reasonable care to safeguard your personal information through security policies and secure business processes.
- We will always provide easy ways for you to contact us. Our Data Protection Lead (Jo Lewis) is happy to answer any queries you have, at any time.
We know that your privacy is very important to you.
We promise that it is even more important to us.
How we collect personal information about you
We may collect personal information from you when you interact with Mid & North Powys Mind. There are many occasions when this could happen, for example: if you enquire about our activities, register with us, make a donation to us, ask a question about mental health, apply for a job or volunteering opportunity, if you choose to provide some optional feedback or otherwise provide us with personal information. And, this may be when you phone us, go onto our website, through the post, or in person.
What information do we collect?
The personal information we collect might include your contact details such as name, date of birth, email address, postal address, telephone number, gender, religion and other equal opportunities information as well as information you provide in any correspondence between us.
We may also collect health information if you tell us about your experience or the experiences of a friend or relative; however, you can decide if you want to remain anonymous or if you are happy to share your personal details.
We also gather general information about the use of our websites, such as which pages users visit most often and which services, events or facilities are of most interest. We may use this information to make improvements to our website and social media pages and to ensure we provide the best service for users. Wherever possible we use aggregated or anonymous information which does not identify individual visitors to our website.
We store our information on a database called Lamplight.
How do we use personal information?
We may use your personal information to:
- Provide you with the important advice and support you’ve asked us for;
- Provide or administer activities relating to all our services: updating you with important administrative messages, to help us identify you when you contact us, and help us to properly maintain our records and provide the quality services that you have requested;
- Improve your experience with us. We may use your information to enhance the service that our staff provide;
- Provide you with information about our plans. This may be letting you know about new or enhanced services that we hope will be useful and interesting to you, and may include fundraising updates; of course, we will only do this with your consent and you can change your mind and remove or add your consent at any time by contacting us;
- Analyse the personal information we collect about you so that we can better understand our clients, their preferences and needs and important trends;
- Fulfil funder obligations and provide up to date statistics for future funding applications (this data will all be anonymised);
- We may need to disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority);
A special note about the Sensitive Information we hold
If you use our services you may choose to provide details of a sensitive nature. We only use it for the purposes of dealing with your enquiry, providing quality services, and quality monitoring of, or evaluating, the services we provide. We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others, children contacting us and sharing serious issues.
Your personal information and details are stored on a secure database for no longer than is necessary for the purposes of its use. We carry out periodic deletion of data whose retention period has expired and/or when the need to continue holding such data is no longer necessary.
We’d like to keep all our supporters and service users up to date with our services. So, to update you on what we’re doing or ask whether you’d be able to support us, where you have given us your consent, we’d like to keep in touch with you (by post, phone, email, and other electronic means) about our services and how you can continue to help us shape them.
Please be reassured that respect lies at the heart of everything our committed staff and volunteers do: we respect any information that you share with us and you can change your mind and remove or add your consent at any time, by simply contacting us on 01597 824411.
You consent to Mind transferring your information to countries or jurisdictions which may not provide the same level of data protection as the European Economic Area (“EEA”). At present, Mind does NOT transfer nor store your personal information outside the EEA. If we chose to do so in the future, we will update this Policy and we will comply fully with our legal obligations as a data controller and take all steps necessary to ensure that your personal information is treated securely and in accordance with legislation.
Legal basis for using your information
In some cases, we will only use your personal information where we have your consent.
However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Mid & North Powys Mind to process your information to help us to continue to deliver services and support the mental wellbeing of our local communities.
Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your personal information are: where you have accessed a service funded by a particular funder and we have to report that funding to justify the project. This data will always be anonymised in funding reports; to apply for funding, to show that a particular service is needed; to improve our services; for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.
In very specific circumstances we will rely on ‘vital interests’ as a legal basis to process your information. We will only use this legal basis when the situation is about protecting someones life (for example if we consider you to be a significant risk to yourself or other people, or if you have told us about a situation that involves abuse of some kind. In these circumstances Mid & North Powys Mind has a duty of care to protect and we must report what we know to the appropriate agency/authority. In this situation we will always tell you that we will be passing this information on (as long as the disclosure of this information to you does not increase the risk), but we do not need to seek your permission to do so.
We will only contact you about our work and how you can support Mid & North Powys Mind by phone, email or post if you have agreed for us to contact you in this manner.
You can update your choices or stop us sending you these communications at any time by contacting firstname.lastname@example.org.
Who sees your personal information?
The personal information we collect about you will be used by our staff (and volunteers) in Mid & North Powys Mind so that they can support you; and possibly to legal and regulatory authorities if required to by law. This never involves us selling or sharing your personal information with organisations so that they can contact you for any marketing activities.
Your Information Security
We take the security of your personal information extremely seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss. We only keep it as long as is reasonable and necessary, which may be to fulfil statutory obligations (for example, reporting to funders).
Offline, your personal information is kept securely in our databases and offices, or, where relevant, by our partner companies.
We will take all reasonable steps to protect your personal information, but data can never be guaranteed as 100% secure. Please note that we will not be liable for any breach of security unless we have been negligent.
Our Web site may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those Web sites or advertisers.
How to update or access your personal information
You may ask us at any time to correct or remove information you think is inaccurate. You have a right to know what personal information Mid & North Powys Mind holds about you. You can ask us to update your details, or request a copy of your personal information we hold, by contacting Mid & North Powys Mind:
Writing: Mid & North Powys Mind, Crescent Chambers, South Crescent, Llandrindod Wells, Powys, LD1 5DH
Tel: 01597 824411
Who we are
Here at Mid & North Powys Mind (“Mind”/”we”/”us”), we are committed to protecting your personal information and to reassure you that that you have control over the information we store about you and what types of information you would like to receive from us. For further information about our privacy practices, please contact our Data Protection Lead by:
Writing: Mid & North Powys Mind, Crescent Chambers, South Crescent, Llandrindod Wells, Powys, LD1 5DH
Calling: 01597 824411
Survey & evaluation forms
It is up to you whether you want to take part in this survey. All answers will be treated in confidence and they will not affect the care you receive. If you start the questionnaire and then change your mind about participating, you can stop at any time. Any personal information that you include on the questionnaire will be stored securely, and only the staff team will have access to the data. Your personal information will not be used for any other purpose.
Appendix B – Membership
To sign up as a member, please provide your details below. We take your privacy seriously and will only use your details to process your membership, provide you with services and support, to evaluate and improve our services, to report to funders and to make funding applications. You do not have to sign up as a member to receive our services, however the more accurate our statistics are, the better evaluation data we can produce.
How we process the information you provide