Redbourn Care Group (RCG) and its sister charity Redbourn Care Trust (RCT) is committed to protecting your personal data and this notice states in brief how we collect data, what we collect, how we store it, how we protect it and how we use it in accordance with all applicable laws concerning the protection of your personal information.

Your rights

We are committed to upholding all rights that apply to data subjects, including the right to be informed (as evidenced by this notice), to have access to a copy of the data records that we hold on you for your information or for porting to another service provider (as applicable), the right to have data restricted, rectified or erased where appropriate, and the right to object when this right applies to the processing we carry out.

Contact details

If you have any queries about this notice or your personal information, or if you would like a copy of our full Data Protection Policy, please contact:

Redbourn Care Group, Village Hall, 63 High Street, Redbourn, AL3 7LW

Email: info@redbourncaregroup.co.uk

Call: 01582 794550

You can direct your communication to the Data Protection Lead if you wish.

How we collect information

We obtain personal information from you when you register with us as a volunteer, a client or both, or subsequently if there is a need to collect or process additional information, such as a change in a person’s role or required services. We may obtain the information electronically, by completion of a printed form, or from you in person.

The type of information we collect

The personal information we collect includes full name, address, email address, telephone numbers, emergency contact details, relevant medical information, driving licence / insurance certificates and information required to complete DBS (Disclosure and Barring Service) certification.

Data Protection Law recognises that certain categories of personal information are more sensitive. This is known as special category data and includes medical records, racial or ethnic origin, political or religious beliefs.  We will sometimes also need to collect and use financial information, such as bank account details for example for refunding expenses.

Volunteers – we process special categories of personal data about our volunteers, in the form of Disclosure and Barring Service (DBS) checks, which we are required to do as part of our contract with Hertfordshire County Council, our Umbrella Body.  We are also likely to process some additional special category data about volunteers when they apply to join us, in the form of marital status (for example when we ask for details of whom to contact on your behalf in the event of an emergency) or health / medical information (as part of our checks to ensure we are affording you every duty of care whilst you carry out volunteering services on our behalf).  Details of this personal and special category data processing are outlined to all volunteers and volunteering applicants.

Clients – we process personal and special category data about our clients as this is essential to our service provision, and we therefore have a clear reason for doing so. For example, in order for a client to participate in an event or excursion we would need to understand elements of the client’s medical history or current medical requirements so we can provide the appropriate support.  We always aim to advise clients of any need to process this information before doing so, and this is forms part of our service commitment as well as this Privacy Notice.

How we use your information

The purposes for processing volunteer and client personal and special category information include, but are not always limited to:

  • Matching volunteers / clients in order to undertake or perform a voluntary service or activity, for example contact numbers when matching drivers and clients. Drivers and clients will be given names, addresses and telephone numbers for car and minibus journeys – this processing and sharing of information is for the purpose of carrying out our contract to provide services to clients;
  • Communicating information about our activities, fund-raising events and services – this is processing for marketing purposes to people who have opted to receive such promotional information, or for the purpose of carrying out our contract of service for service updates;
  • Complying with our legal obligations, internal or Umbrella Body policies and related procedures as a service provider;
  • Conducting surveys and obtaining feedback on our services, either as part of the performance of our contract to provide services, or in the course of our legitimate activities as a not-for-profit organisation, or where consent to such communications has been given by individuals.
  • Where relevant and applicable to the type and purpose of data processing we intend to carry out, we will seek informed and/or explicit consent from individuals before doing so.

Contact Form

If you get in touch with us via the contact form on the website, we may save the details you share with us on our database. This way, we can deal with your enquiry. We will not contact you or share your details.

Google Analytics (GA) tracks site user interaction. We have GA code installed on our site which creates one or more text files on your computer (called a “cookie”). The cookies contain an ID number which is used to uniquely identify your browser and track each site you visit that has GA enabled.

We use this data to determine the number of people using our site and to better understand how they find, and then use, our web pages. With this information we can continually improve the information that we provide on our site and the processes for actions such as contacting us and donating. We can also use it to increase the number of new people finding our site. Google analytics stores the following data:

  • Time of visit, pages visited, and time spent on each page of the webpages
  • Interactions with site-specific widgets
  • Referring site details (such as the URL a user came through to arrive at this site)
  • Type of web browser
  • Type of operating system (OS)
  • Flash version, JavaScript support, screen resolution, and screen colour processing ability
  • Network location and IP address
  • Document downloads
  • Clicks on links leading to external websites
  • Errors when users fill out forms
  • Clicks on videos
  • Scroll depth

Google also collects information about you from its Double-click tracking and profiling service, from ad-supported apps on your Android or iOS device, from your YouTube and Gmail activity and from your Google account. This data is put together and used to make inferences about your age, gender, interests, hobbies, shopping habits and living circumstances. If you already have GA cookies, they will be updated with the latest information about your visit to the site. As we cannot access any personal data about you ourselves, we are not the Data Controller for your Google Analytics or double-click profile data. You would need to contact Google directly for this information.

You have the right to object to this tracking and to stop it happening; if you are uncomfortable with this tracking, you can take the following actions:

How we protect your information

We adopt appropriate data collection, storage and processing practices, and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal or transactional data stored on our systems.

The software we are using is called Charitylog (trade name Dizions Ltd) which is a General Data Protection Regulation (GDPR) compliant cloud-based system which holds your information; you can review Dizions Ltd’s own Privacy Policy at https://www.charitylog.co.uk/privacy. We also utilise Microsoft Outlook and MS Office applications with encryptions and passwords to protect the transfer of data between parties; details of Microsoft’s GDPR compliance can be found at https://www.microsoft.com/en-us/trust-center/privacy/gdpr-overview.

Training is an integral part of the induction process for volunteers, ensuring adherence to the importance of carefully and securely handling the data they have access to as part of their roles, and securely destroying contact information after use. A very limited number of nominated volunteers (Trustees and Office Manager) have higher levels of access to full personal data in their roles as administrators of the charity; others only have limited access pertinent to their role.

Retaining your personal information

We keep your personal information only for as long as we need to or are required to do so, in order to operate in accordance with legal requirements. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

Data sharing

This Privacy Notice complements RCG/RCT’s ‘Data Protection Policy Appendix – Data sharing’ which states the following:

RCG/RCT will not share personal data belonging to volunteers or clients with other parties not involved with either the provision of our services or in monitoring our business operations and will fully comply with this Data Protection Policy when seeking to secure funds for themselves or other charities.

RCG/RCT will not target our volunteers or clients for sponsorship or donations for any charitable organisation, including our own. Absolutely no pressure or encouragement will be brought on volunteers to make financial donations to this or any other charity. RCG volunteers who donate their ‘time’ are greatly respected and hugely appreciated.  No further donations are expected.

RCG/RCT will also not share personal data that they hold or process with other charities and will comply at all times with this Policy.

This policy will be subject to annual review.

Policy approved and adopted by all Trustees August 2019

A pdf copy of the Privacy Notice is available via this link.