Age Friendly Melksham CIC is a community interest company limited by guarantee, registered in England number 1264799. The charity is a Data Controller and is registered with the Information Commissioners Office (ICO). The charity complies with the guidelines set out under the General Data Protection Regulations (GDPR) brought into force in May 2018.
This policy sets out what data we might collect from you, for what purposes we collect it, how it is stored and your rights.
Age Friendly Melksham CIC processes personal data required in order to efficiently deliver support services for residents living in the Melksham Community Area (as defined by Wiltshire Council). By completing a referral form for Melksham Community Support, or by giving your personal data to Age Friendly Melksham CIC via any medium, you are agreeing to the potential storage and use of your personal data.
Information we might collect about you
Personal data means any information about an individual from which they can be identified. This may include:
Contact details such as name, postal address, email address and telephone number for you and your carer if applicable.
Notes regarding any activities undertaken with or by Age Friendly Melksham CIC (including, but not limited to Melksham Community Support, Creative Conversations, your preferences for activities and interests, 1-2-1 conversations with team members) such as the nature of the material spoken about, what your current or future needs are and/or how you might be feeling that day.
Forms you complete such as the Initial referral/volunteering form, application forms, CORE assessment forms and Client Feedback form.
Purposes of keeping your personal data
Age Friendly Melksham CIC will retain your contact details in order to organise appointments with you or your carer/s as you specify and will store the contact details you submit in order to do so.
Age Friendly Melksham CIC will retain any personal data you give via your referral including reason/s for seeking support, your expectations of and any requirements for service, including but not limited to data you provide regarding health or disabilities which you choose to give as related to your needs in relation to seeking support.
Age Friendly Melksham CIC will retain any data required to evaluate the service or provide service appraisal required by funders or to effectively market the service if you give permission.
Age Friendly Melksham CIC will retain a brief summary of each of your phone calls, 1-2-1 sessions or other communications in order to ensure that we can refer back to material covered if required to do so for reasons set out in the Data Sharing section below.
How we keep your personal data safe
Your personal data will remain securely held by Age Friendly Melksham CIC at all times using an encrypted database with limited staff access.
Your referral notes will be transferred to the service from our website by email where they will be transferred into the database and the email deleted.
Personal data will be kept confidential at all times and only disclosed for reasons set out in the Data Sharing below.
How long will personal data be retained
Personal data outlined above will be retained for as long as you require our service, for service evaluation purposes and for any legal implications including insurance provision.
At such a time as it is deemed unnecessary to retain your personal data we will securely delete all data we hold about you.
To find out more about our data retention policy please contact our Designated Data Protection Lead via Age Friendly Melksham CIC at the Canberra Centre on 01225 667971.
Age Friendly Melksham CIC will not share your data with any third party except in the following circumstances:
- You express risk of substantial harm to self or others
- We have a legal requirement from government agencies or forces to aid investigation for crimes such as terrorism, money laundering etc.
- We receive a court order for disclosure
At any time after providing your personal data, you can request to see what Age Friendly Melksham CIC is holding about you. This can include a copy of what is held about you and an explanation as to why it is being held.
At any time you can request a correction to or erasure of your personal data. The organisation reserves the right to deny erasure of certain data or refuse correction if it is required by the organisation for the reasons stated above.
At any time you can request Age Friendly Melksham CIC to limit or cease data processing where applicable. The organisation reserves the right to deny limiting or ceasing processing if deemed necessary for the purposes stated above, or to terminate services if necessary.