The Well is committed to respecting your privacy and to complying with data protection and privacy laws.
In the course of our work, we may collect and process personal data about many different people (data subjects). Personal data relates to a living individual who can be identified from that data and is governed by the Genera Data Protection Regulations (GDPR). This includes data we receive straight from the person it is about, for example, where they complete forms or contact us. We may also receive information about data subjects from other sources including, for example, previous employers and personal referees.
The Well is the data controller (see contact details below). This means that it decides how your personal data is processed and for what purposes.
The reasons The Well holds and processes personal data are to:
- Maintain our list of clients, volunteers, employees, supporters and trustees
- Provide services to the community, for example, counselling and listening services
- Safeguard children, young people and adults at risk
- Recruit supporting and managing staff and volunteers
- Undertake research e.g. equal opportunity monitoring
- Maintain our accounts and records
- Promote our activities and services
- Respond effectively to enquiries and handling any complaints
The Well holds personal data in the following ways
- Email storage devices
- Paper copies
- Website: third party hosting application
Like most websites, our website uses ‘cookies’, small packets of data that are stored in your web browser. Cookies help us to identify information such as how many people are using our site and what devices they’re using. This allows us to tailor our service to best meet the needs of the people using it.
You can manage how your browser handles cookies, or refuse them altogether, by changing your settings. www.aboutcookies.org has useful information on how to manage cookies in your browser.
The Well will only share personal data with other organisations or people when we have a legal basis to do so and if we have informed the data subject about the possibility of the data being shared, unless legal exemptions apply to informing data subjects about the sharing. Only authorised and properly instructed staff are allowed to share personal data.
The Well will keep records of information shared with a third party, which will include recording any exemptions which have been applied, and why they were applied. We will follow the ICO’s statutory Data Sharing Code of Practice (or any replacement code of practice) when sharing personal data with other data controllers. Legal advice will be sought as required.
The Well will not hold information relating to criminal proceedings or offences or allegations of offences unless there is an overarching safeguarding requirement to process this data for the protection of children and adults who may be put at risk.
Data subjects (you) have rights and we will process personal data in line with these rights. Data subjects have the right to:
- request access to any of their personal data held by us (known as a Subject Access Request);
- ask to have inaccurate personal data changed;
- restrict processing, in certain circumstances;
- object to processing, in certain circumstances, including preventing the use of their data for direct marketing;
- data portability, which means to receive their data, or some of their data, in a format that can be easily used by another person (including the data subject themselves) or organisation;
- not be subject to automated decisions, in certain circumstances; and
- withdraw consent when we are relying on consent to process their data.
For information on how we store, protect and retain data please see our data protection policy and procedure.
If a colleague receives any request from a data subject that relates or could relate to their data protection rights, this will be forwarded to our Data Protection Lead immediately. Our Data Protection Lead is the Coordinator, please see contact details below.
We will act on all valid requests as soon as possible and at the latest within one calendar month, unless we have reason to, and can lawfully extend the timescale. This can be extended by up to two months in some circumstances.
All data subjects’ rights are provided free of charge.
Any information provided to data subjects will be concise and transparent, using clear and plain language.
If you have any queries about The Well’s data protection policy and procedures please contact the Data Protection Lead for The Well on email@example.com or write to: Data Protection Lead The Well c/o Park Road Baptist Church, Park Road, Peterborough, PE1 2TF