This policy sets out how we how we protect your personal information and hope it offers you assurance that we are acting responsibly. It has been written so that it is simple, transparent and you both understand and have control in how your data is used, kept, shared or deleted.
- About us
Kindred Minds (referred to hereinafter as Kindred Minds or We) is a charity whose registered office Alan Rudkin Room, STEC, Unit House, Speke Boulevard, Speke, Liverpool L24 9HZ, registered in England CIO Number 1161849
Kindred Minds is committed to protecting your privacy and maintaining the security of any personal information received from you. We strictly adhere to the requirements of the data protection legislation in the UK and we are registered on the Data Protection Public Register number ZA383299. As a small charity we don’t have a dedicated Data Protection Officer but our Development Officer will be happy to deal with any queries or requests regarding the data we hold about you. They can be contacted by emailing email@example.com or calling in the centre, Kindred Minds, Alan Rudkin Room, STEC, Unit House, Speke Boulevard, Speke, Liverpool L24 9HZ
- Information we gather about you
We always aim to gather only the information we need in order to provide you with the service/activity you are using/joining.
Information you give us:
2.1 There are several ways in which you may give us information as follows when you join/sign -up/apply for:
- Workshop/event registration;
- Joining one of clubs as a member e.g. Arts and Crafts; Singing; Gardening club etc.
- When accessing our online mental health blog
Please note that www.well-pool.co.uk online mental health Blog is a Kindred Minds project and part of the activities we provide. Wellpool is not a seperate legal entity, but a project name.
When accessing any of the above services/activities/courses, you may provide us with information about yourself which may include your name, address, telephone number and email address. We also receive information from you when get in contact with us, and sometimes if you reply to a survey.
2.2 Information you choose to share: If you create content on our Well-pool website, we also receive and use that information. This may include personal information about you and other people.
2.3 Information other people share about you: We may also receive information about you from other users of the service, for example if they post comments, notes or tags that relate to you.
2.4 Other information we receive about you: When you use our services, we receive information about what you do during your visit, such as when you perform searches, follow links or upload content. We also receive some information about the device you use to access our service, your IP (Internet Protocol) address, the browser you use, your location, your screen size, or the pages you visit. We may also receive information from other websites, such as Facebook, if you sign in using them or otherwise use them within our service (for example to share or like something on the site).
2.5 We do collect some information from cookies generated by plug-ins which allows us to understand how you arrive on our websites, how you use and navigate around it, and how you interact with our email. This information is used to improve our services and communication. We obtain some information from Google Analytics, Facebook and WordPress analytics from our Well-pool website. The Facebook information provided is limited and only that which you have previously agreed with Facebook that they may share.
2.6 We do not collect sensitive information (also known as special categories of information) about you except when you specifically knowingly provide it and have consented to this. We may require some information about physical capabilities for our Gardening or Walking Club members to enable us to risk assess effectively and ensure the safety of members during the session. We may as part of our Equality assurance gather more sensitive information however this would be anonymous when collected.
2.7 In order to access our services you must be over 18 years old.
- What we use this information for:
3.1 We will use your personal information for a number of purposes including:
- To enable us to offer a service, activity or facility that meets your needs
- To process enquires and provide our services, facilities and activities, to provide you with information about them and to deal with your requests and queries.
- For administration purposes, which means we may contact you regarding for example: courses you have signed up for or registered an interest in, to let you know about it and any changes;
- To conduct surveys with you (where you have consented to us contacting you for such purpose).
- Where we provide personalised services and so send personalised communications e.g. reminders or updates for activities taking place you have registered for; room or office availability etc.
- We may use and disclose information in aggregate (so no individuals are identified) for monitoring and evaluation purposes and for surveys
- We reserve the right to access and disclose individually identifiable information to comply with any legal obligation or governmental request, to enforce or apply our Terms and Conditions, or to protect our rights, property or safety.
- To manage the website
- To to provide you with information about our services and to deal with your requests and queries.
- For administration purposes
- We use IP addresses and device identifiers to identify the location of users, to establish the number of visits from different countries,
- For analysis and research to improve our services and goods offered.
- To improve your search results.
- We may show you relevant links to other health or support services
3.2 Service messages
We send service emails/text messages to you to administer the service. Service emails or texts include registration, membership or payment confirmation; and emails/texts that provide useful information about how to use, access, register for a service, activity or facility. We will also send you a service email/text if we make a fundamental change to our terms & conditions that we think we need to make you aware of or to let you know important information relevant to you.
3.3 Promotional messages
We use your email address or mobile/telephone phone to update you about new courses, services, activities or facilities, whichever you have signed up to receive for. We will only contact you with your consent. You are entitled to withhold this consent and refrain from receiving such communications by selecting the appropriate option on the form that collects your details. You can also update these options at any time by contacting us by email firstname.lastname@example.org or texting to 07939892793 or by writing to us at: Kindred Minds, Alan Rudkin Room, STEC, Unit House, Off Venture Point, Speke Boulevard, Speke, Liverpool L24 9HZ. We will always provide you with a way of opting out of receiving future marketing messages from us each time we send them to you.
- What if I don’t provide some or all of the information requested?
The impact of this will depend on what information you withhold but the main impacts may be:
We will not be able to process or fully process your enquiry/registration, memberships or agreements.
We will not be able to contact you to let you know of new opportunities or changes we’ve had to make
We will not be able to respond fully to requests and queries you may have.
- What grounds (legal basis) are we processing the data under?
There are a number of grounds we process your data under. These are:
5.1 Contractual – we need the information to enter into and then perform the contract for hiring or renting space or to properly inform our insurers in line with the terms of the insurance policy
5.2 Legal – should we be legally required to contact you concerning a service obligation or any other legal obligation we are bound to comply with..
5.3 Consent – where you have given us consent to promote our services/contact to you.
- Sharing your information with third parties
6.1 We do not share your personal data with any third party except for reporting purposes to funders where this has been a condition of the grant (in this instance we would inform you prior to uptake of any service/activity and seek consent) or to comply with clause 5 above.
6.2 We will disclose your personal data in order to comply with any legal obligation. This includes disclosing information to organisations for the purposes of fraud protection, credit risk reduction, or the order of a court or regulator.
- Re-organisation or Wind-Up of the charity
In the event that we undergo re-organisation or wind-up and transfer the charities assets to another charity to run Kindred Minds programme, you agree that any personal information we hold about you may be transferred to that re-organised entity or other charity.
- How we protect your information
We follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access to, and loss, misuse or alteration of your personal information in accordance with UK data protection legislation. These include:
- Password protected computers where we would store a database containing personal details
- Locked filing cabinets where we would store paper copies of membership/registration forms, contract/ completed/hire agreements or tenancies etc
- Restricted access of main office
If you think that someone has accessed your information held by us without your permission you must notify us at email@example.com
We also recommend that if you use a shared computer or a computer/tablet in our Blog sessions or workshops, that you close your browser when you have finished your session and download your work onto a memory stick and delete it off the device.
- Your rights regarding your Personal Information
Under the Data Protection law, you have a number of rights with respect to your personal information, which are:
9.1 Correcting your Information
You are entitled to have your personal information updated to ensure it is up to date and accurate. In order to maintain the accuracy of the information we hold, you can update your personal details call in the centre and fill in a new form, calling us on 07939892793 or by sending us an email to firstname.lastname@example.org or by writing to us at: Kindred Minds, Alan Rudkin Room, STEC, Unit House, Off Venture Point, Speke Boulevard, Speke, Liverpool L24 9HZ
9.2 Withdrawing Consent
You have the right to withdraw your consent to any processing that is currently being done under your consent, such as marketing or surveying. Consent can be withdrawn by calling us on 07939892793 or by sending us an email to email@example.com or by writing to us at: Kindred Minds, Alan Rudkin Room, STEC, Unit House, Off Venture Point, Speke Boulevard, Speke, Liverpool L24 9HZ
9.3 Obtaining a copy of your Information
You have the right to receive a copy of the personal information we hold about you. You can do this by calling on 07939892793 or by sending us an email to firstname.lastname@example.org or by writing to us at: Kindred Minds, Alan Rudkin Room, STEC, Unit House, Off Venture Point, Speke Boulevard, Speke, Liverpool L24 9HZ – this may require evidence of identity
9.4 Deleting your information
You can request that we delete personal information in certain circumstances. These will be specific to each case. You can do this by calling on 07939892793 or by sending us an email to email@example.com or by writing to us at: Kindred Minds, Alan Rudkin Room, STEC, Unit House, Off Venture Point, Speke Boulevard, Speke, Liverpool L24 9HZ
9.5 Data Portability
You have the right to ask us to transfer the personal information that you have given us to another controller.
9.6 Restricting Processing
You can request a restriction on the processing of your data in some limited circumstances. Examples are concerns over data accuracy or we no longer need to hold your data but you have requested its retention by us to aid you in a legal matter. You can do this by calling on 07939892793 or by sending us an email to firstname.lastname@example.org or by writing to us at: Kindred Minds, Alan Rudkin Room, STEC, Unit House, Off Venture Point, Speke Boulevard, Speke, Liverpool L24 9HZ
9.7 Right to object to Processing
You have the right to request that we stop processing your data for marketing purposes and in other limited circumstances such as asking us not to process your data by wholly automated means e.g. you may decide you only want to have contact by email and not telephone or text message.
You can action any of these rights by calling us on 07939892793 or by sending us an email to email@example.com or by writing to us at: Kindred Minds, Alan Rudkin Room, STEC, Unit House, Off Venture Point, Speke Boulevard, Speke, Liverpool L24 9HZ
- Right of complaint to the Regulator for Data Protection
The data protection laws in the UK are regulated and enforced by the Information Commissioner’s Office (ICO). Each individual has the right to raise a concern/complaint to the ICO if they have any concerns about how their personal information and/or privacy are treated. You can do this via the ICO’s website, follow the links or have an online Live Chat.
Call the ICO helpline on 0303 123 1113
Postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- How long we hold your data for
Some of the information you provide to us will be necessary to carry out repeated tasks, such as contacting you for weekly classes/clubs/changes. We will keep this information for as long as you remain a registered user/club member/course participant etc. and for so long as reasonably necessary. If you have left a club, completed a course, we reserve the right to delete any information you have provided to us. For insurance purposes we may retain personal data for 6 years after-which we would delete it ourselves
- Links to third-party websites
Our website may contain links to third party website that offer other health and support services
- Updates to this policy
We may update this policy at any time without notice. We will tell you that we have updated the policy by emailing you at the email address you have provided to us and/or by posting an announcement on the website. By continuing to use the website after we have emailed you or posted a notice informing you of an update, you accept the changes to this Policy.
Privacy statement last updated 24th May 2018.
- Contacting us
If you have any questions about privacy, or wish to update your details or have them removed from our mailing list at any time, please contact us:
by calling us on 07939892793 or
by sending us an email to firstname.lastname@example.org
or call in or post to:
Development Worker, Kindred Minds, Alan Rudkin Room, STEC, Unit House, Off Venture Point, Speke Boulevard, Speke, Liverpool L24 9HZ,“