Privacy & Data
This privacy and data notice tells you what to expect us to do with your personal information.
What information we collect about you
We collect or use the following information when you voluntarily subscribe to our newsletter, when you send us a message directly via our website or when you consent to testing our early-stage app.
Name and contact details
Age
Borough
Limited information about your family circumstances.
How we use your personal data
• To provide you with information, services or products you’ve requested, or which may interest you.
• To enable us to build a local peer to peer network in support of our charitable aims.
• For safeguarding purposes.
• To record and respond to any comments or complaints and to investigate and make necessary changes.
• To promote our activities and events. Where you have agreed we may use photos of you, or testimonials for marketing or to build our peer-peer network.
• To check your suitability to take part in research, or to volunteer or undertake a professional role with us. This may involve internal searches as part of the recruitment process.
Research
We would like to send you information about future services that may be of interest to you. If you have consented to receive this information, you may opt out at any point.
• You have the right at any time to stop us from contacting you
• We will not share your information with third parties.
• If you no longer wish to be contacted, please email us at: hello@siblingcircles.com
Our Lawful Basis for using your personal data
Data Protection law means we must have a reason or justification, also known as a ‘lawful basis’, to use any of your personal data:
• Legitimate interests
We’re collecting or using your information because it benefits our charitable aims without causing an undue risk of harm to anyone. All of your data protection rights apply, except the right to portability. This means that the information may not be sent to you in a format that everyone can easily read.
Our legitimate interests are namely to:
1. Collect anonymised information for the establishment of a charitable network of like-minded individuals.
2. Engage with the public or funders to further these social and charitable aims. This means that it’s important for us to talk to the public about our network in general so that we can promote our work and goals.
• Consent
This is where we've asked for your permission to use your personal data in a specific way, and you've agreed. For example, to send you an email or use our app. All of your data protection rights apply, you have the right to withdraw your consent at any time.
• Legal obligation
We have to collect or use your information so we can comply with the law or in order to protect your vital interests or the vital interests of another person. For example we may conduct a criminal records check on staff or volunteers. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital Interests
Where there's a serious or immediate risk to your physical or mental health or wellbeing we may use your personal data. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task
Some activities are done in the public interest. For example, collecting personal data about safeguarding concerns raised.
• Contract
We may process your personal data as part of an agreement you have with us. For example, if you work or volunteer for us.
Who we share your information with
We will not share or sell your personal data to other organisations for use by them in any way. We cannot keep all information confidential as we need to ensure young people and vulnerable adults are safe. This means that if you tell us anything about yourself or another person being hurt or at risk of being hurt, we might need to tell someone who can help.
We may share your personal data with:
Organisations we need to share information with for safeguarding reasons
Organisations we’re legally obliged to share personal information with such as law enforcement and emergency services
Data storage, customer relationships, how, and how long we keep information
All personal data collected to pilot test the Sibling Circles app will be kept on an encrypted device for two years, before being destroyed. Under the General Protection Regulation, participants have the right to withdraw this information at any time. While testing the app however, all data collected will be anonymised. Anonymous data may not be withdrawn.
We may be legally required to keep some personal data for longer periods to meet our safeguarding and legal obligations.
We may store other data through selected third parties such as Google Workspace. The data servers may be in the United Kingdom, EU or elsewhere.
We also use Google tools such as Gmail and Google Workspace to manage our customer relationships.
Their terms and conditions are:
https://policies.google.com/privacy
https://policies.google.com/terms
Your rights
Under General Data Protection Regulation (GDPR), a European law which protects the privacy of individuals, you also have the following rights:
• the right to be informed about the collection and use of your personal data – this is called ‘right to be informed’
• the right to ask us for copies of your personal information we have about you – this is called ‘right of access’. This is also known as a subject access request (SAR), data subject access request (DSAR) or right of access request (RAR)
• the right to ask us to change any information you think is not accurate or complete – this is called ‘right to rectification’
• the right to ask us to stop using your information – this is called ‘right to restriction of processing’
• the ‘right to object to processing’ of your information, in certain circumstances
• the right to erasure (sometimes known as the right to be forgotten): If you withdraw consent, you have the right to request us to delete the personal data we hold for you
• the right to complain to the Information Commissioner if you feel we have not used your information in the right way. There are legitimate reasons why we may refuse your information rights request, which depend on why we are processing it.
Complaints
If you consider that the personal data we hold for you has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.
The Information Commissioner can be contacted:
By email: casework@ico.org.uk
By phone: 0303 123 1113
By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
How to contact us?
Please contact us if you have a question or concern about our privacy policy or information we hold on you, by email to: