Bath Ethnic Minority Senior Citizens Association (BEMSCA) is committed to protecting your privacy and security and ensuring you remain informed and in control of your information.  This policy explains when we use your personal information, how we use it, how we keep it secure, and in what circumstances we may share it with other organizations.  We want to make sure you remain in control of your personal information.  Part of this is making sure you understand your legal rights, which are as follows:  the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as a subject access request)  the right to have your data erased, though this will not apply where it is necessary for us to continue to use the data for lawful reason   the right to have inaccurate data rectified  the right to object to your data being used for marketing or profiling  you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract.  This information will be provided in a common electronic format  Sometimes there might be exceptions to the rights above; we will always try to respond to your satisfaction, but there may be a situation where we are unable to do so  Collecting Information about you  We collect information about you when you use one of our services, volunteer with us, donate to us, or contact us through social media. This is generally done through an application or referral form and you provide us with the information.  Information we collect  The personal information we collect will include your name, address, age, contact details, and your next of kin contact details in case of an emergency. Sometimes we might need to know a little bit about your health.  This information will only be held with your explicit consent.   For monitoring purposes, we will ask you for your ethnic background.  This information will only be held with your explicit consent.  It will not restrict your access to services should you choose not to provide this information.   If you are a member of staff or volunteer with us then we will collect extra information about you, e.g. references, criminal records check, professional certificates, emergency contact details, medical condition.  This information will be retained for legal reasons, to protect us including in the event of an insurance or legal claim, and for safeguarding purposes.  Donors  If you are a donor, we will collect financial information (direct debit / standing order details), and whether your donations are gift-aided.  How we use your information   To be able to support you in the services you use, for example providing the information you might need. To seek your views or comments on the services we provide. To notify you of changes to our services. To send you communications which you have requested. To contribute to our future service development to ensure that our services are fully accessible, and they are what you want and need.  Keeping your information  We will hold your personal information on our systems for as long as you are registered for our services and then for 6 years after that.  Volunteer information will be kept for 3 years after leaving.  After this time, we will aggregate and anonymize personal data.  This information can be used for a variety of purposes, such as reporting to funders and identifying trends to help inform our actions and improve our services.  Storing your information  BEMSCA are based in the UK and we store our data within the European Union.  Some of our computer systems use Microsoft products. As Microsoft is a US company, using their products might result in personal data being transferred to or accessible from the US.  This is allowed, your personal data will still be adequately protected.  Protecting your information  We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorized access to or use or disclosure of your personal information.  Electronic data and databases are stored on secure computer systems and we control who has access to information.  Our staff receive data protection training and we have a set of detailed data protection procedures which staff are required to follow when handling personal data.  Sharing your information  We will never sell your personal data and will only ever share it with organizations we work with where necessary and if your data’s privacy and security are guaranteed. If you request that we refer you to a third-party organization, we will only undertake this with your permission. Through our contracts with HCRG, (acting on behalf of Bath & North East Somerset council) , we are sometimes required to share personal information (name, address, age, ethnic background, religious belief) for people using our drop in Information & Advice Service and our Day Centres service. Details of how HCRG and B&NES Council protect your information is available on their websites: HCRG: HCRG Care Group - High quality community health and care services B&NES Council:   http://www.bathnes.gov.uk/disclaimier-and-privacy-statement BEMSCA is a partner of the Community Wellbeing Hub (the Hub).  We receive referrals for individuals who need support via the Hub.  Details of how the Community Wellbeing Hub collects, stores and shares personal information can be found on their website https://communitywellbeinghub.co.uk/privacy-policy. We are also sometimes required to share personal information (name, address, age, ethnic background) and other anonymized data with our funders national Age UK, the Masonic Charitable Foundation, and eon energy for the purpose of enabling them to monitor the success of the services they fund us to offer.   Disclosure  BEMSCA has a legal duty to disclose some information including:   Safeguarding concerns will be reported to children’s Services / Adult Social Care  Drug trafficking, money laundering, acts of terrorism or treason will be disclosed to the police  If an illegal act has or is believed to have taken place it will be reported to the appropriate authorities  BEMSCA will always inform you of any disclosure.  Marketing   BEMSCA does not undertake unsolicited marketing and will not sell, rent or otherwise share your information to third parties for marketing purposes. We do send out information about our services and updates relating to older people, their carers, volunteers and donors which relates to initiatives, activities, and requests for support. Should you no longer wish to receive this information at any point simply let us know and we will ensure you are removed from our mailing list:   Email: admin@bemsca.org.uk   Post:     Data Processor Bath Ethnic Minority Senior Citizens Association (BEMSCA) Fairfield House (via Partis Way), 2 Kelston Road, Bath, BA1 3QJ Phone: 01225 464165 Mon, Weds and Fri 10am-4:30PM  If you have opted-in to communications from us, we may contact you with information about our partners and their services, but these communications will always come from BEMSCA. Fundraising  As a local independent charity, we rely on donations and support from others to continue our work.  From time to time, we will contact services users, volunteers, and supporters with fundraising material and communications.  This might be about an appeal or to suggest ways you can raise funds to donate to BEMSCA. We will only contact you specifically about fundraising if you’ve ‘opted in’ to receiving marketing from us (you can unsubscribe at any time). If you decide to donate to us, then we will keep records of when and how much you give to a particular cause.  Profiling BEMSCA does not analyse your personal information for profiling purposes.  Questions Any questions you may have about this policy or how we use your personal data should be sent to:  Email: admin@bemsca.org.uk Post : Bath Ethnic Minority Senior Citizens Association (BEMSCA) Fairfield House (via Partis Way), 2 Kelston Road, Bath, BA1 3QJ Phone: Phone: 01225 464165 Mon, Weds and Fri 10am-4:30PM  Complaints  You can complain to BEMSCA directly by contacting our Data Controller using the details above.  If you wish to make a complaint which does not directly relate to your data protection and privacy rights, you can do so in accordance with our complaints policy which is below.  If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office (ICO) which regulates and enforces data protection law in the UK.  Details of how to do this can be found at www.ico.org.uk   Social Media Platforms: Facebook: https://www.facebook.com/bemscabath Instagram: https://www.instagram.com/bemsca/ Website: https://www.bemsca.org.uk/