Privacy Policy PRIVACY POLICY STATEMENT We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how any personal information you share with us will be looked after or used. This Privacy Policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you). The Sheffield Mind Privacy Policy may change so please remember to check back from time to time, this is version 2.1 was last updated on the 23rd May 2018. Where we have made any changes to this Privacy Policy, we will update and post the revised version in the website the website or contact you about any changes to how we will manage your personal information. In this document you can find out more about: Who we are How we collect information about you Information we collect and why we use it Profiling: making our work more unique to you Legal basis for using your information Marketing Sharing your Information Keeping your information safe How long we hold your information for Your rights Cookies Monitoring Who we are At Sheffield Mind we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner. We are a "data controller" for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 ("Data Protection Law"). This means that we are responsible for, and control the processing of, your personal information. How we collect information about you Everything we do, we do to ensure that we can help people experiencing a mental health problem get both support and respect. We want to make sure you receive the communications that are relevant to you, be it through visiting our website or receiving emails, post or phone calls. We also want to make sure you receive prompt attention when you book on an event, become a member or make a donation. We collect information from you in the following ways: When you interact with us directly: This could be if you ask us about our activities, register with us for training or an event, make a donation to us, ask a question about mental health, purchase something, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, make a purchase from our online shop, or get in touch through the post, or in person. When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or My Donate or one of the other third parties that we work with. Your consent will always be requested in such transactions When you visit our website: We gather general information which might include which pages people visit most often and which services, events or information is of most interest to people. We also use "cookies" to help our site run effectively. Wherever possible we use anonymous information which does not identify individual visitors to our website. Information we collect and why we use it Personal Information Personal information we collect includes details such as your name, date of birth, email address, postal address and telephone number. In addition, we collect credit/debit card details if you are making an online purchase or donation. You would give us this information whilst making a donation, registering for an event, placing an order on our website or any of the other ways to interact with us. We will mainly use this information: To provide the services that you have requested/that we are contracted to provide. To communicate meeting dates and places; identify additional service providers such as medical professionals, emergency contacts that we may need to liaise with, to facilitate service delivery To process donations or other payments To claim Gift Aid on your donations and verify any financial transactions. To update you with important administrative messages about your donation, an event or services or goods you have requested. To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations. Please be aware that if you do not provide this information, we will not be able to deliver services, process donations, sign you up for a particular event or keep you informed of key dates and activities We may also use your personal information: To contact you about our work and how you can support Sheffield Mind (see section 8 on 'Marketing' below for further information). To invite you to participate in surveys or research. Sensitive Personal Information If you share your personal experience or the experiences of a friend or relative, we may also collect this health information. If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy. You can of course decide if you want to remain anonymous, if you are happy to share your personal details with staff members or if you would like us to share your story with the media or other parties as part of our work telling people’s personal stories about mental health. A special note about the Sensitive Personal Information we hold Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs. When you contact Sheffield Mind you may choose to provide details of a sensitive nature. We will only use this information: For the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide. We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation. We will only share personal stories when we have obtained express permission to do so Legal basis for using your information In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have placed an order on our website). However, there are other lawful reasons that allow us to process your personal information and one of those is called 'legitimate interests'. This means that the reason that we are processing information is because there is a legitimate interest for Sheffield Mind to process your information to help us to achieve our vision of ensuring that everyone experiencing a Mental Health problem gets both support and respect. Whenever we process your Personal Information under the ‘legitimate interest' lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance. Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission. Marketing We will only contact you about our work and how you can support if you have agreed for us to contact you in this manner and use the communication preferences provided. You can update your choices or stop us sending you these communications at any time by contacting [email protected] or by clicking the unsubscribe link at the bottom of the relevant communication. Sharing your Information The personal information we collect about you will mainly be used by the staff (and volunteers) at Sheffield Mind so that they can support you. 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. Sheffield Mind may however share your information with our trusted partners and suppliers who work with us on or on our behalf, to deliver our services. Our commissioners may also audit our work to ensure the quality of our delivery. We make sure that such data is securely recorded, stored and deleted and never used for any other purposes. We enter into formal contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information. Legal disclosure We may 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); or, in order to enforce our conditions of sale and other agreements. Keeping your information safe We take looking after your information very seriously. We've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss. Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site. Our websites may contain links to other sites. While we try to only link 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 Web sites 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. How long we hold your information for We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid). Your rights You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting our Head of Operations at: Sheffield Mind, The Wellbeing Centre, 110 Sharrow Lane, Sheffield, S11 8AL Or email [email protected] or call 0114 258 4489 ext 118. Access to your personal information:You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You will need to make requests for access in writing and provide us with evidence of your identity. Right to object:You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. Please contact us as noted above, providing details of your objection. Consent:If you have given us your consent to use personal information for any purpose, you can withdraw your consent at any time. Rectification:You can ask us to change or complete any inaccurate or incomplete personal information held about you. Where there is a change of address, evidence may be requested. Erasure:You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it. Portability:You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred. Restriction:You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it. Website and Information Technology Cookies 'Cookie' is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website. They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, cannot be used to identify you. How do we use cookies? We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience. No cookies, please You can opt out of all our cookies (except the strictly necessary ones). If you refuse all cookies, our website may not function for you as we would like it to. Your data may also be available to our website provider to enable us and them to deliver their service to us, carry out analysis and research on demographics, interests and behavior of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity the following will apply: Your data will be made available to our website provider The data that may be available to them include any of the data we collect as described in this privacy policy. Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA. They will store your data for a maximum of 7 years. This processing does not affect your rights as detailed in this privacy policy For further information about our privacy practices and the way that we manage your data, please contact our Head of Operations at: Sheffield Mind, The Wellbeing Centre, 110 Sharrow Lane, Sheffield, S11 8AL Call us on 0114 258 4489 ext 118 Emailing to [email protected] Manage Cookie Preferences