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Google Analytics:
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You can find out more about Google’s position on privacy as regards its analytics service here: https://www.google.com/intl/en/policies/privacy.
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This is Poole Rights Organisation on Disability’s (PRO Disability) Privacy Notice.
As part of the services we offer, we are required to process personal data about our staff, our service users (including in some instances, service user’s employees and care providers or other third parties) the friends or relatives of our service users and staff, volunteers and members. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data. We are committed to providing transparent information on why we need your personal data and what we do with it. This information is set out in this privacy notice. It will also explain your rights when it comes to your data.
Data Controller
Poole Rights Organisation on Disability (referred to as “we”, “us”, “our”, or PRO Disability in this notice) is “the data controller” of all information that is collected and used about our service users (and service user, employees, friends and families), staff, volunteers or members. PRO Disability is the “data processor” of all the information that is collected and used about services users who are referred to us under a service contract with their funding authority. PRO Disability is a registered charity and operates the http:/prodisability.org.uk website and associated services from Unit J1, 6 Vantage Way, Poole, Dorset BH12 4NU
What personal data do we collect?
Personal data means any information relating to you which allows us to identify you. Specifically we may collect the following information:
Holding Account Service Users / Direct Payment Support Service Users
We collect and maintain information about you when you engage us or you are referred to us to provide you with a Holding account service or a Direct Payment Support Service, so that we can provide a safe and professional service. We may record the following types of data about you:
• Your basic details and contact information e.g. your name, address, email, telephone number, date of birth and next of kin;
• Your Direct Payment details e.g. details of the amount of Direct Payment you have been awarded by your funding authority and any client contribution you are required to pay, who you authorise us to pay for your care; including their names and addresses and bank details, the amounts paid to your care providers and any third party authorised to act on our behalf.
We also record the following data which is classified as “special category” if this is necessary for the provision of our services:
• Health and social care data about you, which might include both your physical and mental health data.
• We may also record data about your race, ethnic origin, gender, sexual orientation or religion.
Payroll Service Users
We require regularly updated information about your employees when you engage us for payroll services. This information will relate to your employees personal and financial circumstances. It may also include sensitive categories of personal data such as data about your employee’s health, if this is necessary for the provision of our services. We will require tax and social security details, data about pension contributions and data about any special arrangements such as employee loans or attachment of earnings.
Staff
So that we can provide a safe and professional service, we need to keep certain records about you. We may record the following types of data about you:
• Your basic details and contact information e.g. your name, address, telephone numbers, date of birth, National Insurance number and next of kin;
• Your financial details e.g. details so that we can pay you, insurance, pension and tax details;
• Your training records.
We also record the following data which is classified as “special category”:
• Health and social care data about you, which might include both your physical and mental health data – we will only collect this if it is necessary for us to know as your employer, e.g. fit notes or in order to claim statutory maternity pay;
• We may also record data about your race, ethnic origin, sexual orientation or religion;
• Criminal Record Data.
Friends/Relatives/Volunteers/Members
As part of our work providing our services, it might be necessary that we hold the following information on you:
• Your basic details and contact information e.g. your name and address;
Why do we have this data?
We will only process your personal data where we have a legal basis to do so. The legal basis will depend on the reasons we have collected and need to use your personal data.
Holding Account and Direct Payment Support Service Users
The primary legal basis that we intend to use for the processing of your data is for the performance of our service agreement(s) with you or the service contract we have with your funding authority. The information we collect about you is essential for us to be able to carry out the service that is required from us effectively. Without collecting your personal data we’d also be unable to fulfil our legal and regulatory obligations.
We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.
Payroll Service Users
The primary legal basis that we intend to use for the processing of your data is for the performance of our service contract with you and to ensure that you payroll is compliant with all relevant legislation and regulation. The information that we collect is essential for us to be able to carry out the services that your require from us effectively. Without collecting your employee’s personal data we would be unable to fulfil our legal and regulatory obligations.
Staff
We require this data so that we can contact you, pay you and make sure you receive the training and support you need to perform your job. By law, we need to have a lawful basis for processing your personal data.
We process your data because
• We have a legal obligation under UK employment laws;
We process your special category data because
• It is necessary due to social security and social protection law - we are required to perform Disclosure and Barring Service (DBS) checks on our staff;
• It is necessary for us to process requests for sick pay or maternity pay;
• We are required to provide data to our service user funding authorities, in accordance with contract monitoring compliance.
We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.
Friends and Family/Volunteers/Members
We process your data because we have a legitimate business interest in holding next of kin and lasting power of attorney information about the individuals who use our service and keeping emergency contact details for our staff.
We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.
We may also process your personal data for one or more of the following reasons:
• To comply with a legal obligation;
• You have consented to us using your personal data (e.g. for marketing related uses);
• To protect your vital interests or those of another person (e.g. in case of a medical emergency);
• It is in our legitimate interests in operating as a charity (e.g. for administrative purposes).
We do not primarily rely on consent as a legal basis for processing personal data but where we do need to use consent only children aged 16 or over can provide their own consent. For children under this age, consent of the children’s parents or legal guardians is required. As a matter of good practice, if we are relying upon parental consent we will ensure the child is aware of the rights they have over their personal data in a language they will understand. We will not retain your data for longer than is necessary to fulfill the purpose it is being processed for. To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the purposes for which we process it and whether we can achieve those purposes through other means. We must also consider periods for which we might need to retain personal data in order to meet our legal obligations (e.g. in relation to our service contracts with any funding authorities or to deal with complaints, queries and to protect our legal rights in the event of a claim being made. When we no longer need your personal data, we will securely delete or destroy it. We will also consider if and how we can minimise over time the personal data that we use, and if we can anonymise your personal data so that it can no longer be associated with you or identify you, in which case we may use that information without further notice to you.
Where do we process your data?
Holding Account and Direct Payment Support Service Users
So that we can provide you with high quality Direct Payment support services we need specific data. This is collected from or shared with:
1. You or your legal representative(s);
2. Third parties.
We do this face to face, via phone, via email, via post, via application forms, via fax or our website
Third parties are organisations we have a legal reason to share your data with. These include:
• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, and other health and care professionals;
• The Local Authority;
• Organisations we have a legal obligation to share information with i.e. for safeguarding, HMRC, Disclosure and Barring Service;
• The police or other law enforcement agencies if we have to by law or court order.
Staff and Payroll Service User Staff
As the employer or the payroll service provider, we need specific data. This is collected from or shared with:
3. You or your legal representative(s);
4. Third parties.
We do this face to face, via phone, via email, via our website, via post, via application forms, online.
Third parties are organisations we have a legal reason to share your data with. These include:
• Her Majesty’s Revenue and Customs (HMRC);
• Any appropriate pension schemes;
• Organisations we have a legal obligation to share information with i.e. for safeguarding, Disclosure and Barring Service (DBS)
• The police or other law enforcement agencies if we have to by law or court order.
Friends and Family/Volunteers/Members
So that we can provide high quality Direct Payment support we need specific data. This is collected from or shared with:
1. You or your legal representative(s);
2. Third parties.
We do this face to face, via phone, via email, via our website, via post, via application forms.
Third parties are organisations we have a legal reason to share your data with. These may include:
• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, and other health and care professionals;
• The Local Authority;
• The police or other law enforcement agencies if we have to by law or court order.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect
Our Website
In order to provide you with the best experience while using our website, we process some data about you.
Your Rights
The data that we keep about you is your data and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data
1. You have the right to request a copy of all of the data we keep about you. Generally, we will not charge for this service;
2. You have the right to ask us to correct any data we have which you believe to be inaccurate. You can also request that we restrict all processing of your data while we consider your rectification request;
3. You have the right to request that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for.
4. You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.
5. You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so.
6. If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.
You may need to provide adequate information for our staff to be able to identify you, for example, a passport or driver’s licence. This is to make sure that data is not shared with the wrong person inappropriately. We will always respond to your request as soon as possible and at the latest within one month. If you would like to complain about how we have dealt with your request, please contact:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/global/contact-us/
The information contained in this website is for general information purposes only. The information is provided by Poole Rights Organisation on Disability and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose.
Any reliance you place on such information is therefore strictly at your own risk. In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.
Through this website you are able to link to other websites which are not under the control of Poole Rights Organisation on Disability. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them. Every effort is made to keep the website up and running smoothly. However, Poole Rights Organisation on Disability takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.