Neuro Hebrides Privacy Policy
Neuro Hebrides, Third Sector Hebrides, Francis Street, Stornoway, HS1 2HU.
07385596842
Neuro Hebrides takes personal privacy and GDPR regulations very seriously and abides by the GDPR regulations.
This Privacy Policy is for Staff, Volunteers and members of Neuro Hebrides.
Information we collect
Neuro Hebrides collects personal information to allow us to communicate with members, volunteers and staff.
Neuro Hebrides asks members to complete a membership form. The details we gather are to enable Neuro Hebrides to contact members to provide information and keep people up to date with news, activities and other information we need to communicate.
The membership form includes your name, address, phone number, email address and asks if you are happy for photos to be taken at activities and if you are happy for the photos to be used in publications, on the website and in social media.
The membership form may be in electronic form or a hard copy.
Electronic copies are saved on to a secure device.
Hard copies are stored in a locked cabinet, in a locked secure office.
Volunteers and Staff are required to have a PVG check. (see section below for PVG policy information).
Why we Need Your Information and How we Use It
Neuro Hebrides legal basis for collecting data are outlined below. Neuro Hebrides rely on gathering personal information to enable communication about our work, to recruit and manage volunteers, to recruit and manage staff, and to carry out Disclosure checks when necessary.
Neuro Hebrides will only contact individuals who request to receive information about Neuro Hebrides. We do not gather personal information from third parties.
By completing a membership form, you have provided your affirmative consent for Neuro Hebrides to contact you about the charity.
You may revoke your consent at any time, by emailing n.heb@outlook.com
Your email address will be used to send updates and communicate news from Neuro Hebrides. You can request to be removed from the mailing list at any time if you no longer want to receive correspondence.
Volunteer and staffs personal information will be collected to enable correspondence with Neuro Hebrides members and volunteers, to enable us to manage Neuro Hebrides activities and to provide information about our work.
PVG: Secure Handling, Use, Storage and Retention of Disclosure Information
For the purpose of this policy, PVG Scheme Records, PVG Scheme Record Updates, Standard and Enhanced disclosures will be referred to as Disclosure Records.
This policy is for Volunteer Scotland Disclosure Services enrolled organisations accessing Disclosure Records for the purpose of assessing individual’s suitability for paid and/or unpaid work, Including staff and volunteers of Neuro Hebrides.
In accordance with the Scottish Government Code of Practice, for registered persons and other recipients of disclosure information, will ensure the following practice.
Disclosure records will only be requested when necessary and relevant to a particular post and the information provided on a disclosure record will only be used for recruitment purposes.
Neuro Hebrides will ensure that an individual’s consent is given before seeking a disclosure record, and will seek their consent before using disclosure information for any purpose other than recruitment. Furthermore, Neuro Hebrides will ensure that all sensitive personal information that is collated for the purposes of obtaining a record will be managed confidentially at all times by those involved in the Disclosure process.
Disclosure information will only be shared with those authorised to see it in the course of their duties.
Disclosure information will be stored in a locked non-portable container, and we will not retain such information for longer than it is relevant to our needs. Only those authorised to see this information in the course of their duties will have access to this container. Disclosure information will be destroyed by shredding. No image or photocopy of the disclosure information may be retained. Recipients of disclosure information may, however, keep a record of the following:
· Date of issue of disclosure record
· Name of subject
· Disclosure type
· Position for which the disclosure was requested
· Unique reference number of disclosure
· Recruitment decision taken
Neuro Hebrides will ensure that all staff and Volunteers with access to disclosure information are aware of this policy and have received relevant training and support. Neuro Hebrides undertakes to make a copy of this policy available to any applicant for a post with Neuro Hebrides that requires a Disclosure.
Information Sharing and Disclosure
Information about Neuro Hebrides members is important to the charity.
We share personal information for very limited reasons and in limited circumstances, as follows:
-To carry out a PVG check with Disclosure Scotland.
-Compliance with laws: We may collect, use, retain, and share your information if we have good belief that it is reasonably necessary to: (a) respond to legal process or to government requests; (b) enforce agreements, terms and policies; (c) prevent, investigate, and address fraud and other illegal activity, security, or technical issues; or (d) protect the rights, property, and safety of members, or others.
Data Retention
We retain your personal information only for as long as necessary to provide you with information as described in our Privacy Policy. However, we may also be required to retain this information to comply with my legal and regulatory obligations, to resolve disputes, and to enforce my agreements. We generally keep your data for the following time period: 4 years.
Your Rights
You have a number of rights in relation to your personal information. While some of these rights apply generally, certain rights apply only in certain limited cases. We describe these rights below:
Access. You may have the right to access and receive a copy of the personal information we hold about you by contacting me using the contact information below.
Change, restrict, delete. You may also have rights to change, restrict my use of, or delete your personal information. Absent exceptional circumstances (like where we are required to store data for legal reasons) we will generally delete your personal information upon request.
Object. You can object to (i) our processing of some of your information based on my legitimate interests and (ii) receiving marketing messages from us after providing your express consent to receive them. In such cases, we will delete your personal information unless we have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.
How to Contact Neuro Hebrides
For purposes of data protection law, We, Neuro Hebrides, are the data controller of your personal information. If you have any questions or concerns, you may contact us at n.heb@outlook.com