This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.
Basis for processing personal data
- BIADS has identified consent as our lawful basis for processing personal data under article 6 of the GDPR whereby the individual has given clear consent for us to process their personal data for specific purposes.
- Additionally, BIADS has identified explicit consent as the basis for processing special category data under article 9 of the GDPR whereby the data subject has given explicit consent to the processing of their data for one or more specific purpose.
When might we collect personal information?
- We may collect personal information from you when you first come into contact with BIADS. This could be for instance: if you contact us for advice, enquire about our services, become a member, make a donation, apply for a job or to become a volunteer or provide some optional feedback following the use of one of our services. Any of this personal information may be obtained if 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 name, date of birth, email address, postal address, and telephone number. There could be other information from time to time for instance insurance details if going on a BIADS’ holiday or bank details if you elect to be a regular donor.
- We may also collect medical/medication information when accessing our Carer Support Service or Day Care. You can decide if you want to reveal this information or if you are happy to share this detail.
- We also gather general information about the use of our services for evaluation purposes as required by funders to ensure grants are being effectively put to use. We do not supply actual names or any contact details but use aggregated or anonymous information which does not identify an individual.
Why do we need your personal details?
- To provide you with any advice, information or support you may have requested.
- To help us identify you when you contact us.
- To maintain and keep our records up to date so we can keep in touch and update you on our service offerings and activities.
- We may use your information to enhance the service that our staff provide to ensure we deliver the services you need.
- We may use your details to administer gift aid declarations.
- To provide you with information about our plans and updates in connection with events, fund raising, general information and additional services. This will normally take the shape of a newsletter and will be sent when we believe you will expect to be updated; you can, if you so wish, contact us to request to be taken off the circulation list.
- 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). This would only ever be shared with our trusted partners and suppliers, but is always carried out under our instruction, and is never for their marketing approaches. We ensure that they store the data securely and delete it when it is no longer needed.
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.
Who will have access to your personal information?
- The personal information we collect about you will be used by our staff (and volunteers) in the delivery of services to enable them to support you and your family. The information may also be shared with a few selected organisations that work with us or on our behalf to deliver our services.
- We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.
Security of Information
We take the security of your personal information extremely seriously and implement appropriate physical, technical and organisational measures to protect this information.
We will only keep it as long as is reasonable and necessary, which may be to fulfil statutory obligations (for example, the collection of Gift Aid) or for as long as your association with BIADS continues.
Here are some of the ways we protect your personal information:
- If you provide personal information to us online that information is encrypted for protection on transmission to us. Encryption is the process through which sensitive information is scrambled before it is transmitted so that it remains private even if it is intercepted. However, unless your internet browser supports this you will not be able to take advantage of this level of security.
- Hard copy personal information is kept securely in our offices at BIADS’ premises.
- Our website 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 websites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.
- All our members of staff have been issued with an IT users’ policy covering privacy considerations which they are requested to sign.
You may ask us at any time to update your details, correct or remove information you think is inaccurate or request to see a copy of the personal information we hold. You may also request not to receive any fund raising details in the future.
For any of these changes please contact us by writing to:
BIADS’ Dementia Support Centre, Joseph Exley House, Dean Street, Barnsley S70 6EX
Or email: firstname.lastname@example.org