Earth for Life Confidentiality and Privacy Notice
Earth for Life recognises the need to ensure, protect and preserve the confidentiality of information collected from - and the privacy of - service users, enquirers and volunteers. We know privacy is very important to you and we value your privacy. We maintain policies and procedures to protect your privacy and the confidentiality of your personal information. This notice explains our privacy and confidentiality policies and how we use your personal information. To do this we are guided by the Data Protection Act and by the General Data Protection Regulations.
How we use your personal information
We collect personal information about you that is necessary to provide you information about our services, to deliver our services to you, and to monitor and evaluate our services. This information comes from the following sources:
Registration forms or Application Forms
Event evaluation forms
Direct contact with you
We review the routes and sources of personal information every year and with whom we share it. We do need this information to deliver our services to you, and to assure our funders, auditors and bodies such as the NHS, that we are delivering the services we promised. This activity forms the lawful basis for us holding and processing your personal information. We only use your personal information in relation to the services you use. We would only disclose personal information about you to third parties with your prior permission.
You have the right to be informed about the amount of information we safeguard about you in a clear and simple manner within 30 days of being asked for it. You also have the right to have that information erased. We will also inform you about the impact that such erasure will mean to you, and to us.
Our policies and safeguards
Information is held centrally by Earth for Life; however, we restrict access to personal information about you to only those employees or volunteers who need to know that information to provide services to you. Staff and volunteers are trained to respect your privacy; not to misuse confidential information or to carelessly treat confidential information.
We maintain physical, electronic, and procedural safeguards that safeguard your personal information. Examples of physical safeguards include locks on doors, cupboards and filing cabinets and the shredding of paper files that are no longer needed. There is password protection on our computers to prevent unauthorised use. We also have detailed policies and procedures relating to confidentiality, personal information and data protection. Any breach of personal information will be investigated by an independent member of the Earth For Life Board of Directors.
We will carry out ongoing checks and updates to ensure that the information held about you is accurate. You are entitled to review your computer or paper files at any time and ask us to make corrections. We will ensure those corrections are also passed on to any third parties if relevant.
A Board Member, Alasdair Taylor, has been appointed Data Protection Lead to look after your interests in relation to your information.
We are required now to have a record of your agreement for us to have and process your personal information to deliver our services. However, you may decline your permission which means we will be unable to provide you with a service. Agreement or refusal may be established in writing, via email or via a phone call, which we will log.