Southwark Pensioners’ Centre Privacy Notice
Last updated: 30 November 2022
Southwark Pensioners’ Centre helps make life better for older people in Southwark by working with others to provide a wide range of activities, events, services, campaigning and consultation opportunities.
We appreciate very much the relationships that we have with our Users, Workforce, Supporters, Funders, Donors and the people who are interested in our work and we are certain that, by respecting your privacy and your rights relating to data protection, we can further enhance our relationship with you.
We are committed to protecting and respecting your personal data and in line with Data Protection Laws will ensure that it is:
- Processed lawfully, fairly and in a transparent manner
- Collected for specified, explicit and legitimate purposes
- Adequate, relevant and limited to what is necessary
- Accurate and current
- Kept for no longer than is necessary
- Processed in a manner that ensures appropriate
security of your personal data
We are registered with the Information Commissioners
Office. Our registration number is: Z3345581
Our contact details:
Data Controller: Southwark Pensioners’ Centre
Address: 305 – 307 Camberwell Road, London, SE5 0HQ
Phone Number: 0207 708 4556
E-mail: Info@southwarkpensioners.org.uk
Website: http://www.southwarkpensioners.org.uk/
What is the purpose of this document?
Southwark Pensioners Centre collects and processes personal information about you during and after your relationship with us in order to manage that relationship. We are committed to being transparent about how we collect and use your data to meet our obligations under the General
Data Protection Regulation (GDPR).
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are
(a) Your consent.
You are able to remove your consent at any time. You can do this by contacting Cathy Deplessis on 020 7708 4556 or Cathy.Deplessis@southwarkpensioners.org.uk.
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
We need certain information and without it we may not be able offer you the full range of our services. We will make the implications clear should this be likely and discuss alternatives with you.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason, and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will request your approval
before hand.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Personal and sensitive information
There is some information given to us by you, or someone else you have given us permission to ask, which is more sensitive and personal to you. Information of this kind includes name, address, health and support needs, previous convictions, ethnicity, sexual orientation and we need your
permission to keep it and use it.
Whose personal information do we collect and how do we
collect it?
This privacy policy relates to the data we collect in paper, text or electronic form from people who:
- Make telephone or online enquiries on behalf of themselves or others which includes referrals from partners or agencies
- Register interest, take part in our activities, events, Services, campaigns, consultation opportunities or visit our Centre,
- Take part in our surveys or research
- Visit our website or social media accounts
- Subscribe to our newsletter or social media accounts
- Donate or award a grant
- Provide goods or services to us
- Either work with or apply to work or volunteer with us,
- Support us in other ways
What personal information do we collect and how is it used?
Personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
Users
We collect:
Names, addresses, telephone numbers, email addresses, emergency contact details, social media contact details
We use it as follows:
- To contact you in connection with a specific enquiry, question or advice case;
- To refer or signpost you to other services or agencies – we will only refer you with your permission
- To keep you updated on the Centre, our services, activities, events, campaigns and consultation opportunities through newsletters, emails and social media where you give clear and unambiguous consent
- To register you for and record your attendance at our activities, services and events
- We may take photos at events that we will then use in newsletters and other publicity materials – we will seek your explicit consent
- To provide anonymised data for statistical analysis and reporting
Getting to know our users
On registering for or accessing the Centre where a more in depth conversation or induction would be beneficial as part of our Taking Back Control service.
We collect:
information on your strengths and interests – name, address, strengths, preferences, interests and needs
We use it as follows:
- To develop a good relationship with you and support you to build on your strengths, preferences, interests and help you to get your needs met.
- To offer a person-centred service and identify if any of our services, activities, events, campaigns, consultation opportunities or those of our partners or other agencies may suit you.
Being truly welcoming and open to all
We collect
Equalities and Diversity information from Users and our paid and unpaid workforce -:– on registering for or accessing the service, applying to work or volunteer with us, we ask your permission to process sensitive personal information – names, address, age, sex, gender reassignment religion / beliefs, marital status, ethnicity, languages spoken, disability, health needs, caring responsibilities, who you live with, level of education attained, employment status and annual income.
We use it as follows:
- To monitor equality of opportunity, diversity and inclusion in our recruitment, selection and employment practices, volunteer recruitment, selection and training, access to services, service
provision, board membership and meetings, and publicity. - To inform the development of new services, activities, events, campaigns, consultation opportunities or marketing materials
- To use anonymised case monitoring data for statistical analysis and reporting
Assisting advice clients
We collect
Name, address, telephone numbers, email address
Only where necessary – NI number, GP contact details, medical information, income and bank account details, benefit details, consumer account details, legal details.
We use it as follows:
- Information related to case monitoring such as confidential case notes
- To record the details of any advice given, to maintain case details for a minimum of 6 years following the advice given;
- To refer or signpost you to other services or agencies – we will only refer you with your permission
- To use anonymised case monitoring data for statistical analysis and reporting
Recruiting, developing and retaining volunteers, interns and work placements
We collect:
Names, addresses, telephone numbers, email addresses, emergency contact details, CVs, application forms containing your experience, criminal record declaration, references, proof of identity,
training and development records.
We use it as follows:
- Safe recruitment in line with safeguarding which includes Disclosure and Barring Service or police checks and identity checks to ensure you have the right to work in the UK, communication about events, activities and updates about the Centre,
- To record attendance to support fundraising and the provision of references
- To provide anonymised data for statistical analysis and reporting
- To support volunteer, intern and work placement folk’s personal development and growth
- To promote events and activities to you with your permission
Recruiting, developing and retaining Trustees
We collect:
Name, address, telephone numbers, email address, NI number, employment details, job history, experience, criminal record declaration, declaration of interests, references, proof of identity, trustee training and development records
We use it as follows to:
- Safe recruitment in line with safeguarding which includes Disclosure and Barring Service or police checks and identity checks to ensure you have the right to work and therefore
volunteer in the UK. - Assure fit and proper persons become and remain Trustees,
- Provide personal information to Companies House, the Charity Commission and funders for regulation and compliance.
- Support Trustee personal development and growth
- Communicate board matters
Recruiting, developing and retaining staff
We collect:
name, address, telephone numbers, email address, NI number, employment details, criminal record declaration, declaration of interests, references, bank account , NI number, work history, training records, and other personal details required and so we can meet legal obligations, e.g. health and racial or ethnic origin (for monitoring purposes), proof of identity, emergency contact details, training and development records
We use it as follows to:
- Carry out safe recruitment in line with our safeguarding policy and procedures which includes obtaining Disclosure and Barring Service or police checks as well as identity checks to ensure you have the right to work in the UK
- Record attendance to process and support HMRC legal requirements, payroll and pension records, requests for references and account for grant funded work where this applies
to your work - If you become an employee of Southwark Pensioners’ Centre, we will hold your personal data for the duration of your employment or in compliance with statutory retention periods. If your application is unsuccessful, we will hold your information for six months.
- Support the development and personal growth of staff
Building and maintaining our relationship with Funders
We collect:
name, address, email address, telephone numbers, website
and social media details
We use it as follows to:
- Promote and update on the work of the Centre no more than twice a year.
- Apply for funding,
- Send evaluation reports
- Send agreed Southwark Pensioners’ Centre updates
Building and maintaining the relationship with Donors and Supporters
We collect:
Name, address, email address, telephone numbers, and credit card details.
Southwark Pensioners’ Centre cannot access credit card details of online donations made via third parties – JustGiving or the Charities Aid Foundation who store donor details securely and have their own privacy notices.
We use it as follows to:
- Record and thank you for donations
- Appeal for future donations – no more than twice a year
- Update on the work of the Centre no more than four times a year
where you give clear and unambiguous consent - Comply with the Prevent duty
When you provide services for us
We collect:
name, address, email address, telephone numbers, website, social media accounts and bank account·
We use it to:
assess quality, order goods and services, raise and resolve queries and pay invoices
Website
We collect:
When you go to a page it ‘logs’ details of when you visited, your IP address, page(s) accessed, where you came from (e.g. a link from another website), and your browser and operating system. This is
standard practice for all websites.
Such logging is covered by Google Analytics’ own data privacy policies which include anonymization and automated data retention controls
We use it to:
- Improve the reach and functionality of the website and our services.
- Give us information about the number of visitors and visitor behaviour patterns; this information does not identify individuals
Social media
We collect:
Users and Supporters social media account contact details Southwark Pensioners’ Centre uses Twitter, Facebook, Instagram and YouTube. Please visit these sites for more information on their privacy policies and practices. All social media interactions are managed in house by Southwark Pensioners’ Centre and not by third parties.
We use it to:
communicate with you and promote activities, services, events, consultations and campaigns (political and fundraising – if the latter we direct you to JustGiving or CAF)
Who in Southwark Pensioners’ Centre has access to your data?
Your general information, ie, name and contact details, may be shared internally, with staff and volunteers responsible for managing and marketing SPC services, activities events, campaigns and consultations. Personal and sensitive information such as age, ethnicity, health and is
restricted to specific staff and only released to other staff, volunteers or partners who need the information to carry out their duties
Sharing your data with a third party
There are some circumstances where we may share your personal data with a third party, for instance, with Ageing Well in Southwark partners (Age UK Lewisham and Southwark, Blackfriars Settlement, Link Age Southwark, Time and Talents, Southwark Carers) and Southwark
Council to ensure that you get the best support from the service without having to ask you to repeat information to lots of different partners.
We will ask your express permission to do so (including name, address, gender, age, health info and notes from discussions with Ageing Well Southwark colleagues)
We may also share your personal data with any of our suppliers, or associates, contractors or partners who assist us in providing the services, activities, events, campaigns and consultation opportunities
we offer.
The assistance provided by our suppliers, associates, contractors or partners may be related to our Ageing Well Southwark activities. Marketing activities such as: updating marketing lists, advertising,
market research and sending and receiving communications.
Transactional assistance may also be provided by our suppliers, associates, contractors and partners, including: processing transactions, fulfilling requests for information, billing, sales, execution,
and the fulfilment of orders.
Other support services provided may include: data storage, transfer, analysis and processing, providing software services and in other tasks as may requested from time to time.
Our suppliers, associates, contractors and partners will only use your information to the extent necessary to perform their functions and are subject to contractual restrictions prohibiting them from using your information for any other purpose.
We will never share your data with a third party in a way that you wouldn’t reasonably expect and never without your explicit consent. Southwark Pensioners’ Centre will never sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Data Security
Southwark Pensioners’ Centre takes the security of your data seriously.
We have internal policies and controls in place to ensure that your data
is not lost, accidentally destroyed, misused or disclosed, or subject to
unauthorised access.
Where necessary, we implement appropriate network access controls,
user permissions and encryption to protect data.
We have put in place procedures to deal with any suspected data
security breach and will notify you and any applicable regulator of a
suspected breach where we are legally required to do so.
Data Retention
We will only retain your personal information for as long as necessary to
fulfil the purposes we collected it for, including the purposes of
satisfying any legal, accounting or reporting requirements. Details of
retention periods, archiving and destruction policies for different
aspects of your personal information are available in our retention policy
which is available from the person responsible for data protection.
Your legal rights
As a data subject, you have a number of rights over your personal data
- To receive a copy of your information
- To ask us to correct any errors
- To delete it once we no longer need it
- To ask us to stop using your information in a certain way
- To ask for certain information in a portable, electronic format
- To object to certain uses of your information (for example, marketing and automatic profiling or decision making)
Further details of which can be found at Individual rights | ICO
If you have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent at any time. Once confirmed, we will no longer process your information for the purpose you originally agreed to, unless we have another legitimate basis for doing so in law. If you believe that the organisation has not complied with your data protection rights, you can complain to the
Information Commissioner (ICO): https://ico.org.uk/concerns/
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane, Wilmslow
Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Accessing your data
You will not have to pay a fee to access your personal information. We may need to confirm your identity or ensure your right to exercise your legal rights. This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
Queries and Further Information
Southwark Pensioners’ Centre (305-307 Camberwell Road, London, SE5 0HQ) is the Data Controller.
For any queries, please contact info@southwarkpensioners.org.uk.