Data & Privacy Policy

At PLUS, we want you to trust us with your information.  We will not sell or rent any personal information we hold on you to other people or organisations.  We will not share your personal information for others to use in their marketing or fundraising.  We will not share your information with anyone unless this is necessary to fulfil our role as a support provider and employer. 

 So we may share your information only if:

  1. you get a service from PLUS and we need to share information with other health or social care professionals to enable us to support you.
  1. you work for PLUS and we need to share information for administration of tax, pension or payroll in relation to your employment. This means we share information provided by employees with our payroll provider, a pension provider and Her Majesty’s Revenue & Customs (HMRC for income tax and National Insurance administration. 
  1. you are a trustee of PLUS and we need to share information with a regulatory body such as the Charity Commission or Companies House or with PLUS’s bankers as an essential part of your role as a trustee.

We may also share your information if:

  1. we are required to provide information to a statutory body such as a court of law or a regulator which has the legal right to acquire the information.
  1. we strongly believe it is necessary to share the data in order to detect or prevent criminal activity

We may also disclose your personal information to third parties in the event that any business is handed over to a third party following transfer of a contract. In this case staff information will be transferred as a Legal Obligation under the Transfer of Undertaking (Protection of Employment) Regulations 2006 – known as TUPE. Service User information will be transferred in agreement with the responsible statutory authority as a Contract Compliance obligation.

We also reserve the right to disclose information in connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store personal information securely.

WHAT TYPES OF INFORMATION DO WE COLLECT?

  1. Personal information: any information that may be used to identify you, such as your name, telephone number, postal and email addresses, and your bank details if you have a financial relationship with PLUS.  

How we collect this information:  This could be:

DIRECTLY, meaning that either you have asked for a service from us; would like us to consider providing a service or you are an employee or volunteer or are applying for a job.  We need you to provide some information to enable us to contact you and assess your situation.  We will also usually ask you for an emergency contact. We will collect and hold this information because we have a LEGITIMATE INTEREST in holding it as we need it to assess whether we can provide a service to you; in order to provide the service or in order to employ you.  We will not use if for other purposes.

We also hold some directly-collected personal information about people who have a more informal connection with PLUS.  By this we mean names, postal addresses and email addresses of relatives of service users and ex-service users.  We hold this information to enable us to keep relatives informed about the care and support we are giving to a service user and to involve them in the planning and, in some cases the delivery of this support. We may also use it to invite them to parties or social events with the service user.  We will collect and hold this information because we have a LEGITIMATE INTEREST in holding it as we need it to provide support and care. We will not use if for other purposes. 

INDIRECTLY: if you are a service user or potential service user, this could mean that you have applied for a service and a health or social care professional provides a report on your support needs.  If you are an employee, this could be via a reference from a former employer or a Disclosure and Barring Service (DBS) check on a Police records.  We only collect this information with your permission and in line with the third party’s privacy policy.   We will collect and hold this information because we have a LEGITIMATE INTEREST in holding it as we need it to assess whether we can provide a service to you; in order to provide the service or in order to employ you.  We will not use if for other purposes.

  1. Sensitive information: this would include information about your health or personal history, ethnic origin or any record of committing offences or alleged offences. We would need this information if you wish to receive a support or care service from PLUS, or if you are an employee, volunteer or potential employee of PLUS.  As such, we will collect and hold this information because we have a LEGITIMATE INTEREST in holding it.  We will not use if for other purposes.

 Additionally, if you are an employee and want us to collect subscriptions to a Trade Union from your pay, you will need to tell us details of your Trade Union membership. We would only collect this information on the basis of your CONSENT.

All personal and sensitive information collected and held by us will be treated in line with the European Union General Data Protection Regulation (GDPR).

USING PERSONAL INFORMATION

PLUS processes personal and sensitive information in order to:

  • Provide information or services requested by you or your representative.
  • Give you information about our services and events.
  • Respond to queries or complaints
  • Keep your service user record up to date so that we can provide the right service.
  • Create your employee record and keep it up to date.
  • Ensure correct payment of your salary, pension, tax and national insurance.
  • Ask you to take part in surveys
  • Comply with the law.

If we have your agreement, we may contact you via telephone, post, email, social media or text message.

HOW LONG DO WE HOLD YOUR INFORMATION?

We only hold your information for as long as is reasonably necessary.  If you are a service user or employee of PLUS, for legal reasons, we will hold your personal data for up to 7 years after the end of your relationship with PLUS.  This is so that we can respond to any enquiry about your care, employment, pay or tax. We regularly review the information that we hold, and delete anything that is no longer required.

OUR DATA PROTECTION REGISTRATION:

PLUS is registered with the Information Commissioner’s Office and our registration number is Z9567254

CONTACTING US:

If you want us to stop communicating with you: We will remove you from our mailing list and delete your information if you are neither a current or recent service user or employee.  

If you want a copy of the information we hold on you: We will respond within 5 days and will provide the information requested within 30 days.  Disclosure may be subject to redaction of any information relating to third parties, or where reports have been written by a third party (in the case of information on a service user) disclosure may be subject to permission from the author. 

If you have any questions about data control within PLUS, or wish for your data to be amended or erased, call us on 020 8297 1250 or email the PLUS Data Controller: admin2@plus-services.org We will do our best to comply with you wishes but may not be able to alter or erase some data if it is held due to our legitimate interest as your employer or service provider. 

If you wish to complain about the way we have handled your information, you have the right to contact the Information Commissioner at https://ico.org.uk/concerns/ 

WEBSITES AND COOKIES

The internet operates worldwide, so emails, cookies and analytical data collected on any website, including ours, involves the international transmission of data.  This means that data might be processed outside the European Economic Area if you email us or complete a contact form through our website. 

If you follow a link from our website to another site, the operator of the other site may collect information from you that will be used by them in accordance with their privacy policy.  The actions of the other site are outside of our control and are not covered by this privacy policy. 

Cookies are small pieces of code which are downloaded onto your computer if you visit a website.  There are two types of cookies that you may encounter using our website.  The first is Strictly Necessary Cookies: these are essential for people to be able to use our site.  The other is Performance Cookies: which collect non-personal information, used to identify how people make use of the site.

The Information Commissioner’s Office publishes useful information about cookies at:  https://ico.org.uk/for-the-public/online/cookies/  This includes guidance on how to stop cookies coming to your device. 

WEB ANALYTICS

PLUS uses Google Analytics to improve our website: Google Analytics is a service provided by Google that tracks and reports website traffic.  It helps website operators understand how their site is used.  Google Analytics uses cookies, downloaded onto your device, to provide information about your use of a particular site, including which pages you visit; how long you stay on a page and how you came to the website. Google also uses this information in providing other services relating to website activity and internet usage.

Use of cookies within Google Analytics is governed by Google’s own Privacy Policy.  Google will collect and store information about your use of our website (including your IP address) and this may be done on servers anywhere in the world.  If required to by law, Google may share this information with other organisations.  Google will not link your IP address to any other data held by Google.  By using this website, you are consenting to the processing of data about you by Google in the manner and for the purposes set out above.

You can turn off acceptance of cookies by using the privacy settings in your web browser and you can opt out of Google Analytics cookies by searching for the Google Analytics Opt-out Browser Add-on.

EMAIL COMMUNICATION

We may monitor the success of emails sent to our contacts and supporters, so we know how many people have opened the message.  We do not share this information with others.

POLICY REVIEW

This privacy policy will be reviewed time to time to meet developments in our work and changes in the law