Deptford Methodist Mission Disabled People’s Contact (also known as ‘The DPC’ or ‘Deptford Mission’) is a charity which aims to reduce isolation in the elderly and disabled. We provide a Day Centre service, a social club for adults with learning disabilities, a volunteer and student work experience programme and we have a charity shop, ‘The Well’. Deptford Methodist Mission Disabled People’s Contact is a company limited by guarantee (No. 6450710) and is a registered charity (No. 1123390). Our contact details are 1 Creek Road, Deptford, SE8 3BT, PH: 020 8692 5599, email: email@example.com
Information collected about individuals is provided by individuals directly, or by those referring them such as their families, carers, or referral organisations.
The Deptford Methodist Mission Disabled People’s Contact collects personal information about:
· People who attend our Day Centre as service users
· People who volunteer with us
· Students who do their placement with us
· Job applicants and our current and former employees
· People who we contact for fundraising and awareness-raising purposes
We collect the following information about service users and volunteers:
Contact details. This includes items such as name, address, telephone number, email address. This processing is necessary for our legitimate interests in order to identify, support and manage the attendance of service users, volunteers and students associated with our charity. We may also use information about your geographical location (e.g. borough, ward) for the purposes of reporting to funders, but this will be anonymised. Contact detail information is retained for 6 years after you leave our service, in order to make it available for investigation if required.
Emergency contact details. Contact details of two emergency contacts such as next of kin, family, carers (or school tutor for students as appropriate) are collected. This is necessary for our legitimate interests in order to contact someone you know in the event of an emergency. These details are also used to communicate with them regarding your attendance at the centre, including making arrangements for outings, transport, events, and payments where required. This information is retained for 6 years after you leave our service, in order to make it available for investigation if required.
Identification required for DBS checks. We perform DBS checks on volunteers who volunteer at our service for vulnerable adults. This information, such as drivers licence, passport, birth certificate, utility bill is seen and then sent to Excel Passenger Services, an umbrella company, for processing DBS checks. We do not keep this identification information on file, and only retain the DBS check ID on file as evidence of us performing our checks.
Health conditions and medication. This processing is in the vital interests of the individual, as it enables us to provide suitable dietary adjustments (e.g. for diabetics), and to provide details to emergency services in the event of an emergency. This information is retained for 6 years after you leave our service, in order to make it available for investigation if required. You have the right to object to the collection of this information, although it may affect our ability to support your health needs during you time with us.
Photos. We use photos of individuals in our annual report, funding applications, progress reports to funders, promotional material, and on our website so that we can demonstrate the nature of our service. We also place photos on noticeboards on site to contribute to a friendly and welcoming atmosphere. Photos may be taken of you as you are in a group setting, however photos will not be used for the purposes stated above without gaining your consent first. You have the right to withdraw consent regarding our use of your photo, although we may not always be able to remove the photo from a publication if you change your mind after having given consent. Photos are retained for as long as the publication is retained, whilst photos on noticeboards at our premises are retained for no longer than 2 years and are then given to you or destroyed.
Ethnic origin. This processing is necessary in order to meet our legal obligation in accordance with the Equalities Act 2010 to monitor and demonstrate diversity in our service offering. You have the right to object to our collection of this information, and where this is the case we will delete it from our records. Ethnicity data is associated with your record for reporting purposes, which is retained for 6 years after you leave our service, in order to make it available for investigation if required.
Wellbeing statements. We issue surveys to service users and volunteers asking for feedback as to whether our service contributes positively to the wellbeing of individuals. During these surveys, we ask about things such as mood and whether the service helps reduce feelings of isolation. Participation in these surveys is optional. We use this information for our legitimate interests to demonstrate to funders and in our publications about the impact of our service. Any use of this information will be anonymised (provided without identifying you). This information is retained for 2 years and is then destroyed.
The information we collect about you is viewed by staff of the Deptford Methodist Mission Disabled People’s contact on a ‘need to know’ basis.
We do not sell this information to anyone.
In order to deliver our service, we do share some information with third parties as follows:
· Transport providers: If you require transport to the centre, your contact details may be shared with external transport providers. You can contact them directly to view their privacy policies:
· Greenwich Passenger Services: http://www.gsplusltd.org/passenger-services/4585348103
· Lewisham Community Transport: http://www.lewishamctscheme.org.uk/
· Voluntary Services Lewisham: https://vslonline.org.uk/
We collect the following information about job applicants and current and former employees:
During recruitment, we ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
More information about how we use your personal information and our legal basis is outlined below:
· Contact details – Processing is necessary for performance of a contract (employment).
· Emergency Contact details – Processing is necessary for our legitimate interests in order to contact someone you know in the event of an emergency.
· Drivers Licence – Where you are employed in a driving role, processing is necessary to meet our legal obligation to ensure that you are legally allowed to drive a vehicle.
· Financial details – Processing is necessary for performance of a contract (to pay you).
· Right to work in UK – Processing is necessary to meet our legal obligation to ensure that we only employ people who are eligible to work in the UK.
· DBS check ID – Processing is necessary for our legitimate interests to meet our Safeguarding Policy.
· Ethnicity – Processing is necessary in order to meet our legal obligation in accordance with the Equalities Act 2010 to monitor and demonstrate diversity in our employment provision. You do not have to provide this information, and it will not affect your application. This information is not seen by the recruitment panel, or any staff without a Human Resources role in the organisation.
· Photos. We use photos in our annual report, funding applications, progress reports to funders, promotional material, and on our website so that we can demonstrate the nature of our service. We also place photos on noticeboards on site to contribute to a friendly and welcoming atmosphere. As an employee, it is in our legitimate interests to use photos of you this way. You have the right to object to our use of your photos in this way, although we may not always be able to remove the photo from a publication if you object after publication. Photos are retained for as long as the publication is retained, whilst photos on noticeboards at our premises are retained for no longer than 2 years and are then destroyed.
We collect the following information about our supporters:
Contact details and marketing preferences. This includes items such as name, address, telephone number, email address. This processing is necessary for our legitimate interests in order to promote and raise funds for our charity. We will not, however, contact people in this way without requesting their consent first. You have the right to withdraw consent at any time by contacting us as outlined below.
Deptford Methodist Mission Disabled People’s Contact has put in place various measures to protect the privacy of your personal information.
· Your personal information is securely held on our computer systems which can only be accessed by authorized people through password protection.
· Some information will be securely held in paper record format.
Deptford Methodist Mission Disabled People’s Contact tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
· give you a description of it;
· tell you why we are holding it;
· tell you who it could be disclosed to; and
· let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing addressing it to our Data Protection Officer at the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Officer.
Deptford Methodist Mission Disabled People’s Contact tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the DPC’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office who is the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Data Protection Officer
Deptford Methodist Mission Disabled People’s Contact
1 Creek Road
ph: 020 8692 5599