Privacy Notice
This Privacy Notice governs the collection and use of personal information by ASC. This Privacy Notice explains the types of personal information we collect; how we use that information; who we share it with; how we protect that information; and your legal rights.
Contents
Privacy Notice
Access Your Right To Care ("ASC", "we", "our" or "us") is committed to protecting your privacy and ensuring the highest level of security for your personal information.
This Privacy Notice governs the collection and use of personal information by ASC. For more information about us, please see: www.accesscharity.org.uk
This Privacy Notice explains the types of personal information we collect; how we use that information; who we share it with; how we protect that information; and your legal rights. We are committed to abiding by this Privacy Notice, as well as the requirements of applicable laws, in the operation of our business.
Please read the following carefully as it explains our views and practices regarding your personal information, and how it is handled.
Who are we?
For the purposes of applicable data protection laws, the data controller is Access Your Right To Care, a charitable company registered under the Charities Act 2011 (registration number 1186714) whose registered office is located at 86-90 Paul Street, London, EC2A 4NE.
What information is covered by this Privacy Notice?
This Privacy Notice covers all personal information collected and used by us in the context of the following categories of individuals:
ASC staff members (including volunteers, trustees);
ASC donors/supporters/newsletter recipients;
Staff members of subscriber organisations;
Casework clients (i.e., individuals with social care needs);
Representatives and relatives of individuals with social care needs; and
Individual solicitors/barristers on the panel of firms/chambers, as well as staff at third party suppliers.
Job applicants and volunteer role applicants
Chatbot users
Other stakeholders
In this Privacy Notice, "personal data" or "personal information" means information that (either in isolation or in combination with other information held by us) enables you to be identified as an individual or recognised directly or indirectly. See more detail below on the personal data we process (i.e., collect, store, access, etc.) about you.
What information do we collect about you?
A. ASC staff members (including volunteers, trustees)
We collect the following information from you when you become a member of staff, trustee or non-clinic volunteer:
Forename, surname, postal address, email address, telephone number
ID numbers (e.g., national insurance number, bank account details)
Emergency contact details
Any other personal information that you provide us in relation to your circumstance
B. ASC donors/supporters/newsletter recipients
We collect the following information from you when you make a donation to us via our website:
Forename, surname, postal address, email address,
Payment card details (including card number, name on card, card expiry
date)
Whether you are a UK taxpayer
We collect the following information from you when we believe you have an interest in our work:
Forename, surname, postal address, email address
Any other personal information that you provide us in relation to your circumstance
We collect the following information from you when you subscribe to our newsletter
Forename, surname, email address, user type
You can unsubscribe from Access Social Care email newsletters at any time by clicking the link in the footer or replying directly to the email.
C. Staff members of subscriber organisations
We collect the following information from you or your employer when you participate in our training programmes or interact with us using our webform, helpline, or other means of communication:
Forename, surname, employing subscriber organisation, work email address, work telephone number
Any other personal information that you provide us in relation to your circumstance
D. Casework clients (i.e., individuals with social care needs)
We collect the following information from you (or from your authorised representative e.g., a carer) when we provide advice to you in relation to your social care needs:
Forename, surname, postal address, email address, telephone number
ID numbers (e.g., national insurance number, care plan reference number, case reference number)
Special categories of personal data relating to your social care needs (e.g., disability status, religion, ethnicity and health data)
If relevant, details of the local authority or other public body who funds your care and support
Any other personal information that you provide us in relation to your circumstances, including personal information set out in supporting documentation (e.g., DWP forms)
E. Representatives and relatives of individuals with social care needs
We collect the following information from you when we provide advice to you (or the relevant individual) in relation to the relevant individual's social care needs:
Forename, surname, postal address, email address, telephone number
Any other personal information that you provide us in relation to your circumstance
F. Individual solicitors/barristers on the panel of firms/chambers, as well as staff at third party suppliers
We collect the following information from you or your employer when you we deal with your organisation in person or via telephone, online or other means of communication:
Forename, surname, employing subscriber organisation, work email address, work telephone number
Any other personal information that you provide us in relation to your circumstance
G. Job applicants and volunteer role applicants
We collect the following information from you when you apply for a job or for a volunteer role:
Forename, surname, email address, telephone number, postal address
Any other personal information that you provide us in relation to your circumstance
H. Chatbot users
We collect the following information from you when you use our chatbot:
Forename, email address
Local authority area
Special categories of personal data (e.g. disability status, ethnicity)
Any other personal information that you provide us in relation to your circumstance
I. Other stakeholders
We collect the following information from you or your employer when you participate in our events, respond to our campaigns, participate in our research, or interact with us using our social media, enquiries or events emails, or other means of communication:
Forename, surname, employer, work email address, work telephone number, X handles, job title, primary and secondary contacts e.g., administrators, and postal address where appropriate
Any other personal information that you provide us in relation to your circumstance
Information we receive about you from third parties
We provide advice and training to third party organisations in the care sector who sign up to receive our services.
Our casework clients are referred to us by those third party organisations and so the relevant third party organisation will need to share personal data with us relating to the relevant casework client in order for us to provide our advice.
For casework clients, the identity of the third party organisation who shares your data with us will depend upon which third party organisation has a direct relationship with you, including (as appropriate): Achieve Together, Age UK Gloucestershire, Allsorts, Avenues, Camphill Village Trust, Choice Support, Croydon Mencap, Croydon Social Prescribing, Dimensions, Discovery, Ealing Advice Service Consortium, Father Hudson’s, HFT, Inclusion Gloucestershire, Macintyre, Norwood, Royal Mencap Society, Sense, United Response, Wirral Mencap.
A. Case work clients (i.e., individuals with social care needs)
We receive the following information from the referring organisation when we provide advice to you (or your relative) in relation to you (or your relative's) social care needs:
Forename, surname, postal address, email address, telephone number
ID numbers (e.g., national insurance number, care plan reference
number, case reference number)
Special categories of personal data relating to your social care needs (e.g., disability status, religion, ethnicity and health data)
Any other personal information that you provide us in relation to your circumstances, including personal information set out in supporting documentation (e.g., DWP forms)
B. Representatives and relatives of individuals with social care needs
We receive the following information from the referring organisation when we provide advice to you (or the relevant individual) in relation to the relevant individual's social care needs:
• Forename, surname, postal address, email address, telephone number
How we use personal information
We use the personal information we collect from and about you for a variety of purposes and based on one or more legal justifications, as set out below:
With whom do we share personal information
We may share your personal information with the following third party organisations:
Mencap. For casework clients referred to us by Mencap, we share personal data relating to your case with Mencap so that they can understand your needs when providing support to you. We won't share your personal data in this way unless you have provided your consent.
Public bodies. For casework clients, we share your personal data with public bodies (including local authorities, the Department for Work and Pensions, Integrated Care Systems, Transforming Care Boards, NHS England) where necessary in connection with the provision of casework advice to you (e.g., when liaising with these public bodies on your behalf).
Legal advisors. For casework clients, we share your personal information with legal advisors in the following ways:
Pro bono clinic firms. These are legal advisors who assist us in providing our casework advice. We provide your personal information to them so that they can help us manage our caseload.
External referrals. These are solicitors and barristers who we may refer your case to if appropriate (for example, when your case is eligible for legal aid we may refer your case to a firm with a legal aid contract). We won't share your personal data in this way unless you have provided your consent.
Barristers’ panel and specialist consultants. These are barristers or other experts who will review your case and provide advice in the course of the casework we do for you.
Our service providers. We use other companies or contractors ("Service Providers") to perform services on our behalf or to assist us with the provision of the ASC services and products to you. We may share personal information with the following categories of Service Provider:
Infrastructure and IT service providers (including for secure file storage and destruction services, cloud storage services); and
Auditors (including for quality and compliance audits).
In the course of providing such services, these Service Providers may have access to your personal information. However, we will only provide our Service Providers with the information that is necessary for them to perform the services, and we ask them not to use your information for any other purpose. We will always use our best efforts to ensure that all the Service Providers we work with will keep your personal information secure.
For employees, volunteers and trustees, these Service Providers will include providers of employment law advice and systems, pension, payroll and banking services, and the providers of Disclosure & Barring Service checks.
Third parties permitted by law. In certain circumstances, we may be required to disclose or share your personal information in order to comply with a legal or regulatory obligation (for example, we may be required to disclose personal information to the police, regulators, government agencies or to judicial or administrative authorities). We may also disclose your personal information to third parties where disclosure is both legally permissible and necessary to protect or defend our rights, matters of national security, law enforcement, to enforce our Terms and Conditions or protect your rights or those of the public.
Where we store your personal information
Your data is stored and processed within the UK,the EEA and the USA.
In the event that your personal data is transferred to, and stored at, a destination outside the European Economic Area ("EEA") (including transfers to the USA), we will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this Privacy Notice and applicable data protection laws, including, where relevant, entering into EU standard contractual clauses (or equivalent measures) with the party outside the EEA receiving the personal information.
Your choices/your privacy rights
You have various rights in connection with our processing of your personal information, each of which is explained below.
Access. You have the right to request a copy of the personal information we are processing about you, which we will provide back to you in electronic form. For your own privacy and security, in our discretion we may require you to prove your identity before providing the requested information.
Rectification. You have the right to have incomplete or inaccurate personal information that we process about you rectified.
Deletion. You have the right to request that we delete personal information that we process about you, except we are not obligated to do so if we need to retain such data in order to comply with a legal obligation or to establish, exercise or defend legal claims.
Restriction. You have the right to restrict our processing of your personal information where you believe such data to be inaccurate, our processing is unlawful or that we no longer need to process such data for a particular purpose, but where we are not able to delete the data due to a legal or other obligation or because you do not wish for us to delete it. In such case, we would mark stored personal information with the aim of limiting particular processing for particular purposes in accordance with your request, or otherwise restrict its processing.
Portability. You have the right to obtain personal information we hold about you, in a structured, electronic format, and to transmit such data to another data controller, where this is (a) personal information which you have provided to us, and (b) if we are processing that data on the basis of your consent (such as for direct marketing communications) or to perform a contract with you (such as to manage your online account).
Objection. Where the legal justification for our processing of your personal information is our legitimate interest, you have the right to object to such processing on grounds relating to your particular situation. We will abide by your request unless we have compelling legitimate grounds for the processing which override your interests and rights, or if we need to continue to process the data for the establishment, exercise or defence of a legal claim.
Withdrawing Consent. If you have consented to our processing of your personal information, you have the right to withdraw your consent at any time, free of charge. If you would like to withdraw consent, including if you would like to opt out of receiving marketing correspondence from us, please contact us at enquiries@accesscharity.org.uk or for marketing follow the unsubscribe instructions located in the email (as relevant). Please understand that if you opt out of receiving promotional correspondence from us, we may still contact you in connection with your online account, relationship, activities, transactions and communications with us. Additionally, if you do request that we stop sharing your personal information with third parties for their direct marketing purposes, it is also prudent you opt out from or contact that third party directly.
Make a Complaint. You have the right to lodge a complaint with the local data protection authority if you believe that we have not complied with applicable data protection laws.
If you wish to exercise one or more of the above rights, please contact us with your request at enquiries@accesscharity.org.uk, and include your name, email and postal address, as well as your specific request and any other information we may need in order to provide or otherwise process your request.
If you are based in, or the issue relates to, the UK, the Information Commissioner’s Office can be contacted as follows:
Telephone: +44 0303 123 1113
Email: casework@ico.org.uk
Website: www.ico.org.uk
Web-form: www.ico.org.uk/concerns/
Address: Water Lane, Wycliffe House, Wilmslow, Cheshire, SK9 5AFIf you are based or the issue you would like to complain about took place elsewhere in the European Economic Area (EEA), please click here for a list of local data protection authorities in the countries within the EEA in which we operate.
Note that the rights outlined above only extend to personal information.
For how long do we keep your personal information
We will only retain your personal data for as long as it is necessary for the purpose for which that data was collected and to the extent permitted by applicable laws. For casework this is normally for 6 years after your case or matter ends.
When we no longer need to use your information, we will remove it from our systems and records and / or take steps to promptly anonymise it so that you can no longer be identified from it (unless we need to keep your information to comply with legal or regulatory obligations to which we are subject).
Security
We have implemented technical and organisational security measures in an effort to safeguard personal information in our custody and control. Such measures we have implemented include, limiting access to personal information only to employees and authorised Service Providers who need to know such information for the purposes described in this Privacy Notice, as well as other technical, administrative and physical safeguards.
While we endeavour to always protect our systems, sites, operations and information against unauthorised access, use, modification and disclosure, due to the inherent nature of the Internet as an open global communications vehicle and other risk factors, we cannot guarantee that any information, during transmission or while stored on our systems, will be absolutely safe from intrusion by others, such as hackers.
To provide you with increased security, certain personal information stored in your online account is only accessible via your username and password. You are responsible for maintaining the confidentiality of your online account credentials, and we strongly recommend that you do not disclose your online account username or password to anyone. We will never ask you for your password in any unsolicited communication. Please notify us immediately (see Contact Us section below) of any unauthorised use of your online account credentials or any other suspected breach of security.
Cookies
We use cookies to collect information about your use of our website. A cookie is a small file that is stored on your hard drive. When you use a website, the browser checks for any cookies to decide how best to display the website to you. You have the option of declining to allow the use of cookies when you first visit our website. You can read about the cookies that we use on our website here.
We use Google Analytics to understand who is visiting our site, what assets they are interested in, and to identify problems with our website.
External links
Links on our website may lead to partner services. Please review their privacy information to see how they process your data.
Changes to this Privacy Notice
This Privacy Notice is written in English and may be translated into other languages. In the event of any inconsistency between the English version and the translated version of this notice, the English version shall prevail.
We reserve the right to change our Privacy Notice from time to time. If we decide to change our Privacy Notice we will notify you of these changes via email and post an alert on the home page of our global website.
Contact us
If you have any questions about this Privacy Notice and/or about the privacy policies and practices of our service providers, please contact us at enquiries@accesscharity.org.uk, or at: 86-90 Paul Street, London, EC2A 4NE.