Privacy Notice

About this document

This privacy notice explains how Re-Instate (registered charity number 256433), of St John’s Community Hall, 194 West Street, Erith, Kent, DA8 1AN collects, uses and shares personal data, and your rights in relation to the personal data we hold. For these purposes Re-Instate is the Controller of your personal data under the General Data Protection Regulation and other UK data protection laws.

Re-Instate may change this Privacy Notice from time to time. This Privacy Notice is effective from April 2021.

How we collect your information

We may collect your personal data in a number of ways, for example:

• When you register or enter your details on our website, for example when signing up for the Re-Instate newsletter;
• When you communicate with us by post, telephone, fax, email or other forms of electronic communication;
• When you attend a Re-Instate event or meeting, or otherwise provide your details to a Re-Instate member of staff or trustee;
• When you complete a Re-Instate survey or questionnaire;
• From information provided to us in connection with a service or a project which we are supporting;
• From other organisations seeking to introduce us to you;
• From public domain sources where we identify that you may be interested in us or our work.

The categories of data we collect

We may collect the following categories of personal data about you:

• Your name and contact information such as address, email address and telephone number (and, on an ongoing basis, any change of address details);
• To a limited extent and only occasionally, medical information where we require this information to provide services to you;
• Information you provide about yourself when you complete Re-Instate form;
• Technical information collected through the use of cookies about your use of our website including details of your domain name, location and internet protocol (IP) address, operating system, browser version, the content you view, and how long you stayed on a page.
• Information concerning your engagement with Re-Instate, including records of communications between you and us and your attendance at events and meetings organised by Re-Instate;
• Your opinion and feedback in relation to any surveys or questionnaires issued by Re-Instate that you complete, such as feedback on our charitable activities and events; and
• Information about your job, professional memberships and interests collected from public domain sources to help us to understand what aspects of Re-Instate and our work may be of interest to you.

The basis for processing your data, how we use that data and with whom we share it

1. Legitimate interests
   We may process your personal data because it is necessary for our or a third party’s legitimate interests. This will always be weighed against your rights, interests and expectations. Our legitimate interests include the operation of Re-Instate in accordance with our charitable objects. Examples of where we process personal data in accordance with our legitimate interests include:

• To correspond with you about our charitable activities, including details of events or training, that you have requested from us;
• To inform you of opportunities, potentially, and of opportunities to write or feature in Re-Instate’s newsletter content, and to send you these newsletters and other similar updates from time to time;
• Processing technical information about your use of our website to ensure that content on our website is presented in the most effective manner;
• Processing enquiries, complaints and analysing our charitable activities;
• Marketing our activities, events and resources by post, telephone and electronic mail – except in situations where it is required or appropriate to seek your specific consent.

In this respect, we may also provide your personal data to the following (where this is necessary for our or a third party’s legitimate interests):

• Third party service providers who we may engage to assist in delivering services or other activities to you or the organisation you represent: for example, course tutors and trainers.
• Our bank, to whom payment details are provided in order to process a payment made to the organisation you represent;
• Our professional advisers, where it is necessary for us to obtain their advice or assistance;
• Professionals who assist us in putting together, printing and delivering the Re-Instate newsletter and website content, and our IT support and data storage provider(s); and (occasionally)
• Other organisations whose work may be of interest to you (by introducing you to them).

2. Legal obligations
   We may also process your personal data for our compliance with our legal obligations. In this respect, we may use your personal data to comply with subject access requests of others, tax legislation, safeguarding requirements (for example those required by the Charity Commission), for the prevention and detection of crime, and in order to assist the police and other competent authorities with investigations (including criminal investigations). In this respect, we may provide your personal data to our professional advisers, where this is necessary for us to obtain their advice or assistance.

3. Consent
   In some circumstances Re-Instate may seek your specific consent to process your personal data: for example, if we wish to use your name, likeness or an attributed quote in our newsletter, on our website or in marketing materials; or where we wish to put you in touch with other organisations and external agencies and/or representatives of other services.We will normally seek consent when processing your medical information or other information about your health, such as for our records. At times the processing of personal data concerning your health may be necessary to protect your vital interests (such as your immediate safety) and it may not be appropriate to seek your consent in such circumstances.If you have given your consent and you wish to withdraw it, please contact us using the contact details below. Please note that where our processing of your personal data does not rely on your consent, we may not be able to fulfil your request (please see Your Rights section below).

Retention of your data

We may retain your personal data for as long as is necessary to undertake our charitable activities with the organisation you represent, and to protect our legal interests (for example where required by relevant authorities, or for a reasonable legal limitation period after we have ceased undertaking activities with the organisation you represent/ed) or as otherwise stated to you when your data is collected, or for such period as we reasonable consider appropriate in connection with our relationship with you and/or the organisation you represent/ed; or for record-keeping and archival purposes.

Your rights

You also have the following rights:

• To be informed what personal data we hold about you and/or to obtain access to it (i.e. by receiving a copy of it in a permanent form);
• To require us not to send you direct marketing communications;
• To require that we cease processing your personal data if the processing is causing you damage or distress;
• To require us to correct the personal data we hold about you if it is inaccurate;
• To require us (in certain circumstances) to erase your personal data;
• To request that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
• To receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller; and
• To object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply: for example if we have reason to believe the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Notice.

You can find out more about your rights under data protection legislation at ico.org.uk.

Questions and concerns

If you have any questions or concerns about how we process your personal data, or you wish to exercise any of the rights set out above, you may contact us;

• By email: info@re-instate.co.uk
• By telephone: 01322 438 155
• By post: Re-Instate, St John’s Community Hall, 194 West Street, Erith, DA8 1AN.

If you are not satisfied with how we are processing your personal data, you can raise a concern with the Information Commissioner (ico.org.uk).