This notice refers to personal data, which is defined as information concerning any living person (referred to in legislation as the Data Subject).
From the 25th May 2018 the rules which govern how we can communicate with you and a new regulation on personal data (the General Data Protection Regulation) coming into force. The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.
Therefore, we are having to introduce a new approach that relies on you giving us your consent about how we can contact you. This means you’ll have the choice as to whether you want to receive communication from Helen’s Trust as well as being able to select how you want to receive messages from us either by email, phone, SMS or post.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact the team at Helen’s Trust by telephoning 01629 812759 (Lines open between 9am and 4pm, Mon to Fri).
Be reassured Helen’s Trust never sell your personal data and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
If you have any questions in relation to this privacy notice or how we use your personal data please send them to DPO@helenstrust.org.uk addressed to The Data Protection Officer, Helen’s Trust, Unit 2, Granby Road, Bakewell DE45 1ES.
Helen’s Trust is pleased to provide the following Privacy Notice:
Helen’s Trust uses the information collected from you to provide support, arrange care and to email you marketing information which Helen’s Trust believes may be of interest to you and your family. In making initial contact you consent to Helen’s Trust maintaining a marketing dialogue with you until you either opt out (which you can do at any stage) or we decide to desist in promoting our services. Helen’s Trust also acts on behalf of its clients in the capacity of data processor. When working exclusively as a data processor, Helen’s Trust will be acting on the instruction of its client and will work hard to ensure that the client is fully GDPR compliant.
Some personal data may be collected about you from the beneficiary evaluation forms you may complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. Helen’s Trust may from time to time use such information to identify its visitors. Helen’s Trust may also collect statistics about the behavior of visitors to its website.
Any information Helen’s Trust holds about you encompasses all the details we hold about you and any beneficiary support transactions including any third-party information we have obtained about you.
Helen’s Trust will only collect the information needed so that it can provide you with help and support, this charity does not sell or broker your data, although coincidentally there may be times when your information could be contained in data that Helen’s Trust has purchased from a third-party care agency on behalf of a client.
How we use information
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
As a charity, we rely on donations and support from others to continue to deliver our beneficiary support work. From time to time, we will contact supporters with fundraising material and communications. This might be about an appeal, a competition we’re running, or to suggest ways you can raise funds (e.g. a sponsored event or activity) As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into receiving marketing from us (and you can, of course, unsubscribe at any time).
Marketing does not just mean offering things for sale, but also includes news and information about:
- our charity, campaigns and beneficiary services;
- volunteering opportunities and how you can help support our beneficiaries;
- appeals and fundraising (including donations and also competitions, raffles etc.);
- our events, activities and local groups;
- leaving a legacy;
- taking part in projects
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future. Therefore, we use personal data to communicate with people, to promote Helen’s Trust and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information.
We use personal data for administrative purposes (i.e. to carry on our charity and beneficiary support work). This includes:
- receiving donations (e.g. direct debits or gift-aid instructions);
- maintaining databases of our volunteers, members and supporters;
- performing our obligations under membership contracts;
helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
Legal basis for processing any personal data
To meet Helen’s Trust’s beneficiary support obligations to clients.
Legitimate interests pursued by Helen’s Trust and/or its clients
To promote the beneficiary services offered by Helen’s Trust and/or to market the services and/or products offered by Helen’s Trust’s existing clients.
Through agreeing to this privacy notice you are consenting to Helen’s Trust processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing DPO@helenstrust.org.uk or writing to us, see last section for full contact details.
Helen’s Trust may on occasion pass your Personal Information to third parties exclusively to process work on its behalf. Helen’s Trust requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR.
Helen’s Trust do not broker or pass on information gained from your engagement with the agency without your consent. However, Helen’s Trust may disclose your Personal Information to meet legal obligations, regulations or valid governmental request. The charity may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of Helen’s Trust, its clients and/or the wider community.
Helen’s Trust will process personal data during the duration of any beneficiary support and will continue to store only the personal data needed for five years after the support has expired to meet any legal obligations. After five years any personal data not needed will be deleted.
Data is held in the United Kingdom using Microsoft Office Dynamics 365 CRM. Helen’s Trust does not store personal data outside the EEA.
Your rights as a data subject
At any point whilst Helen’s Trust is in possession of or processing your personal data, all data subjects have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that Helen’s Trust refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.
Helen’s Trust at your request can confirm what information it holds about you and how it is processed
You can request the following information:
- Identity and the contact details of the person or organisation at Helen’s Trust that has determined how and why to process your data.
- Contact details of the Data Protection Officer, where applicable.
- The purpose of the processing as well as the legal basis for processing.
- If the processing is based on the legitimate interests of Helen’s Trust or a third party such as one of its clients, information about those interests.
- The categories of personal data collected, stored and processed.
- Recipient(s) or categories of recipients that the data is/will be disclosed to.
- How long the data will be stored.
- Details of your rights to correct, erase, restrict or object to such processing.
- Information about your right to withdraw consent at any time.
- How to lodge a complaint with the Information Commissioners Office (Data Protection Regulator).
- Whether the provision of personal data is a statutory or contractual requirement, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
- The source of personal data if it wasn’t collected directly from you.
- Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
To access what personal data is held, identification will be required
Helen’s Trust will accept the following forms of ID when information on your personal data is requested: a copy of your driving license, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If Helen’s Trust is dissatisfied with the quality, further information may be sought before personal data can be released.
All requests should be made to
or by phoning 01629812759 or writing to Helen’s Trust at the address below:
Helen’s Trust, Unit 2, Granby Road, Bakewell, Derbyshire, DE45 1DE
In the event that you wish to make a complaint about how your personal data is being processed by Helen’s Trust, you have the right to complain to Helen’s Trust’s CEO. If you do not get a response within 30 days you can complain to the Data Protection Regulator.
The details for each of these contacts are:
Attention of the CEO
Helen’s Trust, Unit 2, Granby Road, Bakewell, Derbyshire, DE45 1DE
Telephone 01629812759 or email DPO@helenstrust.org.uk
Data Protection Regulator can be contacted at the Information Commissioner’s Office (ICO)
Telephone 030313 1113 or utilise the ICO live chat line
https://ico.org.uk/global/contact-us/live-chat/usually available 9am-5pm Monday to Friday.