Ballynafeigh Community Development Association (BCDA)
Privacy Statement 2019
This privacy notice applies to the data that BCDA collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it.
BCDA is a multi-purpose organisation, operating as a resource centre and acting as a catalyst for the creation and delivery of social actions to tackle disadvantage and address those issues which impact on development and quality of life matters for vulnerable individuals and groups in South Belfast.
We offer a range of services which includes: Generalist welfare and welfare reform benefit advice, health and wellbeing projects, senior engagement project, a Sure Start creche, parent and toddler groups, counselling programme in partnership with the South Belfast Mental Health Hub, Men’s Shed group, community consultation work around contentious issues, room rental and user group support, mail box postal service, hot desking and we run other ad-hoc programmes throughout the year.
What personal data do we process?
BCDA is committed to protecting the privacy and personal data of all those who interact with us. We are registered with the Information Commissioner’s Office and all personal data we hold is held in accordance with EU General Data Protection Regulation (GDPR). In compliance with GDPR, personal data may only be held and processed where there is a lawful basis for doing so. This will vary depending on the purpose with which you interact with us.
The following table explains the types of data we collect and the legal basis on which this data is processed:
|Purpose||Data (key elements)||Legal Basis|
|Enquiring about BCDA and its work||Name, email address, phone no., message||Legitimate Interests – it is necessary to read and store your email so that we can respond in a way you would expect.|
|Signing up as an BCDA User group or attending our summer scheme||Primary contact name, organisation, organisation address, telephone number, email address, invoicing details, medical conditions||Contract – by paying your fee(s) you have entered into a contractual relationship with us as set out in our user group contract.|
|Asking us to provide advice and assistance||Full name, address, date of birth, phone no., disability status, housing status, current welfare benefits, income|
Special category data: gender, race, ethnicity, religion, health status, sexual orientation
|Consent – by providing us with your explicit consent you are allowing us to keep a record of your case. We will use the information that you have given us to progress your advice case. We may also use it for quality and monitoring purposes. In the case of our helplines we will obtain your consent over the phone.|
The special category data is used for monitoring purposes and is provided to our funders in an anonymised format.
|Participating in our training courses and / or events||Name, address, organisation, email address, invoicing details|
Photographs, video and/or sound recordings of events and training sessions
|Contract – by booking onto a course and / or event you have entered into a contract of service for us to provide you with training. If your course is accredited we are required to share your information with the relevant accrediting body.|
Consent – we sometimes use photographs, video and/or sound recordings in printed and electronic media, for promotional, educational and archival purposes. We ask for your consent before doing so.
Consent – we send out information about our upcoming training and events. We ask for your consent before doing so and you can unsubscribe at any time.
|Applying for a job with BCDA||Name, address, email address, National Insurance No., phone no., unspent criminal convictions||Legitimate Interests – it is necessary to store this information about you so that we can undertake the volunteering recruitment process including an Access NI check.|
|Volunteering with BCDA||Name, address, email address, phone no., unspent criminal convictions||Legitimate Interests – it is necessary to store this information about you so that we can undertake the volunteering recruitment process including an Access NI check.|
How do we store this data?
We store welfare advice client information on Advice Pro which is a fully-managed, secure web-based case management system. The client data in Advice Pro is held within the UK in a secure data centre compliant with Information Security Code of Practice ISO27001.
Where data is held in hardcopy it is stored in secure filing systems and no unauthorised personnel has access to them.
We store hard copies of Counselling data in a way which is complaint with the BHSCT Data protection and GDPR guidelines.
All other electronic data is stored on our own internal servers.
How do we protect your data?
BCDA takes protecting your data very seriously. We have clear data protection and information security policies and procedures in place (in addition to Regulatory and other legal obligations to keep your data safe) and these are regularly assessed as part of our Quality Standards and compliance processes.
When we use third party services and cloud services to process personal data we take due diligence to make sure that they are reputable and have appropriate data protection practices.
We take all necessary measures to protect our IT system to safeguard against potential cyber threats.
How long will we keep your data?
We only keep your data for as long as is necessary and for the purpose(s) for which you provided it to us.
We only retain records for the length of time that we are legally obliged to do so (for example, invoices, payment information, job applications and monitoring information). In other cases, we apply our retention schedule when we no longer require personal data and ensure its secure deletion or disposal.
Who do we share your personal data with?
If you contact us for advice and we are unable to help, we may refer you to another organisation which in our opinion will be able to help you. We have referral agreements in place with a selection of organisations depending on what your issue is, such as Belfast Citywide Tribunal Service. We will always ask for your consent before we make a referral or share any of your personal information.
What are your rights?
You have the right to request:
Access to the personal data we hold about you, free of charge in most cases.
The correction of your personal data when incorrect, out of date or incomplete.
The deletion of your personal data, for example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
That we stop any consent-based processing of your personal data after you withdraw that consent.
You have the right to request a copy of any of the information that we hold about you at any time, and also to have that information corrected if it is inaccurate.
To request a copy of the information we hold on you, please contact Katie Hanlon BCDA 283 Ormeau Road or telephone 028 90 49116. Requests will be dealt with within a 30 day period.
If we decide not to action your request, we will explain to you the reasons for our refusal.
If you believe that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1114. Or go online to www.ico.org.uk/concerns
This privacy notice was last updated on 27th May 2019