SALUS FATIGUE FOUNDATION – PRIVACY STATEMENT
Who we are
Salus Fatigue Foundation is a registered charity providing a unique lifeline for people, their families and friends affected by Chronic Fatigue Syndrome/Myalgic Encephalomyelitis (CFS/ME)/Fibromyalgia and fatigue related conditions.
At Salus we are committed to protecting and respecting your privacy. This policy is written in accordance with the new General Data Protection Regulations that came into force on 25 May 2018.
For the purposes of Data Protection, the Data Controller is Salus Fatigue Foundation 26a Lichfield Road, Sutton Coldfield, B74 2NJ (email@example.com)
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
If you have any queries about this policy please contact the Quality Director, Salus Fatigue Foundation, 26a Lichfield Road, Sutton Coldfield, B74 2NJ (firstname.lastname@example.org)
Why we may hold your data and how we collect it
In order to provide our service, meet legal obligations and the requirements of our funders we need certain information concerning our beneficiaries, employees, trustees and others working with us.
We collect this information through:
- Forms you fill in
- If you contact us by phone, mail, email, or other social media
- If you provide feedback on sessions or courses you attend
- Medical information provided by your GP, with your consent
Wherever possible, data is processed on an anonymous basis, for example when compiling beneficiary statistics.
To make sure we have the most up-to-date information about how to contact you it is important that you provide us with details of any changes so that we can update our records appropriately.
Salus is committed to ensuring the security of your information. We have strict physical, electronic and managerial procedures in place to secure and store your personal information.
The kind of information we may hold about you
This Privacy Statement relates to personal information we may hold about you, why we hold it and what we may do with the information.
The kind of information we may hold about you includes:
- Name, address and other contact details
- Medical information that you have given us, or you have given consent for others to provide to us
- Emergency contact details (in case you need assistance)
- Taxation records (for employees and health practitioners)
- Bank account details (for employees, health practitioners and other suppliers)
What we do with your information
We always have your best interests at heart and your personal information will not be retained by Salus for longer than necessary in relation to the purposes for which it was originally collected subject to any legal or funding obligations mentioned below.
The key reasons for holding data are summarised below:
- Employees, Health Practitioners and Trustees:
o Legal requirements (e.g. HMRC, Charity Commission, Pension Provider)
o Needed to make payments
o DBS checks (for beneficiary welfare)
o Making decisions about recruitment or use of services provided
o Determining the terms on which you work for us
o Checking you are legally entitled to work in the UK
o Requesting references upon joining
o Administering the contract, we have entered into with you
o Complying with Health and Safety requirements
o To prevent fraud
o Ascertaining your fitness to work for us and gathering information for any grievance or disciplinary process
o Business management and planning
o To understand their condition so we can give support
o Monitoring information for funders (e.g. Equality & Diversity, number of People assisted, progress, Lottery requirements)
- Gift Aid Donors:
o To claim tax credits from HMRC on donations
- Course/Seminar attendees:
o Monitoring information for funders (as above)
o To enable follow up of progress
o To use feedback received to develop and improve future courses and events
- Provide information about:
o Courses/sessions that may be of interest to you
o Other events or activities we are arranging
o Changes to our service
If you find that you are getting information from us which you do not wish to receive, please contact the Quality Director, Salus Fatigue Foundation, 26a Lichfield Road, Sutton Coldfield, B74 2NJ (email@example.com)
Disclosure of your information
Your personal information is not shared with third parties unless it is a legal requirement (for example, gift aid claims, taxation or pension matters).
We need to provide some information to our main funders to demonstrate the value of their support but this is provided on an anonymous, non-attributable basis.
Any outside contractors providing specific support sessions are required to comply with our data protection policy as if they were employees of Salus.
If you wish to exercise any of your rights, as listed below, please write to the
Quality Director, Salus Fatigue Foundation, 26a Lichfield Road, Sutton Coldfield, B74 2NJ ( firstname.lastname@example.org)
- Access to your personal information.
- Objection to processing of your personal information.
- Restriction of processing of your personal information.
- Rectification of your personal information.
- Erasure of your personal information.
If you make a request relating to any of the rights listed above, we will consider each request in accordance with the applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless is deemed to be excessive in nature.
Once we have verified your identify you are entitled to obtain the following information about your own personal information:
- The purposes of the collection, processing, use and storage of your personal data.
- The categories of personal data stored about you.
- The recipients or categories of recipients to whom your personal data has been or may be sent, and their location.
- The envisaged period of storage for your personal data.
- The use of any automated decision-making or profiling.
You can make the request by writing to the Quality Director, Salus Fatigue Foundation, 26a Lichfield Road, Sutton Coldfield, B74 2NJ (email@example.com)
We want to make sure that your personal information if accurate and up to date. You may ask us to correct or remove any information you think is inaccurate.
You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with GDPR. You can do so by calling the ICO helpline on 0303 123 1133 or via their website https://ico.org.uk