Privacy Policy

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Lancashire Mind privacy policy

The Privacy Policy sets out how and why we obtain, use and protect your personal information

What is this privacy policy for?

We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how we look after your personal information. This Privacy Policy explains how we collect, use and store your personal information. Personal information means any information that could identify you. The Mind Privacy Policy may change so please remember to check back from time to time. The Mind Privacy Policy may change so please remember to check back from time to time. This version was updated August 2024.

Who we are

Lancashire Mind (the Charity) is committed to protecting personal data and respecting the rights of people whose personal data we collect and use. We value the personal information entrusted to us and we respect that trust, by complying with all relevant laws and the General Data Protection Regulations (GDPR) and the Data Protection Act 2018 as a Data Controller, meaning that we are responsible for, and control the processing of, your personal information For further information about our privacy practices, please contact us:

• Write to Lancashire Mind, 80-82 Devonshire Road, Chorley, PR7 2DR

• Call us on 01257 231 660

• Email: admin@lancashiremind.org.uk

How we collect personal information about you

Everything we do, we do to ensure that we can help people experiencing a mental health problem get both support and respect. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails. We want to ensure you receive the best attention, whether booking event tickets, accessing our services, applying to become a volunteer or donating.

We collect information from you in the following ways:

When you interact with us directly: This could be if you ask us about our activities and services, register with us for training or an event, make a donation to us, ask a question about mental health, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, contact us on social media or get in touch through the post, or in person.

When you interact with us through third parties: This could be if you provide a donation through a third party such as JustGiving, social media channels or one of the other third parties that we work with and provide your consent for your personal information to be shared with us

When you visit our website: We gather general information, which might include which pages you visit most often and which services, events or information was of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Use of Cookies’

We use this information to personalise the way our website is presented when you visit, to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information, which does not identify individual visitors to our website. From other information that is available to the public: In order to tailor our communications to you, we may collect information about you from publicly available sources or through third party subscription services or service providers.

Cookies

‘Cookie’ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website. Cookies let websites like ours recognise your device, so that the sites can work, or work better, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve our site.

How do we use cookies?

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve our site.

Information we collect and why we use it

Personal information

Personal information we may collect includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a purchase or donation), as well as information you provide in any communications between us. You will have given us this information whilst donating, registering for an event, accessing services, placing an order or any other ways to interact with us.

We will mainly use this information:

To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
To provide access to our services or goods that you have requested.
To update you with important administrative messages about your donation, an event or services or goods you have requested.
To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their
donations.
To keep a record of your relationship with us and provide you with the right support.
Where you volunteer with us, to administer the volunteering arrangement.
Where you apply for a job with us, to administer the application process.

If you do not provide this information, we may not be able to process your donation, sign you up for a particular event or provide goods and services you have requested.

We may also use your personal information:

To contact you about our work and how you can support Lancashire Mind (see section on ‘Marketing’ below for further information).
To invite you to participate in surveys or research.

Sensitive Personal Information

If you share your personal experience or the experiences of a friend or relative, we may also collect this information. If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy.

You can of course decide if you want to remain anonymous, if you are happy to share your personal details with staff members or if you would like us to share your story with the media or other parties as part of our work telling people’s personal stories about mental health (for example, on our social media outlets).

A special note about the Sensitive Personal Information we hold

Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.

We will only use this information

For the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide.
We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.
Where you have given us your express consent or otherwise clearly indicated to us (for example, by submitting your story through our ‘Your Stories’ website page) that you are happy for us to share your story, then we may publish it on our social media outlets.

Legal basis for using your information

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, when you have signed up for our training).

However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Lancashire Mind to process your information to help us to achieve our mission of supporting better mental health for all in Lancashire.

Whenever we process your personal information under the ‘legitimate interest’ lawful basis we make sure that we consider your rights and interests and will not process your personal information if we feel that there is an imbalance.

Some examples of where we have a legitimate interest to process your personal information are when we use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.

Sharing your Information

The personal information we collect about you will mainly be used by our staff (and volunteers) at Lancashire Mind so that they can support you. We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.

Lancashire Mind may however share your information with our trusted partners and suppliers who work with us or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes.

Each local Mind is an independent Charity and affiliated to National Mind through a membership agreement. On occasions, we will share your personal information with national Minds to ensure they provide their services effectively, and when there is a reason to do so, we will only share your personal information with national Minds with your consent.

Legal disclosure

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements.

Keeping your information safe

We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and offline, from improper access, use, alteration, destruction and loss.

Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our website.

Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or websites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or
advertisers.

How long we hold your information for.

We only keep it for as long as it is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid).

Your rights

Under the GDPR and the Data Protection Act 2018, you have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us Lancashire Mind, 80-82 Devonshire Road, Chorley, PR7 2DR,
admin@lancashiremind.org.uk 01257 231 660.

You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk

Right to be informed. This Policy provides you with information in relation to how your data is processed. This ensures that we are transparent about what we will do with the information you supply to us.
Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you (Subject Access Request), along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.

Please note, some of these rights only apply in certain circumstances and we may not be
able to fulfil every request.

Marketing

We will only contact you about our work, services and how you can support Lancashire Mind by phone or email, if you have agreed for us to contact you in this manner. You can update your choices or stop us sending you these communications at any time by contacting socialmedia@lancashiremind.org.uk or clicking the unsubscribe link at the bottom of the relevant communication.

The Website

The Lancashire Mind website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.

Use of Cookies

The Lancashire Mind website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer/device. Cookies are small files saved to the user’s browser directory and/or computer hard drive that track, save and store information about the user’s interactions and usage of the website. Lancashire Mind’s website is an Ecommerce; using cookies to retain login credentials, identify customers, and provide a tailored experience.

This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive, they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors. This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive to track and monitor your engagement and usage of the website but will not store, save or collect personal information. You can read Google’s privacy policy here for further information http://www.google.com/privacy.html. Other cookies may be stored to your computer’s hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively. Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will never ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

Our website may use social sharing buttons, which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account