Carers Leeds Privacy Statement
Carers Leeds is an organisation with charitable status providing information, advice and support to carers in Leeds. Carers Leeds is called the ‘Data Controller’ – see end of document for contact details.
Why do we collect your data?
The information we keep about you is to help us provide the best possible service by offering accurate information and advice. By keeping a record of our contact with you it will reduce the times you have to re-tell your story and help us plan with you what support you need.
We will only use your personal information when the law allows us (our legal basis). We will use your personal information when at least one of the following legal bases arises.
- Where it is necessary for the performance of a contract to which you are a party.
- Where it is necessary to protect an individual from harm.
- Where it is in the legitimate interest of Carers Leeds or other third parties.
- Where consent has been given.
The lawful basis for storing and processing special category information (such as health details) is as above, but we will always obtain explicit consent from the carer. In an emergency situation, we will collect essential data if the law allows us to.
What information do we collect?
Carers Leeds collects, uses and stores personal information on the carers who come to our service for information, advice and support. When we ask you for personal information we will:
- Only ask for what we need.
- Treat the information as confidential.
- Store the information on a secure database.
The member of staff you talk to will take necessary personal information about you and will input this onto our database.
Carers can tell us what information they want to share with us. But we usually record your name, date of birth, address, phone number, contact with professionals and your caring situation. Some special category, or sensitive, information such as ethnic origin, religion, health, sexuality may also be recorded when relevant to your case and where explicit consent has been received. We will only access the information when we have a valid reason to do so
Do we share information?
We will protect your data and make sure nobody other than our staff have access to it unless there is a legal reason to do so, for example, relating to the protection of you or another person’s safety. Our records are used by Carers Leeds staff and staff who work at Carers Leeds but are employed by Leeds and York Partnership Foundation Trust and Touchstone.
We employ organisations (‘Data Processors’) to help us manage our records. We use Charity Log as our database. We employ IT advisors to help us manage our digital records. We ensure that the Data Processors we use are fully compliant with all Data Protection legislation.
To ensure the work we offer is of a high standard, Carers Leeds will participate in external audits where case notes can be examined for quality purposes. Currently Carers Leeds has been awarded the Advice Quality Standard (AQS); Recognising Excellence is the organisation that oversees the AQS award therefore to demonstrate compliance with AQS we may be asked to share examples of work with Recognising Excellence.
How long do we keep your personal data?
Personal data is kept for a maximum of 6 years from the last date of contact.
As we have a business reason to keep personal data for this length of time, we are unable to agree to requests for the data subject to be forgotten, unless our only contact has been to send out a regular newsletter.
Data Subject Rights
We will always ask for consent from carers because we are likely to be collecting information relating to health. When offering telephone help, we will ask for consent over the phone. When working face to face with carers we will ask for written consent.
You can object to how we use your personal information. You also have the right to see what personal information we hold about you. You can ask us to correct inaccuracies, delete or restrict personal information, or ask for some of your personal information to be provided to someone else.
You can make a complaint to the ICO (Information Commissioners office) if you’re not satisfied with the way we keep and process your personal data.
To find out what information we hold about you please write to:
6-8 The Headrow
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