How we use your personal information
This privacy notice tells you what to expect when Octavia Foundation processes personal information. It applies to information about volunteers, donors, and other service users.
Why do we collect and store personal information?
Octavia Foundation needs to collect, process and store personal information about you in order to operate as a registered charity to provide voluntary services for the benefit of the public.
Information we may hold about you and how we use it
The information we hold on our records concerns our relationship with you. For example:
- We may hold names and dates of birth, photographic ID and information about you.
- We hold contact details for you so we can communicate with you by your preferred means and keep you informed about services we offer which may be useful to you.
- We record information about your needs (for example if you have a carer or social worker to ensure that we take account of any support needs in our dealings with you, and to improve our communications with you.
- We may hold information about you if you are engaged with our additional guidance and support services. For example, in connection with access to training and employment we may hold information about your job history and skills and experience.
- We may record your telephone calls to our switchboard for training and monitoring purposes. Any call recordings will be held in accordance with our corporate retention policy before being erased.
- We may capture your image on our CCTV systems if you visit a property, office or community facility which is covered by this facility. Any CCTV recordings will be held in accordance with our corporate retention policy before being erased.
- We record the findings of surveys and other research to help us improve our service to you. The information you provide will be anonymous unless you agree that we can use your details.
This list is not exhaustive, as we hold records of most contacts we have with you, or about you, and we process this information so we can deliver our voluntary services. Generally, the information we hold will have been provided by you (on application or enquiry forms or when we communicate with you), but we may also hold information provided by third parties where this is relevant to you e.g. from social workers and health professionals (such as doctors and occupational therapists).
We will only ask for personal information that is appropriate to enable us to deliver our services.
How we manage your personal information
We process your personal information in accordance with the principles of the Data Protection Act 1998.
We will treat your personal information fairly and lawfully and we will ensure that information is:
• processed for limited purposes;
• kept up to date, accurate, relevant and not excessive;
• not kept longer than is necessary;
• kept secure.
Access to personal information is restricted to authorised individuals on a strictly 'need to know' basis.
We are committed to keeping your personal details up to date, and we encourage you to inform us about any changes needed to ensure your details are accurate.
To help us to ensure confidentiality of your personal information we may ask you security questions to confirm your identity when you contact us. We will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so.
We will only hold your records during the period of our relationship with you and for a set period afterwards to allow us to meet our legal obligations.
Sharing your personal information
Normally, only Octavia staff will be able to see and process your personal information. However, there may be times when we will share relevant information with third parties for the purposes outlined in section two, or where we are legally required to do so. When sharing personal information, we will comply with all aspects of the Data Protection Act. Sensitive information about health, sexual life, race, religion and criminal activity for example is subject to particularly stringent security and confidentiality measures.
Where necessary or required, we may share information as follows:
- With members of the Octavia Group.
- With third party service providers, in connection with services performed on our behalf. Our relationships with such providers are governed by our contracts with them which include strict data sharing and confidentiality protocols.
- With other charities, trusts and housing associations in connection with associated enquiries.
- With community partners in connection with the delivery of co-ordinated local services.
- With local authorities and government departments, as necessary for administering justice, or for exercising statutory, governmental, or other public functions.
- With police and other relevant authorities (e.g. Probation Service, Department of Work & Pensions, HM Revenues & Customs) in relation to the prevention or detection of crime and fraud; the apprehension or prosecution of offenders and the assessment or collection of tax or duty.
- With other statutory organisations, e.g. social services and health authorities, as necessary for exercising statutory functions.
- With our regulator, the Charity Commission, to comply with our regulatory obligations.
This list is not exhaustive as there are other circumstances where we may also be required to share information, for example:
- To meet our legal obligations
- In connection with legal proceedings (or where we are instructed to do so by Court order)
- To protect the vital interests of an individual (in a life or death situation)
Access to personal information
Under the Data Protection Act, you have a right to ask us what personal information we hold about you, and to request a copy of your information. This is known as a ‘subject access request’ (SAR). SARs need to be made in writing (we have a subject access form you can use for this purpose), and we ask that your written request is accompanied by proof of your identify. We also charge a £10 processing fee, which can be paid by cheque or postal order payable to ‘Octavia Foundation’. We then have 40 calendar days within which to provide you with the information you’ve asked for (although we will try to provide this to you as promptly as possible).
Following your SAR, we will provide you with a copy of the information we hold that relates to you. This will not include information that relates to a third party without their consent.
If you need us to correct any mistakes contained in the information we hold about you, you can let us know by contacting customer services at firstname.lastname@example.org
Changes to this privacy notice
We keep our privacy notice under regular review and will place any updates on our website; you will be notified of any major changes to this policy.
For further information on how to request your personal information and how and why we process your information, you can contact us using the details below:
Secretariat Department, Octavia Foundation, Emily House, 202 – 208 Kensal Road, London W10 5BN
020 8354 5500 / email@example.com
The Information Commissioner (ICO) is also a source of further information about your data protection rights. The ICO is an independent official body, and one of their primary functions is to administer the provisions of the Data Protection Act 1998.
Information Commissioner's Office, Wycliffe House, Water Lane , Wilmslow, Cheshire, SK9 5AF
0303 123 1113 / http://www.ico.org.uk/
When we provide services, we want to make them easy, useful and reliable.
Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.
These pieces of information are used to improve services for you through, for example:
- enabling a service to recognise your device so you do not have to give the same information several times during one task recognising that you may already have given a username and password so you do not need to do it for every web page requested
- measuring how many people are using services, so they can be made easier to use and there's enough capacity to ensure they are fast
- analysing anonymised data to help us understand how people interact with Octavia Foundation digital services so we can make them better
If you would like to learn how to remove cookies set on your device, click here
How to control and delete cookies
However, if you wish to restrict or block the cookies which are set by our websites, or indeed any other website, you can do this through your browser settings. The ‘Help’ function within your browser should tell you how.
Alternatively, you may wish to visit this website which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies.
Please be aware that restricting cookies may impact on the functionality of our website.
If you wish to view your cookie code, just click on a cookie to open it. You’ll see a short string of text and numbers. The numbers are your identification card, which can only be seen by the server that gave you the cookie.
For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.
To opt-out of third-parties collecting any data regarding your interaction on our website, please refer to their websites for further information.
As part of Google Analytics we have enabled Demographics and Interest Reporting which collects data about our traffic via Google advertising cookies and identifiers, in addition to data collected through a standard Google Analytics implementation.
We will not facilitate the merging of personally-identifiable information with non-personally identifiable information collected through any Google advertising product or feature unless we have robust notice of, and the user's prior affirmative (i.e., opt-in) consent to, that merger.