Data Protection and Confidentiality
Carer Support Wiltshire are bound by the Data Protection Act 1998 to ensure that your information is:
- Fairly and lawfully processed in line with your rights
- Processed for limited purposes
- Adequate, relevant and not excessive
- Accurate and up to date
- Not held for longer than is necessary
- Not transferred to other countries without adequate protection.
If you register with us, your details will be stored on our secure database and may be shared with other social or health care providers so that we are able to meet your needs. For more information about how your data is stored and shared, please download how we store, protect and share your details.
We will hold the information you have given us for as long as you are accessing our services and we will make it inactive as soon as you tell us that you no longer require us. We will retain the information for 12 months after that, before making it inaccessible. We will make your details inaccessible sooner if you ask us to.
TERMS AND CONDITIONS
The term ‘us’ or ‘we’ refers to the owner of the website. The term ‘you’ refers to the user or viewer of our website.
- The content of the pages of this website is for your general information and use only. It is subject to change without notice
- Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
- Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
- This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
- Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
- Your use of this website and any dispute arising out of such use of the website is subject to the laws of the United Kingdom.
Carer Support Wiltshire
Carer Support Wiltshire are committed to protecting your privacy and security and ensuring you remain informed and in control of the information you supply to us.
This Privacy Notice will help you understand how we collect, use and protect your personal information. We, Carer Support Wiltshire, are the ‘controllers’ of the information which we collect about you (‘personal data’). Being controllers of your personal data means we are responsible for how your data is processed. The word ‘process’ covers most things that can be done with personal data, including collection, storage, use and destruction of that data.
This notice explains why and how we process your data, and explains the rights you have around your data, including the right to access it, and to object to the way it is processed. Please see the section on ‘Your rights as a data subject’ for more information.
Carer Support Wiltshire is an independent charity (Charity Number 1092762) providing information, advice and support to carers in Wiltshire. Some of our services are funded under an agreement with Wiltshire Council and NHS Wiltshire Clinical Commissioning Group. Our contact details are:
Carer Support Wiltshire, Independent Living Centre, St Georges Road, Semington, Wiltshire, BA14 6JQ
Our Data Protection Officer (DPO) is Kerry McNally, who you can contact at Carer Support Wiltshire, Independent Living Centre, St Georges Road, Semington Wiltshire, BA14 6JQ, telephone 01380 871690 or email firstname.lastname@example.org if you have any queries about this notice or anything related to data protection.
What information do we collect about you?
Personal Data is any information that relates to a living, identifiable person. This can include your name, address, age, date of birth, gender, contact details, and if applicable, details of your caring role and bank account details.
For monitoring purposes this can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, or sexual orientation. The collection and use of these types of data is subject to strict controls and will only be held with your explicit consent. Similarly, information about criminal convictions and offences is also limited in the way it can be processed.
We also collect personal and health information about the person you care for.
We are committed to protecting all your personal data, and we only process data if we need to for a specific purpose, as explained below.
We collect your personal data mostly through our contact with you, and the data is usually provided by you, but in some instances we may receive data about you from other people/organisations, for example, if you are referred to us by another organisation. We will explain when this might happen in this policy.
If you are a donor, we will collect financial information (direct debit/standing order details) and whether your donations are gift-aided.
If you are a Working for Carers member we will collect information around your organisation or business.
When do we collect information about you?
- We collect information about you and the person you care for when you register with Carer Support Wiltshire
- When you are referred to us as a carer from a third party registration
- When we carry out an initial or full carer assessment
- When you register as a volunteer
- When you register for and attend a Carer Support Wiltshire event or group activity
- Membership of our 200 club lottery
- If you register and subscribe to our publications and communications
- Entering a competition or taking part in a survey
- If you make a donation or undertake fundraising in our name
- Recruitment processes
- When you provide feedback or make a complaint
- When you provide consent for a photograph or a video of you to be used for Carer Support Wiltshire communications including our website, media and social media
- When you provide consent for your story to be used in the media and in Carer Support Wiltshire communications, including our website and on social media
- When you ask to receive news from us
- When you register as a Working for Carers member
How and why we collect information about you?
In general terms, we process your data in order to manage our relationship with you by phone, email, in person, via our website and via third party organisations to:
- Carry out our obligations arising from any agreement entered into by you and us for the provision of information, advice and services to support you in your caring role.
- Seek your views or comments on the services we provide
- Send you communications which you have requested
- Inform our future service developments to ensure they are fully accessible
- Monitor our work
- Comply with a legal or regulatory obligation
- When processing of data is necessary for the performance of a contract to which the data subject is party.
At times, we may further process data which we have already collected. We will only do this if the new purpose for processing it further is compatible with the original purpose that the data was collected for. We will tell you about any further processing before carrying it out.
Legal basis for processing
- Public task: the processing of data is necessary for us to perform a task in the public interest or for our official functions
- Consent: the individual has given clear consent for us to process their personal data for a specific purpose.
Information for parents and guardians
We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 13, we’ll usually only use his or her personal data with your consent.
If a young carer turns 16 and wishes to continue to access our services as an adult, some of the personal data we hold about that individual will be carried over to their adult record and they will need to provide consent for us to do so.
Information for children
You also have the same rights as adults over your personal data. See notes Your Rights as a Data Subject.
If you are aged 13 and over you are also able to provide consent for us to process your data.
Your rights as a data subject
We want to ensure you remain in control of your personal information. Part of this is making sure you understand your legal rights. As a data subject, you have the following rights in relation to your personal data processed by us:
- To be informed about how your data is handled;
- To gain access to your personal data;
- To have errors or inaccuracies in your data changed;
- To have your personal data erased, in limited circumstances;
- To object to the processing of your personal data for marketing purposes or when the processing is based on the public interest or other legitimate interests;
- To restrict the processing of your personal data, in limited circumstances;
- To obtain a copy of some of your data in a commonly used electronic form, in limited circumstances;
- Rights around how you are affected by any profiling or automated decisions.
If we are relying on your consent to process your data, you may withdraw you consent at any time.
Personal data received from third parties
This is a list of your personal data that we may receive from other people or organisations. This data will only be passed onto us with your consent.
The personal information we collect from other people or organisations will include your name, address, age, date of birth, gender, GP surgery, health conditions, contact details and if applicable, details of your caring role and your cared for person, including name, gender, age and health conditions.
For monitoring purposes this can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, or sexual orientation.
- Providers of health services including GP Surgeries, community and occupational health, mental health services and ambulance services
- Wiltshire Council
- Schools & Colleges
- Hospitals and hospices
- Friend or family member
- And if you are a carer, voluntary and community organisations that may be able to help support you in your caring role
Who we share your data with
For some processing purposes we share your data with third parties. We will never sell your personal data. This is a list of the information we may share with external recipients, and for what purpose:
Recipients of your data
- Providers of health services including GP surgeries, community and occupational health, mental health services and ambulance services
- Wiltshire Council
- Schools & Colleges
- Hospitals and hospices
- Working for Carers partner organisations (only applicable if you are a Working for Carers member)
- And if you are a carer, voluntary and community organisations that may be able to help support you in your caring role
- External payroll provider
- Pension provider
- External suppliers used for newsletter mailing
Purpose for sharing
The information we may share with third parties will include your name, address, age, date of birth, gender, GP surgery, contact details and if applicable, details of your caring role and your cared for person.
For monitoring purposes this can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership or sexual orientation.
See ‘How and why we collect information from you’
Recruitment and HR processes.
Name and address to post a copy or our newsletter and what’s on guide
How we store your data
Your personal data is held in electronic formats.
Electronic data, including emails, is stored on our secure servers which are located in the UK.
How long we keep your data
CSW takes appropriate actions to make sure that the data we hold about you, whether that is on paper or electronically in a computer file or database, is stored securely. We will only hold this data for as long as it is necessary for the purposes for which it is provided to us. We will dispose of unnecessary personal data using secure deletion methods (electronic) or shredding. We will contact you periodically (at least every 3 years) to confirm that the data we hold about you is accurate and up-to-date and that we may continue to contact you. We will then update our records accordingly.
A copy of our retention schedule is available on request.
Exercising your rights, queries and complaints
For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a complaint, please contact our Data Protection Officer: Kerry McNally at Carer Support Wiltshire, Independent Living Centre, St Georges Road, Semington, Trowbridge, Wiltshire. BA14 6JQ
Feedback and complaints may also be sent by email to email@example.com or by phone or to a member of staff. You can contact us for a copy of our complaints leaflet or download it from our contact us page.
Cookies on our website
Cookies are small files which websites store on your computer and which contain various types of information about your visit to a website. They are not viruses or malicious software but they are generally aimed at providing you with a good experience when browsing a site by, for example, remembering your preferences so that you do not need to reset them every time you visit the website.
Cookies can record information about how you browse the internet. They can therefore be used by websites to advertise goods and services which, based on your browsing history, are similar to goods and services which you have previously searched online. This is why some users reject or delete cookies.
Cookies normally expire after a length of time which can vary from a few minutes to more than a year. Some cookies are ‘session cookies’ which are deleted when you close your internet browser or after a period of inactivity. Others are ‘persistent cookies’ which remain on your computer until their expiration date.
We do not store cookies on your computer without your consent, unless they have the sole purpose of carrying out the transmission of communications or they are strictly necessary for providing an online service.
You may restrict or block cookies which are set by any website through your browser settings. Your browser settings also allow you to clear your browsing history and delete cookies. Information about how you can do this can be found on this link https://ico.org.uk/for-the-public/online/cookies. Mobile devices may have their own settings and you need to refer to the manual of the device.
Please note that restricting or disabling cookies may impact the functioning of parts of our website.
Our website uses the following cookies:
Cookie – Universal Analytics (latest version)
_ga This is used by Analytics to calculate visitors, session, campaign data, etc. Expiration time is set to two (2) years and it resets each time when a visitor hits a page. No personal information or data is stored. Used to distinguish users.
This cookie enables us to estimate our audience size and usage pattern
See weblink below:
_gat Described by Google as “Used to throttle request rate”(no more information is available about this cookie). Expires in ten (10) minutes. This cookie enables us to limit the number of times information is recorded. See weblink below:
_gid This is used to distinguish users but has a 24hours expiration time. See weblink below:
How to manage cookies
Our cookies do not store financial information, or information which is capable of directly identifying you (such as your name or address). Cookies simply allow our website to retrieve this information in order to personalise and improve your experience of our website.
However, if you wish to restrict, block or delete cookies provided by our site – or any other website – you can use your browser to do this. Each browser is different so check the ‘Help’ menu of your particular browser to learn how to change your cookie preferences, or use the following weblinks:
Microsoft Internet Explorer: Help: http://support.microsoft.com/?ln=en-gb
How to manage Cookies in IE 11:
Mozilla Firefox: Help: http://support.mozilla.org/en-US/home?as=u
Google Chrome: Help: http://support.google.com/chrome/?hl=en-GB
Manage Cookies: http://support.google.com/chrome/bin/answer.py?hl=en-GB&answer=95647
Our analytics partner also provides the ability for users to opt-out using the following links:
Google Analytics: https://tools.google.com/dlpage/gaoptout
Further information on cookies is available online at: www.aboutcookies.org
Please bear in mind that if you do this, certain personalised features of this website and others cannot be provided to you.
Third Party Cookies
What their cookies are used for
Google We use Google Maps to show our location.
Social Tools: We take advantage of social networks and like to share our content with friends across these networks, such as twitter, you may receive cookies from these websites. We are not in control of these third-party cookies, if you’d like to learn more about them – visit their websites.
ICO, Data Protection Act 1998 and GDPR
We have registered with the Information Commissioner’s Office (ICO) and adhere to the following principles:
- access to your information is restricted to our relevant trained staff and volunteers only;
- Where any hard copies are created, the hard copies of your information and confidential documents are kept securely
- All our relevant employees and volunteers have received training in how to handle your information. This includes ensuring they are aware of the importance of handling your information safely and securely, and understanding the procedures in place to ensure this happens
- We will periodically evaluate our database and securely delete any contacts no longer engaged or any information no longer needed by us
- We have measures in place to keep your information safe and secure.
Complaints to the Information Commissioner
You have a right to complain to the ICO about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/
JOB APPLICATION PRIVACY NOTICE
Data controller: Carer Support Wiltshire, Independent Living Centre, St Georges Road, Semington Wiltshire, BA14 6JQ, telephone 01380 871690 and email firstname.lastname@example.org
Data protection officer: Kerry McNally, Carer Support Wiltshire, Independent Living Centre, St Georges Road, Semington Wiltshire, BA14 6JQ, telephone 01380 871690 and email email@example.com
As part of any recruitment process, Carer Support Wiltshire collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
Data protection principles
In relation to your personal data, Carer Support Wiltshire will always strive to:
- process it fairly, lawfully and in a clear, transparent way
- collect personal data from you that is necessary to consider your application and that is subsequently necessary to collect and process as part of your employment. We will explain to you what data we collect from you and why
- only use it in the way that we have told you about
- ensure it is correct and up to date
- keep your data for only as long as we need it
- ensure that your data is kept safe and secure and access to it is limited to those who need to process it for the purposes we explain to you.
What information does Carer Support Wiltshire collect?
Carer Support Wiltshire collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number;
- your date of birth;
- details of your qualifications, professional memberships, education history, skills, experience and employment history;
- whether or not you have a disability;
- information about your entitlement to work in the UK;
- information about your criminal record;
- information about your driving licence; and
- equal opportunities monitoring information, including information about your ethnic origin, gender, sexual orientation, health and religion or belief.
Carer Support Wiltshire may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes; obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. We may also collect information during the recruitment process from a third party such as an employment agency.
Carer Support Wiltshire may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will inform you that we are doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Carer Support Wiltshire will only collect criminal conviction data where it is appropriate given the nature of the role and where the law permits it. This data will usually be collected at the recruitment stage, however it may also be collected during any subsequent employment with us, should you be successful in obtaining employment.
Carer Support Wiltshire will not transfer your data to countries outside the European Economic Area.
Why does Carer Support Wiltshire process personal data?
Carer Support Wiltshire needs to process data to take steps at your request to evaluate your application for employment. We may also need to process your data to enter into an employment contract with you.
In some cases, Carer Support Wiltshire needs to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.
Carer Support Wiltshire has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment, decide to whom to offer a job, assess training needs and make decisions about salary and other benefits. Carer Support Wiltshire may also need to process data from job applicants to respond to and defend against legal claims.
Carer Support Wiltshire may process information about whether or not applicants are disabled in order to make reasonable adjustments for candidates who have a disability. This is to carry out our statutory obligations and exercise specific rights in relation to employment.
Carer Support Wiltshire may, in some cases, process heath information during the application process in order to find out whether applicants will be able to carry out an intrinsic part of the job. Carer Support Wiltshire also processes health information about candidates after an offer of employment has been made. In each case, this will be done in accordance with Section 60 of the Equality Act 2010 for the purpose of ensuring that the candidate is able to perform the core duties of the job being offered.
Where Carer Support Wiltshire processes other special categories of data, such as information about ethnic origin, sexual orientation, or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, Carer Support Wiltshire is obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our statutory obligations and exercise specific rights in relation to employment.
If you are unsuccessful in obtaining employment with Carer Support Wiltshire, your data will not be used for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your data will, of necessity, be shared internally for the purposes of assessing your application. It is likely to be shared with interviewers involved in the recruitment process and managers in the business area with a vacancy if access to the data is necessary for the performance of their roles. Carer Support Wiltshire will strive to limit access to your data to those staff who have a legitimate reason for seeing it and will endeavour to keep your data secure at all times.
Application assessments, pre-employment checks and references
Carer Support Wiltshire may share an appropriately limited amount of your data with third parties in order to obtain references for you from former employers. If references are sought before interview or before an offer of employment is made, we will do this where you have given your express consent for us to do so. If your application for employment is successful and we make you an offer of employment, we will share your data with former employers to obtain references for you and the Disclosure and Barring Service to obtain necessary criminal records checks.
Carer Support Wiltshire may receive and share your data with third parties that process data on our behalf in connection with the provision of services for the purposes of the recruitment exercise, for example to source, receive and/or shortlist applications on our behalf.
If you are successful in your application, Carer Support Wiltshire may receive and share your data with a third party occupational health provider in connection with making decisions about your fitness for work.
Carer Support Wiltshire endeavours to ensure specific contractual agreements are in place with any third parties who undertake this processing in order to protect your data. This is explained in more detail below.
Recruitment processes are not based solely on automated decision-making.
We will tell you beforehand if we use any automated forms of assessment in our decision making processes. You have the right to request that your application is not assessed by automated processes.
How does Carer Support Wiltshire protect data?
Carer Support Wiltshire takes the security of your data seriously. We maintain internal policies and controls that are designed to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. For example, access to data restricted to authorised personnel, our systems are password protected and paper records containing data are held securely in locked filing cabinets.
Where Carer Support Wiltshire engages third parties to process personal data on our behalf, they do so only on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of your data.
For how long does Carer Support Wiltshire keep data?
In line with data protection principles, we will only keep your data for as long as we need it. If your application for employment is unsuccessful, we will hold your data on file for 6 months after the end of the relevant recruitment process.
If your application for employment is successful, personal data gathered during the recruitment process will be kept and transferred to your personnel file and retained during your employment. The periods for which your data will be held are set out in our data retention protocols which can be accessed in the policy folder.
What if you do not provide personal data?
One of the reasons for processing your data is to allow Carer Support Wiltshire to carry out an effective recruitment process. Whilst you are under no statutory or contractual obligation to provide data to Carer Support Wiltshire during the recruitment process, if you do not provide the information, we may not be able to process your application properly or at all.
As a data subject, you have a number of rights under current and new data protection legislation. In summary, these are:
- the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice
- the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it
- the right to have personal information about you deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it
- the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, you can ask us to stop processing the data (whilst still holding it) until it has been corrected
- the right to portability. You may transfer the data that we hold on you for your own purposes to another organisation
- the right to object to the way we use or process your data
- the right to regulate any automated decision-making and profiling on the basis of your personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. There will be no consequences for withdrawing your consent. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use, however we may continue to process your data if we have a statutory reason or lawful basis for doing so.
If you would like to exercise any of these rights, you may do so by contacting Carer Support Wiltshire’s Data Protection Officer using the details at the top of the notice.
If you believe that Carer Support Wiltshire has not complied with your data protection rights, you can complain to the Information Commissioner. You can find more information about doing so at https://ico.org.uk/concerns/