This privacy notice explains when and why we collect personal information; how we use it, keep it secure and in what circumstances we may share it with other organisations.
Who we are
Borders Carers Centre (BCC) is an independent registered charity, Scottish Charity Number SC028087. We provide a range of practical and emotional support services to adult and young adult unpaid carers across the Scottish Borders .Our main funders are Scottish Borders Council and NHS Borders with which we have agreements to:
· Identify carers through development work
· deliver a wide range of information, advice, training and support services
· carry out Carers’ Support Plans
Why do we collect information about you?
When you contact us for information, advice or support relating to your caring role you are engaging with us in an agreement for the provision of those agreed services (known as a ‘contract’ for lawful processing). Failure to provide us with the necessary personal information may result in us being unable to provide you with these services or could result in a delay in this provision.
When do we collect information about you?
We collect information about you when you register with us, request a Carer’s Support Plan (whether direct or via a third party) or engage with any other carers’ support services, including any on-line resources available from our website.
Any Carer’s Support Plan will be undertaken on behalf of Scottish Borders Council and data will be secured on our database system. If you are eligible for support from the local authority your information will need to be secured on the Scottish Borders Council database or you will not be able to access support under the eligibility criteria.
Details of how Scottish Borders Council protects your information is available on their website: http://www.scottishborders.gov.uk/
If you request that we refer you to a third party organisation we will only undertake this with your permission.
What information do we collect about you?
The personal information we collect will include your name, address, age, contact details, and details of your caring role.
We will also ask you for personal information such as your ethnic background, and health, but this information will only be held with your explicit consent. The purpose for collecting this information is for monitoring purposes to help us ensure that our services are fully accessible and to inform the further development of these services. It will not restrict your access to a service if you choose not to provide this information.
If you provide information about a third party (typically either the person you care for or an emergency contact) we will need to confirm that they are aware of this in order to protect their personal information and rights under data protection legislation.
How will we use the information about you?
We collect information about you and your caring role, in order to:
· carry out our obligations arising from any agreement entered into by you and us, and for the provision of information, advice and support to you in relation to your caring role
· seek your views or comments on the services we provide
· notify you of changes to our services
· send information you have requested directly relating to your caring role
· inform our future service development to ensure services are fully accessible
· provide anonymised monitoring information to our service commissioners to demonstrate the take-up and effectiveness of services; with specific reporting by characteristics such as area, age, caring responsibility or background
· send you details of upcoming activities, carer focused news, and information about how you could support our work if you have specified you wish to receive this information
How long we hold your information
We will hold your personal information on our systems for as long as you are registered for our services. However, for monitoring purposes this will extend to the end of the financial year after the point when you tell us that you are no longer a carer, or no longer require our services. For example, if you inform us in January that you are no longer caring, we would hold your personal data until the end of March that year.
We review our retention periods for personal information on a regular basis in line with legislation and best practice.
Who has access to your information?
Access to your information will be provided to partner organisations (as listed in the ‘Who we are’ section) for the specific purpose of providing you with the information or support requested. Your information will also be visible to any BCC staff member for the purposes of providing you with a service or sending any information that you have requested. Our database is a secure server-based case management system.
Where information is passed to a third party organisation in order to make a referral on your behalf, we will specifically ask your permission in advance.
BCC does not undertake unsolicited marketing and will not sell, rent or otherwise share your information to third parties for marketing purposes.
We do send out information about our services and updates relating to carers, legislation changes, initiatives, activities and requests for support typically via e-bulletins or other targeted communication.
Should you no longer wish to receive this information at any point simply let us know and we will ensure you are removed from our mailing list. Either call us on 01896 752431 or email: firstname.lastname@example.org
Your rights under Data Protection
From the 25 May 2018 Data Protection legislation means you have the right to:
· access your own data and confirmation of how it is processed.
· rectification of any of your personal data if it is inaccurate or incomplete.
· withdraw consent for us to hold your sensitive data at any time. However, most personal data is held under the service contract and in order to have this information removed you must agree to disengage completely from our service. Please be aware that once information has been deleted it cannot be recovered.
· restrict processing - when you request that processing is restricted it will be excluded until such time it has been confirmed that the data has been corrected or that it is being processed in the way that complies with the legal purpose.
· data portability - you have the right to your personal data in a format that is machine readable.
· object - you have the right to object to how we process your information.
Amending, accessing or removing your information
Please call or email BCC to make any amendments to the personal information we hold about you or to exercise one of your other rights under data protection legislation. This includes updating information, requesting copies of what we hold, or to tell us that you no longer wish to access our services
Please let us know what specific information you would like to amend, change or know about by calling us on 01896 752431 or emailing email@example.com. You can also write to us at Borders Carers Centre, Brewerybrig, Low Buckholmside, Galashiels, TD1 1RT
BCC does not analyse your personal information for profiling purposes. Neither do we use profiling or automated decision-making in relation to your information.
‘Cookies’ are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can find out more about cookies and how to manage them on your computer on the Information Commissioner’s Office website (https://ico.org.uk/for-the-public/online/cookies/)
16 or under (Subject to review following enactment of the Data Protection Bill)
We are concerned to protect the privacy of children. If you are aged 16 or under‚ you will need to get your parent or guardian’s permission before you provide us with personal information.
Transferring your information outside of Europe
As part of the services offered to you, the information which you provide to us may be transferred to servers within the European Union (“EU”) or countries and companies designated as adequate under the General Data Protection Regulation and provide similar protection to those located in the UK.
If you use our services while you are outside the EU, your information may be not be governed by legislation to the same standard and we are not able to guarantee the security of your information.
Whilst we hope that you do not feel the need to complain about how we protect your information we would invite you to contact us in the first instance and follow the complaints procedure which we can send to you on request.
However if you are unhappy with our response or you would like to report your concerns to the Information Commission Office direct by calling them on 0303 123 1113 or visiting their Report a concern web page https://ico.org.uk/concerns/)
How to contact us
Write to: Borders Carers Centre, Brewerybrig, Low Buckholmside, Galashiels, TD1 1RT
Phone: 01896 752431 and ask to speak to the Centre Manager