Privacy policy

Who we are	Age UK Wakefield District is a local charity which works to improve the wellbeing of older people in the Wakefield area by the provision of a range of different services. This privacy notice explains our views and practices regarding how we store and process personal data. The notice also explains how the organisation applies data protection principles. We are committed to protecting and respecting your privacy and security. Whenever you provide us with your personal information to access services or through our website, we will use and hold that information in accordance with current UK data protection legislation. When you access our services, we will explain how we will store and use any personal data we request about you. The details of our organisation are as follows - Age UK Wakefield District is a registered charity (number 1096511) and company limited by guarantee (number 4512958). The registered address is Age UK Wakefield District, 7 Bank Street, Castleford WF10 1JD. If you have any questions about this Privacy Notice, please contact us on 01977 552114.
When we collect data	Age UK Wakefield District may need to ask for data about you when you - use our services give us feedback or make a complaint attend an event we have organised volunteer with us make a donation take part in fundraising enquire about or apply for a job take up employment take up a student placement We will only ask for the information we need for that particular purpose and will not use the information you give us for anything else.
What type of data is collected from you?	We may ask you for the following items of personal information as necessary to complete our interaction with you: Contact details – name, address, postcode, telephone number, email address. Personal information such as date of birth, gender, health conditions We understand that under Data Protection law, some personal data is recognised as sensitive and given more protection. Age UK Wakefield District will ask for explicit consent to hold and use sensitive data and will explain how the data will be used.
How is your data used?	Purposes for which personal data may be used by Age UK Wakefield District in the process of interacting with you include, but are not limited to The provision of services provided for you The management of employment and other contractual relationships Managing volunteer roles Processing job applications Keeping records for management, audit and monitoring We do not store or transfer data outside the UK. We will not use your personal data for any marketing purposes. We will not share personally identifiable information about you with any other organisations without your informed and explicit consent. We may send you information about our events and activities with your explicit agreement or on request. If you ask you to stop sending you this information, we will comply with the request as soon as possible. Data gained by CCTV or security cameras may be used as evidence at a later date, if considered appropriate
Who has access to your data?	Personal data will be used by the Age UK Wakefield District workforce, as necessary to fulfil their job roles. We will not sell your information to third parties. We will not share your information with third parties for marketing purposes. We use third party partners which provide the platforms on which we process personal information as necessary to run the organisation and provide services. These partners act within our instructions and do not have direct access to the information being processed. We may share non-identifiable information with other organisations where we deliver services in partnership with them. We will ask your consent if we intend to share data that may identify you We will disclose personal data where this is required by law. This may mean providing information to the government for tax investigation or providing information to law enforcement agencies for the investigation of crime. If we believe there is a risk of serious harm or abuse, we will disclose information to the emergency services or the local authority safeguarding team. We may share your details with external organisations for audit purposes if you have given explicit consent to this. This may include auditing of our Information and Advice work by the national Age UK organisation.
Lawful Processing	The Data Protection Act and General Data Processing Regulations 2018 requires us to rely on one or more lawful grounds to process your personal information. The following are the grounds we use: Legitimate interest – Age UK Wakefield District stores and processes personally identifiable data to meet its obligations to deliver services, manage the organisation, report to funders and fulfil other functions as necessary. In meeting these interests we will use personal information fairly and only for the purposes it was obtained. We will not use personal information in any way that may be harmful or intrusive. Where we process sensitive personal data this is done with an additional justification which may be consent or another legitimate condition. Consent – We may ask you for explicit consent to certain things, for instance to send you information about our events and activities. You have the right to withdraw this consent at any time. Legal Obligation – Where Age UK Wakefield District is required by law to provide information about our relationship with you. For instance, if we employ you we must provide information about that employment to HMRC. Vital Interest – If someone we hold personal information about is incapacitated and we need to disclose their personal information to save their life. Contract – To fulfil our contractual obligations. This may include employment contracts and contracts with suppliers.
Your Rights	The Data Protection Act and General Data Protection Regulations 2018 provides people with rights over how organisations use their personal data. If you would like to talk to us about your personal data you can contact us through these methods - By post to: Admin Team, Age UK Wakefield District, 7 Bank Street, Castleford, WF10 1JD By telephone: 01977 552114 By email: admin@ageukwd.org.uk The rights you have over your own personal data are explained below 1.The right to be informed If we ask you for your personal details, we will explain why we need it and how it will be used. 2.The right of access You can ask you for a copy of the personal information we may hold about you. Within certain limits, we will give this information to you free of charge and respond within 28 days. 3.The right to rectification If you think that the information we have about you is incorrect, you can ask for this to be rectified by contacting us using the contact details shown above. We will respond to your request within 28 days. There are circumstances under which we can refuse a request for rectification. If we decide to do this we will write to you and explain the reasons for our decision. 4.The right to erasure You have the right to request that we delete personal data about you. If you would like to exercise this right, please contact us using the contact details shown above. However, there are circumstances under which we can refuse the request. If we decide to refuse a request we will write to you within 28 days of the request being received and explain the reasons for our decision. 5.The right to restrict processing You can ask us to not use personal data for the purposes for which it was collected. This can be done on a temporary basis whilst a request for rectification or an objection is being dealt with, or permanently as an alternative to having data erased. 6.The right to data portability We will provide personal data in a structured and commonly used electronic format if requested to do so as part of a subject access request. If technically feasible, we will transfer data electronically to another service provider at the request of the person the data relates to. 7.The right to object Under certain circumstances you can object to the use we make of your personal data and ask us to stop doing this. If you object to the use of your personal data to meet our legitimate interests in providing services and running Age UK Wakefield District, we will consider your objection in relation to these interests in deciding whether to comply with the objection.We will comply with an objection or provide an explanation of our reasons for not doing so, within 28 days of the objection being received
Keeping your information safe	We take the security of the personal data we process about clients, volunteers, staff and others extremely seriously and have measures in place to keep data safe and protected from unauthorised access. These measures include: We store personal data on secure and encrypted electronic systems with access controlled by password authentication. Where it is necessary to record personal information on paper, this is kept in locked cabinets with controlled access. The third-party partners we use to process personal information on our behalf are certified to ISO 27001 and use servers located in the UK. We do not retain personal data for longer than the periods laid down in our Data Retention and Disposal Policy.
NHS National Data Opt-Out	The NHS national data opt-out gives everyone the ability to stop health and adult social care organisations from sharing their confidential patient information for reasons other than providing their individual care and treatment. The national data opt-out applies to AgeUKWD as a Care Quality Commission (CQC) registered organisation. At this time, we do not share any data for planning or research purposes for which the national data opt-out would apply. We review all of the confidential patient information we process on an annual basis to see if this is used for research and planning purposes. If it is, then individuals can decide to stop their information being shared for this purpose. You can find out more information about the opt-out at https://www.nhs.uk/your-nhs-data-matters/
Complaints	At Age UK Wakefield District we always welcome feedback to improve our services. If you want to make a comment, compliment or complaint, you can do so by contacting Age UK Wakefield District on 01977 552114 or visit our 'Contact us' page Further information about your rights over personal data is available from: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF
Review of this Policy	This statement was last reviewed July 2024. It is kept under regular annual review.