Crawley Community Action Privacy Policy

This is Crawley Community Action’s Privacy Notice.

As part of the services we offer, we are required to process personal data about our staff, our service users and, in some instances, the friends or relatives of our service users and staff. “Processing” can mean collecting, recording, organising, storing, sharing, or destroying data.

We are committed to being transparent about why we need your personal data and what we do with it. This information is set out in this privacy notice. It also explains your rights when it comes to your data.

If you have any concerns or questions, please contact us at: Crawley Community Action, The Orchard, 1 – 2 Gleneagles Court, Brighton Road, Crawley, RH10 6AD.

Service Users

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may process the following types of data:

• Your basic details and contact information e.g. your name, address, date of birth and next of kin.

We also record the following data which is classified as “special category”:

• Health and social care data about you, which might include information about both your physical and mental health.
• We may also record data about your race, ethnic origin, sexual orientation or religion.

Why do we have this data?

We need this data so that we can provide high-quality care and support. By law, we need to have a lawful basis for processing your personal data.

We process your data because we are required to do so in our performance of a public task and because there is a legitimate interest in doing so.

We process your special category data because it is necessary for the provision of health and social care or for legitimate activities by a not-for-profit body with a philosophical aim.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent at any time.

Where do we process your data?

So that we can provide you with high quality care and support we need specific data. This is collected from or shared with you and third parties.

We do this face to face, via phone, via email, via post, or via application forms (including online application forms).

Third parties are organisations we might lawfully share your data with. These include:

• Other parts of the health and care system such as your GP, social workers, the commissioners of our services, and other health and care professionals.
• Other organisations that can help you access further services, support or opportunities and can make sure that the services, support or opportunities you get are right for you.
• Organisations we have a legal obligation to share information with e.g., for safeguarding.
• The police or other law enforcement agencies if we have to by law or court order.

Staff

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may record the following types of data:

• Your basic details and contact information e.g. your name, address, date of birth, National Insurance number and next of kin.
• Your financial details e.g. details so that we can pay you, insurance, pension and tax details.
• Your training records.

We also record the following data which is classified as “special category”:

• Health and social care data about you, which might include information about both your physical and mental health data – we will only collect this if it is necessary for us to know as your employer, e.g., fit notes or for you to claim statutory maternity/paternity pay.

As part of your application you may – depending on your job role – be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check). We do not keep this data once we’ve seen it.

Why do we have this data?

We require this data so that we can contact you, pay you and make sure you receive the training and support you need to perform your job. By law, we need to have a lawful basis for processing your personal data.

We process your data because we have a legal obligation under UK employment law and we are required to do so in our performance of a public task.

We process your special category data because it is necessary for us to process requests for sick pay or maternity pay.

If we request your criminal records data, it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. We do not keep a record of your criminal records information (if any). We do record that we have checked this.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.

Where do we process your data?

As your employer we need specific data. This is collected from or shared with you or your legal representative(s) and third parties.

We do this face to face, via phone, via email, via post, via application forms, and via apps.

Third parties are organisations we have a legal reason to share your data with. These include:

• Her Majesty’s Revenue and Customs (HMRC).
• Our pension scheme: TPT Retirement Solutions, Verity House, 6 Canal Wharf, Holbeck, Leeds LS11 5BQ
• Our external payroll provider: Crawley Borough Council, The Boulevard, Crawley RH10 1UZ
• Organisations we have a legal obligation to share information with i.e. for safeguarding.
• The police or other law enforcement agencies if we have to by law or court order.
• The DBS Service.

Friends/Relatives

What data do we have?

As part of our work providing high-quality care and support, it might be necessary that we hold the following information on you:

• Your basic details and contact information e.g. your name and address.

Why do we have this data?

By law, we need to have a lawful basis for processing your personal data.

We process your data because we have a legitimate business interest in holding next of kin and lasting power of attorney information about the individuals who use our service and keeping emergency contact details for our staff.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.

Where do we process your data?

So that we can provide high quality care and support we need specific data. This is collected from or shared with you and third parties.

We do this face to face, via phone, via email, via post, or via application forms (including online application forms).

Third parties are organisations we might lawfully share your data with. These include:

• Other parts of the health and care system such as GPs, social workers, and other health and care professionals.
• Organisations we have a legal obligation to share information with e.g. for safeguarding.
• The police or other law enforcement agencies if we have to by law or court order.

Our Website

What data do we have?

When you visit our website, we may collect personal data from you through embedded forms and the automatic collection of IP addresses. The personal data we collect may include:

• Enquiry Forms: If you choose to submit an enquiry or contact us through the forms embedded on our website, we may collect your name, email address, phone number, and any other information you voluntarily provide to us.
• IP Addresses: We automatically collect IP addresses of visitors to our website. An IP address is a unique numerical identifier assigned to a device connected to the internet. We collect this information to better understand the reach of our website and analyse trends.

Why do we have this data?

We use the personal data collected through our website for the following purposes:

• Enquiry Response: If you submit an enquiry or contact us through our website, we will use the information you provide to respond to your request and communicate with you.
• Website Analysis: We may use IP addresses to analyse the usage and performance of our website, including but not limited to understanding the geographical location of our visitors and tracking the number of visits to specific pages.

The legal basis for processing your personal data depends on the specific purpose for which we collect it. In most cases, we rely on the following legal bases:

• Consent: If you voluntarily provide your personal data through the enquiry forms, we will rely on your consent to process and respond to your request.
• Legitimate Interests: We may rely on our legitimate interests to process IP addresses for the purpose of analysing and improving our website’s functionality and performance.

We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. The specific retention period may vary depending on the type of personal data and the applicable legal requirements.

Where do we process your data?

We may share your personal data with third-party service providers who assist us in operating our website and providing related services. These service providers are contractually obligated to handle your personal data securely and only for the purposes specified by us.  We may also share your data with the police or other law enforcement agencies if we are required to by law or court order.

Your Rights

The data that we keep about you is your data and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data:

1. You have the right to request a copy of all of the data we keep about you. Generally, we will not charge for this service.
2. You have the right to ask us to correct any data we have which you believe to be inaccurate or incomplete. You can also request that we restrict all processing of your data while we consider your rectification request;
3. You have the right to ask that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for. We retain our data in line with the Information Governance Alliance’s guidelines (https://digital.nhs.uk/data-and-information/looking-after-information/data-security-and-information-governance/codes-of-practice-for-handling-information-in-health-and-care/records-management-code-of-practice-for-health-and-social-care-2016)
4. You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.
5. You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so.
6. If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.

You may need to provide adequate information for our staff to be able to identify you, for example, a passport or driver’s licence. This is to make sure that data is not shared with the wrong person inappropriately. We will always respond to your request as soon as possible and at the latest within one month.

If you would like to complain about how we have dealt with your request, please contact:  Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 5th October 2024

How to contact us

If you want to request information about our privacy policy, you can email us or write to:
Crawley Community Action
The Orchard
1-2 Gleneagles Court
Brighton Road
Crawley
West Sussex
RH10 6AD