Llanelli Mind privacy policy

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 Notice sets out how Llanelli Mind collects, uses and stores your personal information (this means any information that identifies or could identify you).
This Privacy Notice may change so please remember to check back from time to time. This version was last updated on the 27th February 2019. Where we have made any changes to this Privacy Notice, we will make this clear on our website, or contact you about any changes.
We are committed to treating you with respect and openness.
This Privacy Notice contains the following sections:
1. Who we are
2. How we collect information about you
3. Information we collect and why we use it
4. Legal basis for using your information
5. Sharing your Information
6. Keeping your information safe
7. How long we hold your information for
8. Your rights
9. Cookies
10. Monitoring

1. Who we are
Here at Llanelli 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.
For further information about our privacy practices, please contact us by:
• Writing to Llanelli Mind, The Welcome Centre, Llanelli, Carmarthenshire, Wales SA15 3JA
• Calling us on 01554 752751
• Emailing info@llanelli-mind.org.uk

2. How we collect information about you
Everything we do, we do to ensure that we can help people experiencing a mental health problem to receive both support and respect. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post, or phone calls.
We want to make sure you receive the best attention when you book on an event, become a member, apply to participate in our activities, 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, make a donation to us, ask a question about mental health, apply for a job or volunteering opportunity, or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch through the post, email, or in person.
When you interact with us through partners or suppliers working on our behalf: This could be if you access a service such as Supporting People which is coordinated by the Local Authority.
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 one of the other third parties that we work with, and you provide your consent for your personal information to be shared with us.
When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’.
We use this information to personalise the way our website is presented when you visit, to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.
From other information that is available to the public: In order to tailor our communications with you to your background and interests we may collect information about you from publicly available sources.

3. 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, telephone number, as well as information you provide in any communications between us. You will have given us this information whilst making a donation, registering for an event, applying to participate in our activities, or any of the other ways to interact with us.
We will mainly use this information:
· To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
· To provide the services that you have requested.
· To update you with important administrative messages about your donation, an event or services 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.
· To keep a record of your relationship with us.
· Where you volunteer with us, to administer the volunteering arrangement.
If you do not provide this information, we will not be able to process your donation, sign you up for a particular event or provide services you have requested.
We may also use your personal 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 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, decide you are happy to share your personal details with staff members, or decide 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, sexual orientation or religious beliefs.
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.
· Where you have given us your express consent or otherwise clearly indicated to us that you are happy for us to share your story, then we may publish it on our blog or in other media.

4. 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.
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 Llanelli 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, conduct research to better understand who our supporters are, to improve our services, for our legal purposes (for example, dealing with complaints and claims), or to comply with guidance from the Charity Commission.

5. Sharing your Information
The personal information we collect about you will mainly be used by our staff (and volunteers) at 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.
Llanelli Mind may however share your information with our trusted partners and suppliers who work with us, or on our behalf, to deliver our services. Any processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it, and never use it for any other purposes. Some examples of where we may share your information are with our partners who help us to process donations and claim Gift Aid, and our partners who help us to manage our social media accounts.
We enter into 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.
Each local Mind is an independent Charity, and affiliated to National Mind through a membership agreement. On occasions we will share your personal information with National Mind to ensure that they are able to provide their services effectively. This would only be where there is a reason to do so and we will only share your personal information with National Mind with your consent.
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 conditions of a contract.

6. 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 or via email.
Our websites may contain links to other sites. While we try to link only 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 that advertisers or websites 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.

7. 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.

8. 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 us at Llanelli Mind, The Welcome Centre, 46 Thomas Street, Llanelli, SA15 3JA, or by email; info@llanelli-mind.org.uk and by phone on 01554 752751. You can also make a complaint to the data protection supervisory authority, via the Information Commissioner’s Office.
· 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, and how long we keep it for. You can make a request for access free of charge. Please make all 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 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.
· 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.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

9. 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, can’t 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.
We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide.
We use all four categories of cookies:
· Strictly necessary cookies are essential for you to move around our website and to use its features, like our shopping basket and your account.
· Performance cookies collect anonymous information about how you use our site, like which pages are visited most.
· Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.
· Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests. As such if you visit the Mind website you may then be more likely to see adverts about Mind’s work on other websites as your browsing suggests that this is an area of interest.
No cookies, please – You can opt out of all our cookies (except the strictly necessary ones). Find out how to control and delete cookies in your browser.
But, if you choose to refuse all cookies, our website may not function for you as we would like it to.
If you have any questions about how we use cookies, please contact us.

10. Monitoring
Your communications with us (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.
To find out more about this policy and how we look after your personal information, contact us at info@llanelli-mind.org.uk or on 01970 626225.
Policy to be reviewed on annual basis
Policy review date: June 2021