How we collect, store, protect and use the information you give us.
We are OPAL Services (Rural West Cheshire). We run OPAL Services for older people in the rural areas of west Cheshire. We are committed to giving you a service that meets your needs and at the same time protecting your data privacy.
When you first get in touch
One of our Organisers will contact you using the contact details you give to us and will discuss your requirements. If you decide to become a user of one of our services we will first ask you for your personal information relevant to the service you would like us to provide. We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to. For example, we will ask for relevant health information if you are taking part in one of our OPAL Clubs. We will then ask you to complete and sign a consent form giving us permission to use your personal information. We are required by law to do this and you will be able to withdraw your consent at any time.
We will store your emergency contact and next of kin information on the understanding that you have informed your contacts that you have shared their information with us and they have agreed to us storing their contact details for use in an emergency.
Data protection principles
We will comply with data protection law. This says the information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that have been clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as is necessary for the purposes we have told you about.
- Kept securely.
How we will use your information.
We may use your information to:
- Provide the services to you.
- Help run and improve our services– ones we’ve provided before, now or in the future.
- Create statistics that we may share with the organisations who provide funding for our services.
- Train our staff.
- Get in touch with you about events that we think may be of interest to you. That could be by email, phone, text, multimedia message or another form of electronic communication if you have given us permission to do so. You can withdraw your consent at any time.
- We may keep a record of the communications we have with you, such as phone conversations and emails. This is just to make sure we are providing a good service and we are meeting our regulatory and legal responsibilities.
- With your prior consent we may use photos we take of you and others to promote our services, for example in our annual report, on our website and on our social media pages. You may withdraw your consent at any time.
- Deal with entries in a competition.
- Seek your views on our services.
- Process a donation from you.
- Notify you of a change to our services.
How long we will keep your information.
We will keep your information for as long as we are providing you with an OPAL service. After that we will keep it for the length of time specified in our records retention schedule and in line with legal or contractual requirements.
How we will get in touch
We’ll use the contact information you’ve given us when we need to get in touch. One of our Organisers may visit you at home but they will contact you first to confirm that it is convenient. We might email you, give you a ring, send a text or use another form of electronic communication.
Our legal basis for processing personal information
We require your consent to process your personal information unless:
- there is a legal or regulatory obligation on us to do so, for example if we are required by the Charity Commission or Fundraising Regulator.
- It is necessary to protect life or health, for example in a case of medical emergency.
- It is in our legitimate interests to do so, for example when we need to process personal information for employment purposes.
You may withdraw consent at any time.
Sharing your information with others
OPAL Services will not share your personal information with others without your consent, except in the event of an emergency or if there are strong concerns about your safety or wellbeing.
We will not release your information to 3rd parties and we will not sell your data to others for marketing purposes.
For BreakTime clients
We are funded by Cheshire West and Chester Council (CWaC) and monitored by Cheshire and Warrington Carers Trust (C&WCT) to provide the OPAL BreakTime service. We are required to store information about you on the Upshot computer system. This means that CWaC and C&WCT can access some of your information in order to see how the service is running. For this reason you are advised to read the C&WCT and CWaC’s data protection policies to see how they use and store your personal information.
For Branching Out participants
Until 2019, we were funded by Brightlife to provide the New Horizon’s and What’s Cooking services. Up to this time we were required to supply some members’ personal data to Brightlfe and members’ information is stored for 7 years following the end of the contract. New Horizon and What’s Cooking participants may have elected to take part in a research project for Brightlife that had a separate consent process. From 2019, OPAL Services became the data controller for the Branching Out OPAL service, including What’s Cooking, and no information is shared with external bodies.
For Carers Connect members
OPAL Services is commissioned by Cheshire and Warrington Carers Trust (C&WCT) to provide the OPAL Carers Connect service. Under this contract both C&WCT and the CWaC are the data controllers. We are required to store information about you on the Upshot computer system. This means that C&WCT and CWaC can access some of your information to see how the service is running. For this reason you are advised to read theC&WCT’s and the CWaC’s data protection policies to see how they use and store your personal information.
For GoOnline participants
OPAL Services is the data controller for the GoOnLine OPAL service. GoOnLine members’ information is held by us on your Organiser’s laptop and the data is encrypted. Your data is not shared with anyone outside of OPAL Services.
For OPAL Club members
OPAL Services is part-funded by Cheshire West and Chester Council (CWaC) via Cheshire Community Action (CCA) to provide OPAL Club services. Under this contract we share data controller responsibilities with CCA and we are required to store information about you on the Upshot computer system. This means that CCA can access some of your information in order to see how the service is running. For this reason you are advised to read CCA’s and CWaC’s data protection policies to see how they use and store your personal information.
For staff and volunteers
For staff and volunteers we have a privacy notice which is available from our Organisers and by emailing email@example.com
- You have a right to be informed about how we use your personal information. This information is in this privacy notice. If you have any questions after reading this notice, please contact us at OPAL Services (Rural West Cheshire), P.O. Box 161, Whitchurch, SY13 9BG or email firstname.lastname@example.org.
- You have the right to a copy of the personal information we hold on you. Please put any requests in writing. We will not charge you for providing a copy of your information. Please contact your local Organiser or contact our Data Protection Officer at OPAL Services (Rural West Cheshire), P.O. Box 161, Whitchurch, SY13 9BG or email email@example.com.
- If any information we have about you is inaccurate or incomplete you can ask us to put this right.
- You have aright to ask us to erase the information we have about you. This is known as the “right to be forgotten”. You can do this by withdrawing your consent.
- If you feel that we and/or our partner organisations are processing your data in a way you don’t like, you have the right to restrict processing of your data. This may limit our ability to deliver you with your OPAL service and you should discuss this with your Organiser.
- You have a right to request that your personal data be provided to you electronically.
- You have the right to object to your data being processed by us or any of our partners.
- You have the right for your information not to be subject to automated decision making. We do not make decisions about you using automated methods.
We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted. We will retain your details on a suppression list to help ensure that we do not continue to contact you for marketing purposes. However, with your consent we may still contact you for administrative purposes.
Protecting your information
We have procedures in place to protect the security of your personal information. Your paper records will be stored securely in locked cabinets. Information about you that we hold electronically will be stored on encrypted computers or in the Cloud. Information may be stored but not processed outside of the European area and GDPR will be adhered to. Any information containing personal information that is required by our funders and commissioners is transferred to them electronically by internet network connections.
We limit access to your personal information to those employees and volunteers who have a business need to know. They are subject to a duty of confidentiality. We offer training and provide guidance for staff and volunteers to help them understand their obligations under the data protection regulations.
We have procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We are concerned to protect the privacy of individuals aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
If you have a complaint about the way we use personal information
You have a right to complain if you feel we are not using your information correctly or if you feel that we have not responded properly to your concerns about the way we use your personal information. You can complain by speaking to an Organiser or by writing to the OPAL Services Data Protection Officer at: OPAL Services (Rural West Cheshire), P.O. Box 161, Whitchurch, SY13 9BG.
If you make a complaint to us and not satisfied with our response, you can complain to the Information Commissioner’s office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
If you’d like any more information, or you have comments or questions about our data protection or privacy procedures, please write to us at: OPAL Services (Rural West Cheshire), P.O. Box 161, Whitchurch, SY13 9BG.
Or phone our Administrator on 07851 214 163
Or email us at: firstname.lastname@example.org
We may amend our data protection policy and notice from time to time. You can email or write to us at any time to ask for a copy.