Data Privacy Notice
The M.E. Trust is committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner. We are a “data controller” for the purposes of the Data Protection Act 2018 and the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.
2. How we collect information about you
We collect information in the following ways:
When you interact with us directly: for example, if you sign up to our newsletter, make a donation, apply for a job, request a service or communicate with us by phone, email or post.
When you visit our website: When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We use a third-party provider, MailChimp, to deliver our email newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our email newsletter. For more information, please see MailChimp’s privacy notice [https://mailchimp.com/legal/privacy/]. You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing our Charity Administrator, Helen Hall, at [email protected] or 02037780530.
3. The information we collect
Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a donation), as well as information you provide in any communications between us.
We use this information to:
- enable us to contact you and reply to your enquiries.
- process donations or payments, to claim Gift Aid, and to verify any financial transactions.
- provide the services that you have requested.
- inform you of our news and events.
- keep a record of your relationship with us.
- manage our employees and volunteers.
Sensitive Personal Information
Data Protection Law recognises that some categories of personal information are more sensitive, and this includes health information. If you contact us to request clinical services, this is likely to involve disclosure of sensitive data. We are committed to ensuring the safety of this data. Further details of our approach are set out in our Clinical Data Policy and also our general Data Protection Policy.
4. The legal basis for processing your information
Under GDPR, we have to identify the ‘lawful basis’ for using your personal information. This would be one or more of the following:
- you have provided consent e.g. to receive a newsletter or marketing material.
- it is necessary to enable us to provide you with the services you have requested.
- it is necessary for us to comply with a legal obligation e.g. where we are obliged to share information with regulatory bodies which govern our work and services.
- it is required for the purposes of a contract with you.
5. How long we keep your information
We keep your data for as long as it is necessary to provide the services that you have asked for, and to meet our legal obligations to HMRC and other accounting regulations.
Personal data will only be held for as long as is necessary. Regular destruction or archiving of data will be carried out in line with the Data Protection Principles.
- Supporters/Donors/Staff: contact details/subscription preferences will be updated on an ongoing basis as new information is received and there will be a regular review of supporter/donor records at least every 2 years.
- Beneficiaries: records will be kept for a minimum of 8 years after an individual’s last contact with the Trust, in line with the Private and Voluntary Health Care (England) Regulations 2001.
- Job applicants: information will be kept for up to 6 months after the application deadline, unless there is a clear business need to retain data for longer. In such cases, individuals will be notified that their application remains on file and will be able to ask for it to be deleted if so desired (in accordance with the ICO Employment Practices Code).
However, if before the dates specified above: (i) your personal information is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it, or (iii) you validly exercise your right of erasure, we will remove it from our records at the relevant time.
6.Keeping your information up-to-date
We endeavor to keep our records as up-to-date as possible. You can contact us at any time to update your name, address or contact preferences at:
The M.E. Trust, 12 William Street, Windsor, SL4 1BA
You can unsubscribe from email newsletters at any time by following the unsubscribe link at the bottom of the email.
7. Sharing your information
We will not pass your information to third parties unless either (i) you have given your consent for this to happen, or (ii) we are required by law to do so.
We do not rent or trade email lists with other organisations and businesses. We will never sell or share your personal information with organisations so that they can contact you for any marketing activities and we do not sell any information about your web browsing activity.
8. Keeping your information safe
We have implemented a range of measures to prevent personal data from being accidentally lost or used in an unauthorised way. We limit access to your personal data to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to our website. Once we have received your information, we will use strict procedures and security features in order to prevent unauthorised access.
9. Your rights
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that the M.E. Trust corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for the M.E. Trust to retain such data;
- The right to withdraw your consent to the processing at any time;
- The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, known as the right to data portability, (where applicable);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable);
- The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
10. Contact details
If you wish to exercise any of your rights with regard to your information, or make a complaint, you can do so by contacting the Charity Administrator at The M.E. Trust, 12 William Street, Windsor, SL4 1BA, [email protected], 02037780530.
You can also contact the Information Commissioners Office on 0303 123 1113, or via email https://ico.org.uk/global/contact-us/email/, or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
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