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Privacy policy

SUMMARY STATEMENT

This privacy policy tells you what data we collect about you and how we use that to deliver our services.

When do we collect data? 

We may collect and store personal data when you interact with us. Examples of when we might do this include when you:-

  • Contact us by email, phone, website or other method of communication.
  • Submit an enquiry.
  • Register to access our services.
  • Support us through a donation or grant.
  • Fundraise on our behalf.
  • Share your story with us.
  • Provide feedback.
  • Make a complaint.
  • Apply for a vacancy- volunteer or paid.
  • Register for a Counselling Placement.
  • Enter into a contract with us.

All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the Data Protection Act 2018  (amended 2021) and UK GDPR (UK General Data Protection Regulations).

What data do we collect?

We may collect and store personal data when you interact with us. This can include your:-

  • Name
  • Address
  • Email address
  • Phone number
  • Date of birth
  • Payment or bank details (in case of donors).
  • Job title and details of your education and career
  • Other information relating to you personally which you may choose to provide to us.
  • In the case of clients health information.

This is not an exhaustive list and any personal information we collect will be processed in accordance with our Privacy Policy.

What will we use it for?

Our use of your personal data will always have a lawful basis, either because you have consented to Our use of your personal data, because it is in Our legitimate interests or in the case of employees because we have a contract. Specifically, We may use your data for the following purposes:

  • Providing our service to you.
  • Responding to a request from you.
  • Processing any donations you make to us including the claiming of Gift Aid.
  • Fundraising or direct marketing.
  • Monitoring and Evaluation to improve our service.
  • Processing an application to work or take up a voluntary position with us.
  • Using our website
  • Managing complaints, recording a request from you not to receive marketing information or other administrative tasks such as internal record keeping.
  • Protecting your vital interests if we reasonably believe there is a risk of serious harm or abuse to you or someone else.
  • Voluntary participation in market research and surveys.
  • Where we are subject to a legal or tax obligation.
  • Conduct profiling and analysis to help us target communications.

Marketing permissions

If you’ve signed up to receive news and updates from Platform for Life, you can unsubscribe at any time by clicking the link in the footer of our emails.

We use Mailchimp as our marketing platform to manage signups and by subscribing to this you acknowledge that your information will be transferred to Mailchimp for processing.

Individual Rights

As a data subject, you have the following rights under the Data Protection Act 2018: (amended 2021) and UK GDPR (UK General Data Protection Regulations).

  • The right to be informed about Our collection and use of personal data;
  • The right of access to the personal data We hold about you;
  • The right to rectification if any personal data We hold about you is inaccurate or incomplete
  • The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you
  • The right to restrict (i.e. prevent) the processing of your personal data;
  • Rights with respect to automated decision making and profiling.

Contacting us

You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the Data Protection Act 2018, (amended 2021) and UK GDPR (UK General Data Protection Regulations), no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Lisa Bellis for more details at [email protected]

Use of Cookies

Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our products AND services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

  • All Cookies used by and on Our Site are used in accordance with current Cookie Law.
  • Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling Us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended.

FULL PRIVACY STATEMENT

BACKGROUND:

Platform for Life understands that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone who interacts with our charity and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of Our Privacy Policy is deemed to occur upon your first use of Our Site. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.

  1. Definitions and Interpretation
  2. Information About Us
  3. What Does This Policy Cover?
  4. Your Rights
  5. What Data Do We Collect?
  6. How Do We Use Your Data?
  7. How and Where Do We Store Your Data?
  8. Do We Share Your Data?
  9. How Can You Control Your Data?
  10. Your Right to Withhold Information
  11. How Can You Access Your Data?
  12. Our Use of Cookies
  13. Contacting Us
  14. Changes to Our Privacy Policy
  1. Definitions and Interpretation 

In this Policy the following terms shall have the following meanings:

“Account” means an account required to access and/or use certain areas and features of Our Site;

“Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 13, below;

“Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;

“personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”); and

“We/Us/Our” means Platform for Life, a registered charity in England under charity number 1176429.

  1. Information About Us​

2.1 Our Site is owned and operated by Platform for Life, a limited company registered in England under company number 10729008, whose registered address is Unit 8, Parade Enterprise Centre, Blacon, Chester CH1 5NH.

2.2 We are registered charity with the Charities Commission, registration number 1176429.

  1. What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.

  1. Your Rights

4.1 As a data subject, you have the following rights under the Data Protection Act 2018, (amended 2021) and UK GDPR (UK General Data Protection Regulations ), which this Policy and Our use of personal data have been designed to uphold:

4.1.1 The right to be informed about Our collection and use of personal data;

4.1.2 The right of access to the personal data We hold about you (see section 12);

4.1.3 The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 14);

4.1.4 The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 14);

4.1.5 The right to restrict (i.e. prevent) the processing of your personal data;

4.1.8 Rights with respect to automated decision making and profiling.

4.2 If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 14 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

4.3 For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.

  1. What Data Do We Collect?

Depending upon your use of Our Site, We may collect some or all of the following personal data (please also see section 13 on Our use of Cookies and similar technologies):

  • Name
  • Address
  • Email address
  • Phone number
  • Date of birth
  • Payment or bank details (in case of donors and employees/contract staff).
  • Job title and details of your education and career (in case of employees or contract staff)
  • Other information relating to you personally which you may choose to provide to us
  1. How Do We Use Your Data?

6.1 All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the Data Protection Act 2018 (amended 2021) and UK GDPR (UK General Data Protection Regulations) at all times. For more details on security see section 7, below.

6.2 Our use of your personal data will always have a lawful basis, either because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. Specifically, We may use your data for the following purposes:

  • Responding to a request from you for example if you contact us with a query.
  • Processing any donations you make to us including the claiming of Gift Aid.
  • Fundraising or direct marketing which we will only do if you have given us specific consent. You can withdraw your consent for this at any time.
  • Monitoring and Evaluation to improve our service. If we collect any diversity information this will be anonymised in any reporting.
  • Processing an application to work or take up a voluntary position with us.
  • To help provide you with access to our website and personalise your experience.
  • Managing complaints, recording a request from you not to receive marketing information or other administrative tasks such as internal record keeping.
  • Protecting your vital interests if we reasonably believe there is a risk of serious harm or abuse to you or someone else.
  • Voluntary participation in market research and surveys.
  • Where we are subject to a legal or tax obligation we may process your personal information to fulfil that obligation.
  • Conduct profiling and analysis to help us target communications. You can unsubscribe to the use of your personal information for profiling at any time by contacting us.

6.3 With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email with information and news on our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under The Data Protection Act 2018 (amended 2021) and UK GDPR (UK General Data Protection Regulations and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

6.4 You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it.

6.5 We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):

6.5.1 In respect of financial transactions for as long as the law requires us to for tax or accounting purposes (which may be up to seven years after a particular transaction).

6.5.2 If you are accessing our counselling services, information will be kept for no longer than necessary for the purpose it was collected. Because many clients may take a break or decide to seek further counselling with us in the future, we will not destroy records at the end of the counselling relationship unless this has been specifically agreed with the client. As a guideline we will retain records until the client’s 25th birthday or 26th if young person was 17 at conclusion of treatment, or 8 years after death if the child dies.  Adult counselling records are retained for 7 years.

6.5.3 When applying for vacancies at Platform for Life, all information collected on unsuccessful applicants will be permanently deleted after 6 months from the date of application.

6.5.5 Employees data will be held for up to 6 years from the end of their employment or longer if we believe in good faith that the law or relevant regulators require us to preserve this data.

6.5.6 In the case of other personal information, we will retain this for no longer than necessary for the purpose it was collected for, reflecting guidance provided by the Information Commissioner’s Office.

  1. How and Where Do We Store Your Data?

7.1 We only keep your personal data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have your permission to keep it.

7.2 We may sometimes decide to use a supplier of services outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein) meaning that your personal information is transferred, processed and stored outside the EEA. You are deemed to accept and agree to this by using Our Site and submitting information to Us. If We do store data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the Data Protection Act 2018, (amended 2021) and UK GDPR (UK General Data Protection Regulations).

7.3 Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.

7.3.1 We use technical and corporate organisational safeguards to ensure that your personal information is secure. Information is stored on an online Lamplight data management system which is password protected and uses 2 factor authentication for access. We limit access to individuals’ information on Lamplight to those who are working with them or have management oversight and take appropriate measures to ensure that our people are aware that such information is only used in accordance with this Privacy Notice.

7.3.2 We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and counsellors.

7.3.3 If you use your credit or debit card to donate to us, we pass your card details securely to our payment processing partners. We do this in accordance with industry standards and do not store the details on our website.

Please note that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks. If you suspect any misuse or loss of or unauthorised access to your personal information please let us know immediately.

  1. Who do We Share Your Data with?

8.1 We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.

8.2 We may need to share your personal data with Third party suppliers- data hosting providers or service providers who help us to deliver our services, projects, or fundraising activities and appeals. These suppliers will only act under our instruction and are subject to contractual obligations containing strict data protection clauses.

8.3 In certain circumstances, we may be legally required to share certain data held by Platform for Life, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal obligations, a court order, or a governmental authority. We may also share your information with the emergency services if we reasonably think there is a risk of serious harm or abuse to you or someone else.

8.4 When processing your payments to Platform for Life we will need to pass some of your personal information to any payment processors we use.

8.5 We may sometimes use third party data processors that are located outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland and Liechtenstein). Where We transfer any personal data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the Data Protection Act 2018 (amended 2021) and UK GDPR (UK General Data Protection Regulations).

  1. How Can You Control Your Data?

9.1 In addition to your rights under the Data Protection Act 2018 (amended 2021) and UK GDPR (UK General Data Protection Regulations) set out in section 4, when you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, we aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and at the point of providing your details and by managing your Account).

9.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

  1. Your Right to Withhold Information

10.1 You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.

10.2 You may restrict Our use of Cookies. For more information, see section 12.

  1. How Can You Access Your Data?

You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the Data Protection Act 2018, (amended 2021) and UK GDPR (UK General Data Protection Regulations) no fee is payable and We will provide any and all information in response to your request free of charge. Please contact us for more details at [email protected] or using the contact details below in section 13.

  1. Our Use of Cookies

12.1 Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our products AND services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

12.2 All Cookies used by and on Our Site are used in accordance with current Cookie Law.

12.3 Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling Us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended.

12.4 Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below in section 13.5. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below in section 13.6, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.

12.5 The following first party Cookies may be placed on your computer or device:

Purpose                                                                                              Strictly Necessary

Determining if you are logged in or not                                                Yes

Allowing you to add comments to our site                                           Yes

Anonymous visitor statistics                                                                 Yes

12.6 In addition to the controls that We provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third party Cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

12.7 You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

12.8 It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

  1. Contacting Us

If you have any questions about Our Site or this Privacy Policy, please contact Us by email at [email protected], by telephone on +44 (0) 1244 394535 or +44 (0)7552 219806, or by post at Unit 8, Parade Enterprise Centre, Blacon, Chester CH1 5NH. Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 12, above).

  1. Changes to our Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.

Last updated 18/01/2023