The Offload Project CIC customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
· Contact details
· What information we collect, use, and why
· Lawful bases and data protection rights
· Where we get personal information from
· How long we keep information
· Who we share information with
· How to complain
Contact details
Email
admin@theoffloadproject.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery and third party referrals:
· Names and contact details
· Gender
· Pronoun preferences
· Addresses
· Date of birth
· Emergency contact details
· Service use history
· Health information (including medical conditions, test results, allergies, medical requirements and medical history)
· Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
· Information about work, home and living conditions
· Information about support requirements
· Information about lifestyle, interests or personal history
We also collect or use the following information to provide services and goods, including delivery and third party referrals:
· Racial or ethnic origin
· Sexual orientation information
We collect or use the following information to receive donations or funding and organise fundraising activities:
· Names and contact details
We collect or use the following personal information for service updates or marketing purposes:
· Names and contact details
· Marketing preferences
· Records of consent, where appropriate
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Account information
· Customer or client accounts and records
We also collect or use the following information for dealing with queries, complaints or claims:
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Where we get personal information from
· Directly from you
· Other health and care providers
· Charities or voluntary sector organisations
· In the case of professional referrals, information may be provided from other health and social care professionals such as GP's or social workers, or other voluntary or third sector organisations.
How long we keep information
Client Records Retention Policy
The Offload Project CIC maintains client records in accordance with data protection regulations and best practices for charitable organizations.
Retention Period
· Client records are retained for 7 years from the date of last service provision
· This includes all documentation related to:
o Personal information
o Service delivery records
o Communication records
o Assessment documents
o Support plans
Secure Disposal
After the 7-year retention period expires, records will be securely disposed of through:
· Secure shredding of physical documents
· Permanent deletion of electronic records
· Removal from all backup systems
Data Protection
During the retention period, all records are:
· Stored securely with restricted access
· Protected by appropriate technical measures
· Accessible only to authorized personnel
· Regularly reviewed for compliance
Legal Basis
This retention schedule complies with:
· UK GDPR requirements
· Data Protection Act 2018
· Charity Commission guidelines
Who we share information with
Data processors
www.cliniko.com
This data processor does the following activities for us: They provide a client database so that we can contact clients regarding appointments, store clinical notes and log safeguarding concerns.
Others we share personal information with
· Organisations we need to share information with for safeguarding reasons
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
26 November 2024
