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Kent Association for the Blind (KAB) is a registered charity, 1062354, providing free help and support services to sight impaired people in Kent, Medway, Bromley and Bexley.
We know that you value your privacy and KAB is committed to protecting the privacy and security of your personal information. This policy explains how and why we collect it, and how we use your information. We are responsible for your personal information, as a Data Controller, under the General Data Protection Regulation (GDPR).
Personal information we collect
Personal information provided by you
Depending on your reason for contacting us, we will collect your personal information such as your name, postal address, email address, phone numbers, date of birth, gender, preferred method of contact and payment details.
We also collect personal information from you if you apply for a job or voluntary role with us. In this context, personal information we gather may include contact details, financial and payment details, details of education, qualifications, skills, nationality, NI number and employment status.
Personal information provided by third parties
In order to help us provide you with services we may receive information about you from other sources, such as local authorities or health agencies. We may add this information to the data we already hold about you to improve and personalise our service to you. If you apply for a job or voluntary role with us, we may receive information from the people who provide references.
Personal information about other individuals
If you give us information on behalf of someone else as an alternate contact, referee or next of kin, you confirm that this person has agreed that you can give consent on their behalf for us to process their personal data.
Sensitive personal information
We will only ask you to provide sensitive personal information if we need it for a specific reason, for example if you are using our support services, such as Rehabilitation. When using these services we may ask you for details of your eye condition(s) and any other relevant health conditions or disabilities that may apply to you and details for your next of kin. We may also record details of any services we provide for you. If you are a supporter, fundraiser or donor we may ask for your payment details and if you are a UK taxpayer. If we request such information, we will explain why we are requesting it and how we intend to use it.
With your permission, we will hold your details electronically and in paper files, and enter them onto Local Authority systems when we are providing services on behalf of the local authority.
Reasons we can collect and use your personal information
We may use the information provided by you in a number of ways. We rely on a different lawful basis for collecting and using your personal data in different situations.
If you receive a service from us to support you with your sight impairment, we will collect and use personal information to provide you with specific support services, information, advice and guidance about your eye condition, inform you about services, activities and treatments that may benefit you, and provide you with written information that you have requested. It may also be necessary for us to hold and use your information so that we can carry out our responsibilities under a contract to provide you with services on behalf of other agencies such as local authorities and health organisations.
If you apply for a job with us, we will collect and use personal information to process your application and check references. If you take a job with us, to comply with our legal obligations, we will collect and use your personal information to enter into an employment contract with you and administer the employment relationship, including making payments to you, accounting for tax, ensuring safe working practices, monitoring and managing staff access to systems and facilities, and monitoring absences and performance.
If you apply for a voluntary or fundraising role with us, we will collect and use your personal information to manage the relationship and monitor health and safety needs for both you and our clients.
If you are a donor, supporter or fundraiser we will collect and use your personal information to process donations, pledges and other fundraising activities. This may include processing bank, credit or debit card details and UK taxpayer status for Gift Aid claims, to comply with our legal obligations.
Your views are important to us and so we may use your information to ask you how we can make improvements to our services or represent your views to external bodies.
If you have a contract with us, we will collect and use your data for carrying out our obligations under that contract, for example for processing memberships or payment and delivery for services or goods.
If we propose to use your information for any other uses, we will ensure that we notify you first. If we need your consent to use your information for these other purposes, we will give you the opportunity to opt in. If you opt in, you will be able to opt out at any time.
The information we hold about you will not be shared for any reason, unless:
• You ask us to do so.
• We ask and you give us specific permission.
• We are required by law.
• We are permitted by law, for example where public interest is more important than the need to keep the information confidential.
The types of people we may ask you for permission to share information with may include local authorities, on whose behalf we are providing some services, health and social care agencies like your GP or hospitals, government departments such as the Department for Work and Pensions or local voluntary organisations who provide services that might be helpful to you. Anyone who receives information from us also has a legal duty to keep this information secure and confidential.
External agencies that may have access to your information include third parties who provide services for us, including printing and mailing distributors, IT support providers and banks processing payments on our behalf. We select our third party service providers with care and ensure we have agreements to make sure they operate within our data protection requirements. We only provide these third parties with the information that is necessary for them to be able to provide their service.
How we protect your personal information
We are committed to ensuring that your information is secure. In order to prevent accidental loss, unlawful processing, unauthorised access or disclosure, destruction or damage, we have appropriate physical, electronic and managerial measures in place.
We limit access to your personal information to those who have a genuine business need to know it. The people processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. This could be our staff, volunteers or contractors, and they will have individual electronic and physical restrictions on the data they can access. Everyone who has access to necessary data is appropriately trained to manage your information. All data is stored on secure systems within the UK and European Economic Area (EEA) and we will not transfer your personal data outside of the EEA.
We also use appropriate technological measures to safeguard your personal data. For example, we store your personal data on secure servers and credit/debit card details are processed by third-party PCI-compliant payment gateways through secure servers.
We have procedures in place to deal with any suspected data security breach and we will notify you and any applicable supervisory body of a suspected data breach where we are legally required to do so.
While we will use all reasonable efforts to keep your personal data safe, you acknowledge that the use of the internet is not entirely secure and for this reason, we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us (see ‘How to contact us’ below).
Our website contains links to websites and applications owned and operated by other people and businesses. These third party sites will have their own privacy policies which will tell you how your personal information is collected and used whilst you are visiting their website. We recommend that you review them before you provide them with any personal information. We do not accept any responsibility or liability for the content or the use of your information collected by other sites and choosing to use these other sites is your responsibility.
You can get information on how to protect your data and your computers or devices against fraud, identity theft, viruses and many other online problems from Get Safe Online at www.getsafeonline.org.uk, which is supported by HM Government and leading businesses.
You can set your browser not to accept cookies. The following websites tell you how to remove cookies from your browser www.aboutcookies.org or www.allaboutcookies.org, however, some of our website features may not work as a result.
How long we keep your personal information
Under the GDPR you have the right to:
- Be informed if KAB is using your personal data.
- Request a copy of the information we hold about you (subject access request).
- Ask us to correct any mistakes in your information.
- Request us to delete the data we hold about you.
- Limit how we use your personal data.
- Transfer your personal data to another organisation, this is known as the ‘right to data portability’.
- Object to us processing your personal data for certain purposes.
- Prevent automated decision-making and profiling that affects you.
- Let us know if you have concerns about how we handle your personal data.
Further information about your rights is available from the Information Commissioner’s Office at www.ico.org.uk.
How to contact us
If you would like to exercise any of your rights, if you have any concerns about the way we use your personal information or if you have any questions about this privacy notice, please contact our Data Protection Officer by:
- Phone: 01622 691357
- Post: KAB, 72 College Road, Maidstone, Kent ME15 6SJ.
KAB is registered with the Information Commissioner’s Office (ICO) as a Data Controller, registration number Z557882X. Full details of our notified purposes can be viewed on the Information Commissioner’s Office at www.ico.org.uk.