Privacy Policy and Cookies
Protecting your personal details on our website.
Last updated: 24/02/2020
Age Concern Hampshire, whose place of business is Centre Way, Locks Heath, SO31 6DX, knows that you care how information about you is used and shared and we appreciate your trust in us to do that carefully and sensibly. This notice describes our privacy policy and forms part of our website terms and conditions (‘Website Terms’).
By accepting our Website Terms or by visiting www.ageconcernhampshire.org.uk you are accepting and consenting to the practices described in this Privacy Policy.
The Website is brought to you by Age Concern Hampshire. Age Concern Hampshire believes it is important to protect your Personal Data (as defined under GDPR General Data Protection Regulations) and we are committed to giving you a personalised service that meets your needs in a way that also protects your privacy. This policy explains how we may collect Personal Data about you. It also explains some of the security measures we take to protect your Personal Data, and tells you certain things we will do and not do. You should read this policy in conjunction with the Website Terms.
Privacy and Cookies Policy (Non-Staff)
Linked policies: Information Governance Policy, I.T. Security Policy
- Open and Transparent Management of Personal Information.
- What Personal Information Age Concern Hampshire Collects, From Whom And The Purpose For The Collection?
Information about Age Concern Hampshire’s Contractors and Suppliers.
Information about staff and volunteer role applicants.
Information about donors and clients.
- Quality of Personal Information.
- Anonymity.
- Data Security.
- Access and Correction of Personal Information.
- Direct Marketing.
- Third Party Disclosure.
- Website Browsing.
- Mandatory Notifiable Data Breaches.
- Cookies Policy.
How Age Concern Hampshire uses cookies:
What are your choices regarding cookies?.
Scope of the Policy
This privacy policy applies only to external Personal Information provided by supporters, online visitors, clients, suppliers and other external third parties that Age Concern Hampshire interacts with.
This Privacy Policy (Policy) applies to all of Age Concern Hampshire. It sets out Age Concern Hampshire’s policy on the management of personal information. Personal information is any sort of information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not (Personal Information). A sub-category of Personal Information is sensitive information. Sensitive information includes information of a particularly sensitive nature, including information relating to an individual’s health (physical and mental) and genetics and information about an individual’s racial or ethnic origins, political opinions, membership of a trade union or political association, religious beliefs or affiliations, philosophical beliefs, sexual preferences or criminal record (Sensitive Information).
This Policy does not apply to Age Concern Hampshire’s employee records, which are subject to a separate Policy to ensure privacy is maintained in accordance with applicable privacy laws.
Policy Statement
Age Concern Hampshire is fully committed to ensuring the proper management and use of all personal information it collects and handles in accordance with applicable privacy laws, including the ICO codes of practice, and European guidance published by the European Data Protection Board (EDPB) and pledges its best efforts to that end.
Our Website and internal processes follow all legal requirements to protect your privacy. Our Privacy Policy is a legal statement that explains how we may collect information from you, how we may share your information, and how you can limit our sharing of your information.
1. Open and Transparent Management of Personal Information
Age Concern Hampshire is strongly committed to ensuring that it is open and transparent about the way it manages Personal Information. Set out in this Privacy Policy is the following important information regarding our management of your Personal Information:
- the kinds of Personal Information that Age Concern Hampshire collects and holds
- how and the purposes for which Age Concern Hampshire collects, holds and uses Personal Information
- who Age Concern Hampshire discloses Personal Information to
- how an individual may access Personal Information about the individual that is held by Age Concern Hampshire and seek the correction of such information
- how an individual may complain about a privacy issue or alleged breach of the privacy laws, including the ICO codes of practice, and European guidance published by the European Data Protection Board (EDPB) and how Age Concern Hampshire will deal with such a complaint
2. What Personal Information Age Concern Hampshire Collects, From Whom And The Purpose For The Collection?
Purpose for Collection
Age Concern Hampshire will only collect Personal Information that is necessary for its functions and activities. It will only collect Personal Information by lawful and fair means and not in an obtrusive way. Age Concern Hampshire collects and holds different categories of information depending on the engagement we have with you and the county/ district that those services are provided. The following types of Personal Information may be collected:
Information about Age Concern Hampshire’s Contractors and Suppliers
Age Concern Hampshire collects, directly from our contractors and suppliers, Personal Information about our contractors and suppliers. This Personal Information will include their name and contact details so that we can contact them. For workplace health and safety reasons we may also collect from contractors certain Sensitive Information; for example, medical information a contractor has provided us about any injuries he or she may currently suffer.
From third parties, we may also collect feedback and information relating to our contractors and suppliers’ performance of services for Age Concern Hampshire. This information is collected solely so that we can monitor our contractors and suppliers’ performance of services and ensure that we provide the highest quality products and services to our customers.
Information about staff and volunteer role applicants
If you apply for a position at Age Concern Hampshire we may collect from you your name, contact details and any information that you have provided us as part of your job application. This may include information contained your CV, driver’s licence or passport. We may also collect from third parties you have identified in your job application Personal Information relating to you. This information is used solely for the purposes of determining your suitability for the role that you have applied for, or where permission is expressly provided, for other suitable roles.
Information about donors and clients
When you become a donor or client, participant or student we may collect Personal Information from you, which is relevant for the engagement. This may or may not include such personal information as your name, contact details, bank account and credit card details.
All Personal Information collected by Age Concern Hampshire is used solely to achieve our Purpose. It may be used as follows:
- for donors and clients, details relating to billing purposes and order fulfilment
- to maintain your account details
- to provide care , respite, support or information
- for general public and volunteers to provide you with information in relation to our programmes, events, or other engagement opportunities that you may have requested
- to streamline and personalise your experience while dealing with Age Concern Hampshire
- to undertake satisfaction surveys and to tailor Age Concern Hampshire information to improve our offerings and enhance your experience
- your image, video and sound recordings for promotional and marketing and reporting purposes
- survey and questionnaire responses to improve our services, systems and processes
- in case of emergencies
Occasionally, Age Concern Hampshire uses de-identified Personal Information derived from our donors and clients in order to provide Age Concern Hampshire with anonymous demographic and usage information. Age Concern Hampshire will then use this anonymous, aggregated information to develop new and/or more appropriate services and support.
3. Quality of Personal Information
Age Concern Hampshire will ensure, to the extent reasonably possible, that Personal Information collected (hard copy form or electronic form), used or disclosed is accurate, up-to-date, complete and relevant. If Age Concern Hampshire becomes aware that any of the Personal Information it holds is inaccurate it will take prompt steps to update its records so that those records are correct.
4. Anonymity
Due to the nature of the services that Age Concern Hampshire provides, in most situations it will be impracticable for an individual to deal with us on an anonymous basis. However, Age Concern Hampshire will consider requests on a case-by-case basis. An example of a situation where Age Concern Hampshire might permit an individual to deal with us anonymously or through the use of a pseudonym, is when an individual is making an enquiry about our services or employment opportunities or if an individual makes a donation on an anonymous basis. In the case of complaints or whistle blowing personal information may be recorded but treated with strict confidentiality.
5. Data Security
Age Concern Hampshire takes active measures to ensure the security of Personal Information (both hard copy form and electronic form), it holds from misuse, interference, loss and unauthorised access, modification or disclosure.
All Personal Information (both hard copy form and electronic form) is stored securely. Electronic Personal Information is stored using the high quality data management and IT security systems and controls including passwords and firewalls.
When we no longer require your Personal Information it is securely destroyed and disposed of.
We maintain a separate I.T. Security Policy and our security systems are regularly reviewed and audited so that we can identify any potential security weaknesses and take steps to promptly rectify them.
6. Access and Correction of Personal Information
Subject to verification of your identity, if we hold Personal Information about you then you may make a request to access, update or correct this Personal Information at any time.
Any information change requests for access and correction should be made in writing to:
The Data Protection Officer, Age Concern Hampshire, Centre Way, Locks Heath, Southampton, SO31 6DX
Or by Email: enquiries@ageconcernhampshire.org.uk – please ensure that your request is addressed to the Data Protection Officer
There is no fee to make a request for access to your Personal Information. However, we may charge you a processing fee if you request copies of your information.
We will endeavour to respond to written requests for access and correction of Personal Information within 15 business days after a request is received, unless extenuating circumstances exist.
7. Direct Marketing
Age Concern Hampshire will only engage in direct marketing practices in accordance with the law.
Age Concern Hampshire may despatch marketing communications by telephone (eg: SMS messaging), electronic messages (eg: email), online (eg: websites and apps) and other means, . These may include communications relating to Age Concern Hampshire and its programmes, educational and fundraising campaigns and promotional messages, event invitations and newsletters.
At any time, an individual or organisation may contact enquiries@ageconcernhampshire.org.uk to request that they no longer receive any marketing material or information from Age Concern Hampshire.
For email and other modes of communication, Age Concern Hampshire also provides a simple opt-out (unsubscribe) mechanism that individuals can easily submit at any time.
8.
Please note that we keep a copy of all enquiries received and advice given. This will include your personal contact details unless you ask us to withhold them. All records are confidential to Age Concern Hampshire and our auditors unless we identify a safeguarding issue. You have a right to request a copy of information we hold. Whilst we seek to ensure through our contracts with external parties that they comply with the Act regarding the use of your personal information, we have limited control around how some external parties (for example, government agencies) use your personal information.
9. Website Browsing
Accessing Age Concern Hampshire’s websites will result in some information being logged, including the time of access, your IP address and the pages that have been viewed or accessed.
Age Concern Hampshire’s websites may contain links to external websites. Age Concern Hampshire is not responsible for the content or privacy policies that govern these websites.
10. Mandatory Notifiable Data Breaches
We will comply with the notification and other requirements of the General Data Protection Regulation, where your personal information held by us has been inadvertently lost or disclosed or improperly accessed and that loss, disclosure or access may result in serious harm to you.
11. Cookies Policy
Age Concern Hampshire uses cookies on our website. By using the platform, you consent to the use of cookies.
Our Cookies Policy explains what cookies are, how we use cookies, how third parties may partner with may use cookies on the platform, your choices regarding cookies and further information about cookies.
What are cookies?
Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the Service or a third-party to recognize you and make your next visit easier and the platform more useful to you.
Cookies can be “persistent” or “session” cookies.
How Age Concern Hampshire uses cookies:
When you use and access the website/ platform, we may place a number of cookies files in your web browser. We use cookies for the following purposes: to enable certain functions of the website, to provide analytics, to store your preferences, to enable advertisements delivery, including behavioural advertising.
We use both session and persistent cookies on the Service and we use different types of cookies to run the platform:
Essential cookies. We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.
ThirdParty Cookies
In addition to our own cookies, we may also use various third parties cookies to report usage statistics of the website, deliver advertisements on and through the platform, and so on.
What are your choices regarding cookies?
If you’d like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.
Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly
Communication & Training
For transparency and ease of reference this policy will be available to view on our website.
Audit & Review
This policy will be audited against on an annual basis and reviewed in 2 years’ time or sooner should legislation or audit dictate such a review.