Privacy Policy

Privacy Policy

It is the policy of the Fife Carers Centre that all information regarding carers and cared for persons be treated as confidential. Information belongs to the person who gives it and is loaned on trust to individuals within the centre.

Therefore:

  • Information remains the property of the person giving it, who may have access to it at any time.

  • Information given in confidence will be used only for the purpose for which it was intended.

  • Information will not be passed to anyone outside the organisation without the prior permission of the owner.

  • Information will be passed only to people within the organisation who have a professional need to know it.

  • Information held about individuals is regularly updated.

  • No individual will be referred to another organisation without his or her consent.

  • In publicity material, case histories will be made unidentifiable by changing names and other details.

  • Records will be held under lock and key.

  • Permission will always be sought to record names and addresses and to enter people on mailing lists.

  • Parental permission will be sought before any contact with people under 16 years of age.

  • Consent given by a carer regarding any media interview or appearance applies to one occasion only.

  • Members of the Board of Directors and Centre staff will discuss carers and their records only in a purposeful way in the course of their duty or as necessary for training purposes or amendments to services.

 

Website Privacy Notice

Fife Carers Centre is committed to respecting the privacy rights of all visitors to our website. We comply with data protection laws at all times and have set out this Privacy Notice to explain what personal data we collect, why we collect it, how we protect it, and to explain your rights.

Personal data we collect

We collect the following data about you:

  • your name, e-mail address, contact details and communication preferences when you complete forms on our website;

  •  a range of information about you in our volunteer registration form, which is optional and only used to help you volunteer.

Our website is not intended for use by children and as such we do not knowingly collect data relating to children.

How we protect your data

We are committed to keeping your data secure. We use encryption for web traffic to and from our website, and we store any data provided through our website in secure computer systems that only authorised staff and volunteers have access to. Our data is backed up and we have secure systems in place to prevent hackers, viruses and similar from accessing our systems and data. We also have a range of policies and procedures for our staff and volunteers, with ongoing training, to ensure your data is kept safe and only used in accordance with this Privacy Notice.

 

How we use your data

We use your data for four reasons:

  •  to provide information, support and services to you;

  •  to manage customer service interactions with you;

  •  to subscribe you to our mailing list and send you relevant information by e-mail.

When and how we might share your data

We will never sell your personal data. We share limited data for limited purposes. There are three different sets of data sharing involving personal data collected through our website:

Contact information you provide to seek help/support/information/provide feedback/make a complaint - we store this in computer systems provided by third parties for processing, storage and archive purposes. We use Weebly to provide technical support. The agreement we have in place with them prevents them from using or sharing your personal data for any purpose.

 

How long we keep your data

We only keep your data for as long as we need to. More specifically:

  •  mailing list subscription - we will retain this data until you unsubscribe from our mailing list; you can do this by contacting us by email to centre@fifecarers.co.uk or by telephoning 01592 205472

  •  customer enquiry information - we will retain this for not more than 3 years after you last contacted us - we only keep personal data for the current financial year and the previous financial year.

  • carers forum information - we will retain this for not more than 3 years after you last attended the carers forum - we only keep personal data for the current financial year and the previous financial year.

 

Transferring data outside of the European Economic Area (EEA)

We are required to tell you if we transfer data outside of the EEA. The data we collect and process is not transferred outside of the EEA.

Legal basis for using your data

We generally rely on your consent to use your personal data in relation to monitoring website usage and sending you direct e-mails through our mailing list, or providing customer care, information, or support should you choose to contact us directly through our website.

We also process your data because it is in our legitimate interests that we do so, namely:

  •  promoting, marketing and advertising our products and/or services;

  •  sending information to you by e-mail or text message about our products and/or services;

  •  protecting the Charity, our staff, volunteers, funders, partners and clients/customers/service users by taking appropriate legal action against third parties who have committed criminal acts;

  •  fulfilling our duties to our customers, clients, and service users.

 

Your legal rights

You have the following rights:

  •  the right to ask what personal data we hold about you;

  •  the right to ask us to update and correct or delete any out-of-date or incorrect personal data that we hold about you;

  •  the right to opt out of any marketing communications that we may send you.

To exercise any of the above rights please contact Sandra Morris, Centre Manager. You also have the right to lodge a complaint with the Information Commissioner's Office (the supervising authority for data protection in the UK). To do that please visit their website at https://ico.org.uk/concerns/

We regularly review our use of personal data to ensure that what we do continues to be fair, transparent, safe and legal. The Charity sometimes change software or technologies, or how we work, and this may result in us changing what data we collect and/or how we use it. We will only use your data for the purposes set out above. If we want to use your data for any other purpose we will contact you and seek your express permission before we conduct any such processing.

We will always seek to minimise the amount of data we collect and use, and to only keep it for as long as we need to.

Whenever any change is made to how we collect or use personal data we will update this Privacy Notice and any other relevant policies.

How to find out more or to make a complaint

We've endeavoured to make this Privacy Notice clear, informative and understandable, but if it is not then please contact us and we shall provide further information as required. We will also look to improve the wording of this Privacy Notice, based on feedback.

To provide feedback, ask for more details or to make a complaint about our collection or use of your personal data then please contact Sandra Morris, Centre Manager

You can also complain to the Information Commissioner's Office in the UK - please visit their website to see how you can do that.

 

FREEDOM OF INFORMATION ACT

Any requests for information should be in writing (this includes e-mail) and should state clearly what information is required.

The correspondence should state the name of the applicant and an address for correspondence. FCC will consider the request and should respond as soon as possible but not later than 20 working days after receiving the request.

If it is unclear what the applicant is requesting then FCC must contact the applicant to clarify what information it is that they want.

The reply should confirm or deny whether or not we hold the information, and either provide the information requested, or explain why it has not been provided, quoting an exemption under the Act.

For details on the Act and advice on what information has to be divulged and a list of exemptions, please refer to Scottish Information Commissioner:

Telephone/Fax: 01334 464640

e-mail: enquiries@itspublicknowledge.info

www.itspublicknowledge.info

Scottish Information Commissioner
Kinburn Castle
Doubledykes Road
St. Andrews
KY16 9DS