Privacy policy

Age UK Bromley & Greenwich is committed to respecting your privacy and protecting the security of the personal information you share with us.

Whenever you share your personal information with us we will always be clear about what information we are collecting and will not do anything with it that you would not reasonably expect us to do.  We will always ensure that any use of your information has a firm basis in current UK data protection legislation and we will only ever store your information for as long as is necessary for the reasons we collected it.

Please read the following to understand our views and practices regarding your personal data and how we will treat it.

If you have any questions about anything in this privacy policy, please contact our Data Protection Officer using the details in the our details section of this page.

Our details:

Age UK Bromley & Greenwich is a registered charity and a company limited by guarantee.  We are also registered with the Information Commissioners Office.  This Privacy Statement applies to Age UK Bromley & Greenwich and its trading and other associated companies where applicable.

What information do we collect:

Age UK Bromley & Greenwich may collect personal information about you when you contact us regarding any form of support service, about volunteering and the services we manage. We will also collect information form you if you are employed by the organisation. We will ensure that we only collect enough information to enable us to provide the appropriate service, and we will only collect information, which is reasonable and fair. The sort of information we will hold will include:

• Your name
• Your address and post code
• Your contact details (such as telephone number and email address)
• Details relating to next of kin or emergency contacts
• Your gender
• Your age
• Whether or not you are a carer
• Details of any interactions we have had with you, such as home visits or telephone conversations and any services or support we are offering you
• Information about you, such as health conditions or your ethnicity Such data is called “special category data”.  We will only ask for such information if it is necessary for providing a service, or anonymously for monitoring diversity.

How we use your information:

Age UK Bromley & Greenwich stores and uses the personal data it collects from people who interact with us. This can include clients, staff, volunteers and people referred to us. We may use your personal data to:

• To provide the services you have requested
• To manage your case or complaint
• To process job or volunteer applications
• To manage and process donations and legacy’s
• To fulfil contracts you have entered into with us
• To take and process payments
• Analyse feedback to evaluate performance and use anonymous data for funding applications
• To conduct research

How we collect data:

We will collect data whenever you interact with us, this may include

• When you register to use or make an enquiry about any of our services
• When you submit an online enquiry through our website
• When you register to attend an event we are running or involved in
• When you give us feedback about our services or events
• When you make a complaint
• When you apply for a job with us
• When you register to be a volunteer
• When you donate to or fundraise for us

How we share your data:

We will not disclose your personal information to any organisation or person outside Age UK Bromley & Greenwich without your consent except:

• to help prevent fraud;
• if required to do so by law;
• if there is deemed to be a risk of harm to you or any other individual involved in your issue, in the interests of personal safety consent to discuss you query with others may not be sought.
• We will not sell or rent your information to third parties.
• We will not share your information with third parties for marketing purposes.
• If you have used our services, we may on occasion share basic demographic and service information with Age UK the national charity so they can help us monitor and ultimately improve the services we provide. The information we share will not include your name or your contact details, unless you give us your consent to do so for a specific purpose, such as sharing your story. When we do share this information, we do so under the lawful basis of legitimate interest.

We do use third party organisations to help us run our charity functions. We store personal details on Charity log and use Just Give to process donations. We will insure that contracts with all third party organisations contain appropriate safeguards and clauses in relation to data protection.

How we ensure your information is kept safe:

We take security measures to protect your information including:-

• limiting access to our building to those that we believe are entitled to be there (by use of identity passes, key and door access control)
• implementing access controls to our information technology, such as firewalls, ID verification and logical segmentation and / or physical separation of our systems and information;
• we use Charitylog, an online customer database to record your details and your use of our services. This is provided by a company called Dizions. Their privacy policy can be found on their website here: https://www.dizions.co.uk/privacy  
• Charitylog (Dizions) stores data on servers in the UK; 
• never sharing passwords;
• limiting access to paper based information to only those who need to see it;
• We use Microsoft Office 365 for our communications with you by email. Our MS Office 365 data servers are in the UK

Lawful basis for processing information

Whenever we process information about you we are required to have a lawful basis to do so.  The lawful bases we rely upon are:

• Legitimate interests – we rely on this basis to offer you services and support where we need to collect personal information in order to do so.  This can include when we offer you advice appointments or when we offer other services
• Legal obligation – we may rely on this basis when we are required to process information in order to comply with our legal obligations, for example to prevent fraud or fulfil our safeguarding responsibilities under the Care Act 2014
• Consent – in some cases we rely on consent to process information, for example if you sign up to our newsletter or if we think you may benefit from us sharing your details with another organisation
• Contract – we may process your personal information if you enter into a contract with us, for example if you contract for a paid for service.
• Vital interests – we may process and/or share your information under this basis if not doing so would put your life in significant danger
• Public task – we may process and/or share your information under this basis if you make use of our CCG funded services, such as take home and Settle

Access to information / your rights

You have the right to ask for a copy of the information that we hold about you and to ask us to make corrections. You can make an access request, which is free of charge we will respond to such requests with in 30 days. If you would like to do this or have any other queries relating to us holding your personal details please contact the Data policy officer info@ageukbandg.org.uk or call 02083151850.

In detail, the legislation provides the following rights for individuals, which our organisation provides to you: 

1. The right to be informed 

We will tell you when we are collection your information, and let you know what it is that we are recording. We will also provide you information as to why we need it, and what we will do with it.

2. The right of access 

You have the right to request to see what information we hold about you, free of charge and within 30 days. If you would like to do this, please contact as per the details above.

3. The right to rectification

 If your information is incorrect or out of date, you have the right to ask us to correct or update it. Please contact us in writing via the means above to do so.

4. The right to erasure 

You have the right to ask for your information to be deleted. Please contact us in writing via the means above to do so.

5. The right to restrict processing 

You have the right to tell us we can store your information but not use it. Please contact us in writing via the means above to do so. 

6. The right to data portability 

You have the right to ask us to transfer the information we hold on you to another organisation. Please contact us in writing via the means above to do so.

7. The right to object 

If our lawful basis for processing your information is legitimate interest, you have the right to object to our doing so. Please contact us in writing via the means above to do so.

How long will we store your data?

We will only store your information for as long we are required to fulfil the purpose that it was collected for.  This length of time depends on various factors, including the support we are offering you and whether or not we need to keep the information to comply with any current legislation (for example, details of any payments we have received from you).  Any information we no longer need is either deleted or anonymised.  For details of how long we keep your information in different circumstances, please contact us using the details in the Our details section of this statement.

Fundraising and marketing:

We will only contact you directly for fundraising or marketing purposes if you have given us consent to do so. Consent to contact can be withdrawn at anytime by contacting us on info@ageukbandg.org.uk or by calling 02083151850

If you are under 16:

if you are aged 16 or under‚ please get your parent / guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are tiny software files that are stored on a computer or mobile device when an individual visits a website. Cookies allow websites to recognise that a user on an individual computer has previously visited the site. The cookies save some information about that user for when they access the site again in the future. You can find out what cookies the Age UK Bromley & Greenwich website use in the table below.

Transferring data out side of the EU

As part of the services offered to you, the information which you provide to us may be transferred to countries outside the European Economic Area (EEA) For example, the company we use to operate our email and calendar systems is based outside of the EEA. These countries may not offer the same level of data protection for personal information as companies based within the EEA.

Whenever we work with a supplier that is based outside the EEA, we make sure to put in place suitable safeguards to ensure the protection of your information, including ensuring our contracts with these suppliers include standard contractual clauses approved by the European Commission.

When you sign up for our Newsletter(s)

• When you voluntarily sign up to our newsletter(s) we store the personal details you supply in order to email you newsletters you select.

• We do not share your details with any other organisations, aside from the third party mailing provider, Mailchimp which is in the United States.

• You can unsubscribe from our news at any time by clicking unsubscribe at the bottom of a news email or by getting in touch with info@ageukbandg.org.uk

• Via Mailchimp, we gather statistics around email opening to help us monitor and improve our newsletter(s).
• Mailchimp is outside the European Union (EU) and the United Kingdom but committed to meeting all data protection standards in EU law and United Kingdom law. For more information, please see Mailchimp’s May 2019 notice about meeting EU and United Kingdom data protection law: https://mailchimp.com/legal/data-processing-addendum/ and an update in October 2020: https://mailchimp.com/help/mailchimp-european-data-transfers/
• More information about Mailchimp’s privacy notice and their use of cookies. 

When you use Bromley Well Services

Bromley Well Services are delivered by Bromley Third Sector Enterprise (BTSE). BTSE is funded by Bromley Council and NHS South East London Integrated Care Board (ICB) to provide health and wellbeing services to residents of Bromley Borough.

Bromley Well services are delivered by a partnership of 5 charities:
Age UK Bromley and Greenwich; Bromley, Lewisham and Greenwich Mind; Bromley Mencap, BTSE and Citizens Advice Bromley.

In order to effectively deliver these services, BTSE and its partner charities need to collect and maintain personal data about people who use Bromley Well services. Please use the link below to view the Bromley Well privacy statement.

Review

All of our data protection processes, including this statement, are reviewed annually, or when we need to make amendments to reflect new services or types of support that we offer.  This statement was last reviewed May 2023