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Privacy Policy

This privacy notice tells you what to expect when RMC uses your personal information.  

Privacy Notice 

RMC is fully committed to maintaining high standards of confidentiality in all aspects of its work and ensuring compliance with the requirements of the General Data Protection Regulation (GDPR). 

We are required to maintain certain personal data about individuals for the purposes of satisfying our operational and legal obligations. We recognise the importance of correct and lawful treatment of personal data as it helps to maintain confidence in our organisation and to ensure efficient and successful outcomes when using this data.  

The types of personal data that we may process include information about current, past and prospective employees, clients who contact the service for support and assistance, volunteers, supporters and other organisations with whom we have dealings.  

Personal data may consist of data kept on paper, computer or other electronic media; all of which is protected under the GDPR.  

Why we process data 

We collect and use your personal data for several reasons, this depends on how you interact with RMC. Some of the data may be classed as special category data.  

We need to collect your personal or special category data of a more sensitive nature, to deliver some of our services. No more information will be collected than is required to deliver that service. 

Types of personal information we collect about you may include: 

  • personal details (name, address, email address, telephone number, date of birth) 
  • Identification numbers (e.g. NHS number, National Insurance number, Unique Tax Reference Number) 
  • family details 
  • lifestyle and social circumstances 
  • economic / financial details 
  • employment and education details 
  • housing needs 
  • visual images, personal appearance and behaviour 
  • case file information 
  • Vehicle Registration details 

Special Categories of data, also known as sensitive personal information, that we may hold about you, include: 

  • physical or mental health details 
  • social care needs 
  • racial or ethnic origin 
  • religious or other beliefs of a similar nature 
  • criminal proceedings, outcomes and sentences 
  • genetic or biometric data 
  • sex life or sexual orientation 
  • Equalities information 

RMC may use information such as your; 

  • ethnic background 
  • first language 
  • gender 
  • sex life or sexual orientation 
  • age 

This will be for statistical reasons and to help comply with our legal obligations and to plan the provision of future services.  This type of analysis will not identify individuals.  

Sharing to provide services 

Your personal information may be shared with external partners and agencies outside of RMC. Sometimes we will have a legal reason to share your data with a partner. They will only have access to your information on a need to know basis. We will only share what they need to know to do the job or deliver a service to you.  

Sharing to comply with the Law 

RMC may also provide personal information to third parties, where it is necessary to do so to comply with the law. We will share where we are required to under UK Data Protection law (General Data Protection Regulation 2016/679, Data Protection Act 2018). Examples of third parties who we may share your information with, where a law requires us to, include (but are not limited to): 

  • Health bodies (NHS Trusts, GPs) 
  • West Midlands Police, Staffordshire Police, Staffordshire and West Midlands Community Rehabilitation Company Probation service 
  • Local and central government and other public bodies. For example; the Department for Work and Pensions (DWP), Department for Education (DfE), Cabinet Office, HM Revenues and Customs (HMRC),  
  • Other Local Authorities (other Councils) 
  • Care Quality Commission 
  • Courts, prisons 
  • West Midlands Fire Service 

We may also share information with utility companies, credit reference agencies, insurers, service providers or contractors and partner organisations, where the sharing of information is required by a law. We make sure that any information we share is necessary, kept to a minimum and lawful. 

RMC puts agreements in place with partners we share with to ensure we all protect your data properly, and are only sharing the minimum amount of data we need to provide you with a service. Where we need to share sensitive or confidential information such as medical details, we will do so only with your permission or where we are legally required to. We may share sensitive or confidential information to prevent risk of harm to you or another person, for example in the case of Safeguarding vulnerable people. 

We may share your data with 3rd countries or international organisations, only where; 

  • there is a legal reason to share 
  • or, you have provided consent for us to share 
  • and where there are appropriate safeguards in place to ensure the level of protection of your data is guaranteed. 

Face-to-face: 
We may keep a record of your contact to assist on the delivery and improvement of the services we provide to you and others. Any such records that include any personal information will be kept securely. 

Telephone calls
Ordinarily we will inform you if we record or monitor any telephone calls you make to us. This is to increase your security, for our record keeping of the phone call, and for training and quality purposes. 

Emails: 
If you email us, we may keep a record of your contact and your email address for our record keeping. We will not include any confidential information about you in any email we send to you unless sent securely, or you have agreed to us contacting you with this information. We would also suggest that you keep the amount of 
confidential information you send to us via email to a minimum. 

On systems
We may log any information you provide to us on a computer system to help us keep track of your request, or any actions we need to complete. We may add your information to systems where we are required to by laws. 

How your data is used 

Information which you have provided RMC will be stored securely, on encrypted and physically protected servers, systems or paper storage areas (Filing cabinets, Archives). We will use your information for the reasons (purposes) stated when the information was collected from you. It will not be reused for different purposes, or sold on to others. 

Access to our systems, is based on a need to know basis. Access to your data is strictly controlled, and only given to staff who have a real need to know to do their job. For a member of staff to access any system, this must be authorised by a manager. We use systems which can be audited to see who has used your records, so we can keep them confidential. 

Our responsibilities  

Everyone working for RMC has a legal duty to work within the Data Protection Principles. They must keep information about you confidential and secure, use it only for specific purposes and keep it only for as long as necessary.  

Each of our departments within RMC may have other specific pieces of law or guidance they must follow which have an impact on recording or using the information we hold.  

Where we share information with other bodies or agencies, we will ensure the confidentiality and security of your data. This will normally be done by having a contract and confidentiality clauses in place. We also carry out data protection impact assessment each time we start a new project, to help us build in security and privacy to protect your information. 
  
We will keep your information in line with legislation and guidance on records retention periods. We will not keep your information longer than it is needed. We will dispose of paper records or delete any electronic personal information in a secure way. 

Your Data Rights 

Under the General Data Protection Regulation 2016/679 and the Data Protection Act 2018, you have rights of how your personal and special category (known as sensitive) information is used. 

You have the right to be informed of how RMC are processing your data. Your rights in relation to automated decision making and profiling are explained clearly here by the Information Commissioners Office

You have the right of access to your data. All requests for access can be sent to the RMC using this email address :- info@rmcentre.org.uk  

How to raise a complaint about information 

If you have a complaint in relation to your data rights or a freedom of information request, please contact us in the first instance to request an internal review of our response. 

Retention Policy 

We will keep your information for as long as it is required by us or other regulatory bodies in order to comply with legal and regulatory requirements or for other operational reasons.  

Your Data Rights 

Under the General Data Protection Regulation 2016/679 and the Data Protection Act 2018, you have rights of how your personal and special category (known as sensitive) information is used. 

Your Rights 

You have the right to: 

  • request a copy of your information (known as a subject access request), 
  • request rectification or erasure of your information, 
  • request a restriction on the processing of your information, 
  • object to processing of your information 

If you require further information about the use of your data or would like to exercise any of the above rights, please contact info@rmcentre.org.uk  

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