Introduction
This is Deaflink North East’s Privacy Notice.
As part of the services we offer, we are required to process personal data about our staff, our service users and, in some instances, the friends or relatives of our service users and staff. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.
We are committed to being transparent about why we need your personal data and what we do with it. This information is set out in this privacy notice. It also explains your rights when it comes to your data.
If you have any concerns or questions please contact us.
Purpose
This policy outlines the data that Deaflink collects, why we collect it and how we store it.
Service Users
So that we can provide a safe and professional service, we need to keep certain records about you. We have produced a leaflet to highlight the services user’s right to access their information.
We may process the following types of data:
- Your basic details and contact information e.g. your name, address, date of birth and next of kin;
- Your financial details e.g. benefits.
We may 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 may also record data about your race, ethnic origin, sexual orientation or religion.
Attached to this policy is ‘Processing Guidelines’. This is a list of the reasons and conditions of why and when Deaflink can collect and process data.
Deaflink will ask for permission to hold data about services users and will obtain consent.
Why do we have this data?
We need this data so that we can provide high-quality information and support. By law, we need to have a lawful basis for processing your personal data.
We process your data because:
- It is necessary due to social security and social protection law (generally this would be in safeguarding instances);
- It is necessary for us to provide and manage services;
- It is useful to retain information in case the Deaf person requires this data in the future.
We 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 at any time.
Where do we process your data?
So that we can provide you with high quality information and support we need specific data. This is collected from or shared with:
- You or your legal representative(s);
- Third parties.
We do this face to face, via phone, via email, via our website, via post, via application forms, via apps and social media.
We will not share any of your information with another organisation without your consent. If we are requested by law to share information e.g. Safeguarding issues we will inform you.
Staff
What data do we have?
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:
- Your basic details and contact information e.g. your name, address, 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 for you to claim statutory maternity/paternity pay;
- We may also, with your permission, record data about your race, ethnic origin, sexual orientation or religion.
As part of your application you may – depending on your job role – be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check). We do not keep this data once we’ve seen it.
Why do we have this data?
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 law;
- We have a legitimate interest in processing your data – for example, we provide data about your training to the NHS.
We process your special category data because
- It is necessary for us to process requests for sick pay or maternity pay.
If we request your criminal records data it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. We do not keep a record of your criminal records information (if any). We do record that we have checked this.
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.
Where do we process your data?
As your employer we need specific data. This is collected from or shared with:
- You or your legal representative(s);
- Third parties.
We do this face to face, via phone, via email, via post and via application forms.
Third parties are organisations we have a legal reason to share your data with. These include:
- Her Majesty’s Revenue and Customs (HMRC)
- Our pension and healthcare schemes
- Our external payroll provider
- The police or other law enforcement agencies if we have to by law or court order.
- The DBS Service
Friends/Relatives
As part of our work providing support, 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?
By law, we need to have a lawful basis for processing your personal data.
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.
Where do we process your data?
So that we can provide support we need specific data. This is collected from you, we will require your consent to hold your information.
We do this face to face, via phone, via email, via our website, via post, via application forms or via apps.
Third parties are organisations we have a legal reason to share your data with. These may include:
- The police or other law enforcement agencies if we have to by law or court order.
Website
How we use cookies
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We use Google Analytics to analyse the use of the Deaflink website. Google Analytics collects standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. For more information please see Google's privacy policy.
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites.
| Cookie | Name | Purpose |
|---|---|---|
|
Session cookie |
SESS<...> |
When required, cookies beginning with 'SESS' are used to track an individual's persistent status, such as whether they are logged in. |
|
Google analytics |
_gat_gtag_UA<...> _gid _ga |
These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. |
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting other sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
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:
- 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;
- You have the right to ask us to correct any data we have which you believe to be inaccurate or incomplete. You can also request that we restrict all processing of your data while we consider your rectification request;
- You have the right to ask that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for. We retain our data in line with the Information Governance Alliance’s guidelines.
- 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.
- 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.
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/