As of April 2018
Dear Members, Supporters, Friends, and Colleagues,
This privacy statement is regarding the General Data Protection Regulation changes coming into force as of May 25th 2018. As a result of the new regulations, organisations will need to obtain permission to hold and store personal data of all individuals. Headway Hertfordshire has appointed the Chief Executive as the Data Controller who accepts overall responsibility for all data captured and stored.
As a Friend and/or supporter of Headway Hertfordshire, we need to hold your personal data on our database such as your name, address, email address, telephone number, and next of kin. This information is used either for contacting you by email or letter to send you our newsletters and with details of events and appeals that the charity is running or organising. We may also write to you about various sponsorship and appeals. We only collect data that is required for operational purposes. This information is held on our database and all information is backed up to the cloud.
We would never sell your data to any third parties.
Occasionally, we might wish to evaluate our data for research and study purposes, and on these occasions the system is accessed by third parties such as university students who are carrying out the work. On these occasions, only a summary in statistical form would be gathered. In cases where individual case studies were required, we would always request specific written permissions from the individual clients
In addition to our database, we also hold manual records in client folders either at the centre or central office. These files contain a manual record of the above and are for the convenience of our staff should we be unable to access our database in instances such as a power cut or internet connection problems etc.
All information on the database or in manual records is held for the entire time that you remain a Member/Supporter/Friend of Headway Hertfordshire and it is our policy to retain our records for 6 years. You have the right to apply to us for a copy of the personal data being held and after we have confirmed your identity, we have up to one month to get this information to you. If the details are inaccurate, you can ask for us to amend them. We will not make a charge for this request.
You also have the right to be forgotten whereby all information stored on you will be deleted upon request.
In addition to written data, there will be instances at Headway Hertfordshire when photographs and video footage will be taken at our events and sometimes film or videos made by the Press or television companies. Some of these images will be used for teaching, publicity, and fundraising purposes and some may be uploaded onto “Youtube”.
It is often quite likely that staff/volunteers/supporters will also appear in those photographs or films, as will other members and clients who are not the intended subject.
It is important that we are able to protect your anonymity if you so wish, but equally important that we have your agreement to the publication/release of pictures or film if you should appear in them. Therefore we have asked you on a separate form to signify your approval for the publication of such items if you are content to do so, or alternatively to indicate your wish not to have them published.