Neighbour privacy policy

In order to work with you, The Cares Family and its local branches will occasionally need to gather and use certain personal information about you. For example, your name and address or other information pertinent to you (your “Personal Information”). 

If you are providing us with information about somebody other than yourself, you must ensure you have their consent to share this information. By providing this information to us, we are entitled to assume you have that person’s permission to do so and for us to contact them. 

The processing of your information is carried out by or on behalf of The Cares Family and its local branches (North London Cares, South London Cares, East London Cares, Manchester Cares and Liverpool Cares).

This document details why we collect this information, what we do with that information and how we keep it safe as well as other important information we need to make sure you are aware of regarding the collected of your personal data.

If you have any questions about anything in this policy, please do not hesitate to ask a member of the team or contact us by emailing [email protected].

WHAT IS GDPR?

GDPR stands for General Data Protection Legislation. It is a law in the UK and EU that governs the way in which we can use, process, and store personal data (information about an identifiable, living person) e.g. names, addresses, dates of birth.

WHAT IS PERSONAL DATA?

• Personal data is information that relates to an identified or identifiable individual.
• What identifies an individual could be as simple as a name, address, email address or a number or could include other identifiers such as an IP address or a cookie identifier, or other factors.
• If it is possible to identify an individual directly from the information you are processing, then that information may be personal data.

WHAT IS SPECIAL CATEGORY DATA?

Special category data is personal data that is more sensitive, and so needs more protection.

In order to lawfully process special category data, you must identify both a lawful basis under Article 6 and a separate condition for processing special category data under Article 9.

This is because special category data is more sensitive, and so needs more protection. For example, information about an individual’s;

• race;
• ethnic origin;
• religion;
• health; or
• sexual orientation.

• In particular, this type of data could create more significant risks to a person’s fundamental rights and freedoms. For example, by putting them at risk of unlawful discrimination.

HOW WE COLLECT YOUR INFORMATION

We collect your Personal Information in a number of ways, namely:

• When you complete a registration form in which you provide your name, address and contact details. For our volunteers we ask additional personal information to allow us to complete appropriate digital screening checks;

• When you contact us either via telephone, email or via the website you will possibly be asked for the same information referred to above; or
• When you access our websites, we will collect, store and use information about the device used to access the website (please see our Cookie Policy at the foot of our website). 

WHY WE USE YOUR INFORMATION

We collect your data to engage you in The Cares Family’s activities and to manage and administer the programmes we offer.

Some examples of this include:

• Processing and responding to applications and referrals to our programmes
• Liaising with organisations who have referred neighbours to us
• Delivering our Social Clubs and Love Your Neighbour programme in our local branches
• Making sure policies are followed

• To let you know of any changes to our programmes or any updates
• Statistical analysis of the work we are doing
• To manage our ongoing relationships with our supporters and anyone we work with

HOW WE KEEP YOUR INFORMATION SAFE

The security of your information is a priority for us. Your Personal Information is held electronically on our systems in a safe and secure way which only Cares Family employees have access to.

Our staff will occasionally make notes on paper, but they will then input any relevant data onto our IT system and destroy the paper copy – this is the best way to keep your Personal Information safe and secure.

We promise to never sell your information to any other organisation.

KEEPING YOUR DETAILS UP TO DATE

We are required to ensure your Personal Information is accurate and so as part of our work, we may need to ask you some questions from time to time and sometimes even the ones we’ve asked you before, sorry!

SHARING YOUR DATA WITH OTHER ORGANISATIONS

We will only share your information with other organisations to manage and administer the programmes we provide. This may include sharing your information with other institutions that support you (with your permission).

The types of organisations we may share your data with are listed below:

• Other organisations or charities. If we are unable to provide a specific type of support needed, we may introduce you to other organisations or charities that may be able to help. In doing so we will provide them with your name and contact details (with your permission).

• The trusted operators of secure cloud-based platforms accessed by us to provide centralised data storage, and data management, Salesforce Inc. Salesforce is an entity established in the United States which hosts the centralised customer relationship management platform used by The Cares Family and it’s local branches.

• These operators shall only be permitted access to your information in order to provide us with contracted system maintenance, support or related services, or to provide (or assist us in performing) any related data back-up, restoration or other error correction or bug fixing activities.

TRANSFERRING YOUR DATA OUTSIDE OF THE EEA

In addition to the data stored on Salesforce (as above) sometimes organisations working on our behalf may manage your information outside of the European Economic Area. If this happens, we will make sure there is a valid reason for doing so and that it is done following all this policy.

HOW LONG WE KEEP YOUR DATA FOR

As a general rule, we will hold your data for a period of up to six years after your last interaction with us. After this period your data will be anonymised.

RIGHT TO WITHDRAW CONSENT

Where we use your personal information based on your prior consent, or where you have given us permission to send you marketing communications by email, mobile messaging and by direct message on social media, you can withdraw your consent at any time by contacting [email protected].

CONTACTING US

If you have any questions about this privacy policy or how and why we collect and use your data you can contact us at [email protected].

YOUR DATA RIGHTS

The General Data Protection Regulation (GDPR) stipulates that you have the following rights. We are happy to explain how we can help you with any requests around these rights or explain them in more detail for you.

• Information Right – the right to receive the information contained in this policy and our data collection forms about the way we process your personal data.
• Personal Data Access Right – the right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it.
• Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you.

• Personal Data Erasure Right – Known as the Right to be forgotten. In certain circumstances, you may request that we erase your personal data held by us.
• Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data.
• Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest
• Data Portability Right – you have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances

CONTACTING US:

If you have any questions about this privacy policy and how we use your information you can contact us by writing to us at:

The Cares Family, c/o 3Space, International House, Canterbury Crescent, Brixton, London SW9 7QE

You can also get in touch by emailing us at [email protected]