Turning Tides have appointed a Data Protection Officer (DPO) voluntarily. If you have any questions about how Turning Tides use your personal data then you may contact the DPO by emailing firstname.lastname@example.org or writing to the DPO, Turning Tides, Town Hall, Chapel Road, Worthing, West Sussex, BN11 1HA.
What Information do we hold about you?
We hold information about you, including information that you give to us when using our services, volunteering, participating in events, donating or working with us. We may get this information from you or from other organisations we work with. The information can include, name, address, employment, date of birth, bank account details, whether you are a UK taxpayer, and information that we need to perform any security checks. We may hold special category data.
How do we use your information?
We will use your information in the following ways: - We will send you information and updates about the work of Turning Tides. We may do this by post and also by email, text and social media, where you have consented to us doing this.
- To keep our records up to date
- We will let you know about volunteering opportunities, social events and fundraising appeals and other needs of Turning Tides
- To provide the services that you have requested and to give you the information that you have requested
- To reclaim tax on Gift Aid
You have the right to change your preferences at any time, or to ask that we stop contacting you. You can do this by contacting us at the address above.
All volunteers at Turning Tides are provided with our Volunteer Charter which sets out what is expected and what can be expected from Turning Tides Client data may be disclosed to external bodies to protect the vital interests of the data subject or of another natural person.
In addition, Client data may be shared if required by a Government Agency.
Some information is particularly sensitive (special category data). This includes information related to health issues, ethnic origins, religious beliefs, sexual orientation, political beliefs. When you give us this information, we will keep it safe and use it within Turning Tides or, in the case of medical information, with organisations maintaining a similar duty of confidentiality.
Who do we provide your information to?
If you are a volunteer or other supporter we may disclose your information to official agencies to enable us to make the checks that we are required to ensure the safety of our Clients. We may provide information to other bodies where we have a legitimate interest in making this disclosure or where we are required to by other regulations or legislation.
Employee and Applicant Records
Comprehensive personal details (including special category data) are held by Turning Tides which are required in order for us to enter into an employment relationship. This information includes characteristics protected under the Equality Act such as age, disability and race. This information may be disclosed to our Occupational Health providers during employment and pre-employment checks. In addition, employee and applicant data may be shared with a Government Agency if they ask us to do this. We may also share information where we a have a legitimate reason to do so.
How do we keep your information safe?
We hold our client data (including special category data) on a cloud based system (In-Form) controlled by Homelesslink: www.homeless.org.uk/privacy-and-data-protection and Salesforce: www.salesforce.com/uk/campaign/gdpr/
Secure access is controlled by Turning Tides and Homelesslink.
General Data Security
Turning Tides holds all electronic files on virtualised servers in a secure datacentre and all data is backed up to a second datacentre. Our IT support is provided by Weald IT: www.wealdcomputers.com/wp-content/uploads/2018/02/GDPR-statement.pdf
Turning Tides utilises Microsoft Office 365 to provide secure email for staff. www.privacy.microsoft.com/en-gb/privacystatement
Supplier & Customer Records Turning Tides holds data relating to financial and contractual arrangements with our suppliers and customers (including tenants and licensees) in accordance with the Contractual basis for processing such data. Data will be shared with our bank, HSBC: www.hsbc.co.uk/content/dam/hsbc/gb/pdf/privacy-notice.pdf to facilitate to the processing of financial transactions.
How long do we keep your information?
We will only keep your data for as long as necessary for the purpose for which it was collected. You may request access to the data we hold about you and you may request us to correct your personal data when incorrect, incomplete or out of date. If you are unhappy with our response to any of your data requests then you may contact the Information Commissioner’s Office on 0303 123 1113 or www.ico.org.uk/concerns