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The Rose Road Association Privacy Statement

April 2021

Privacy Statement

The Rose Road Association is committed to protecting your privacy. We ensure all your personal information is held securely and safely.

This Privacy Statement explains how we collect, use and store information, and what that might mean for you. The Rose Road Association holds and processes personal details in accordance with the General Data Protection Regulations and is registered with the Information Commissioner (Registration Number Z5670976) as a data controller.

We collect and process information for the following purposes:

What information we collect

We currently collect and process the following information about the people who use our services, visitors, our supporters and donors:

How we get the information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

We also receive personal information indirectly, from the following sources in the following scenarios:

Lawful basis for processing personal information.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing your information are:

Legitimate Interests

Legitimate interests mean that we can process personal information if we have a genuine and legitimate reason to do so and we are not infringing on your rights or best interests.

This enables us to use your information for our legitimate business interests to support severely disabled children and young adults and their families in Hampshire and surrounding areas. We will only do this with appropriate consideration being given to your rights and any impact this may have on you personally.

We believe that our donors and supporters would be keen to learn more about the impact they have had on the lives of children, young adults and families we have supported, and also better understand how they might support these families in the future.

Legitimate Interests may enable us to send you marketing and other communication which is relevant and timely. It may enable us to undertake customer research and improve our communications. It may enable us to thank our supporters and inform them of the impact of their donation. It may assist us in processing orders, keeping in touch about events and giving you the opportunity to update your communications preferences.

Sharing Information

We may share information about our service-users with health and social care practitioners if we need to do so to keep you safe and healthy. If we need to share service-user information for other reasons we will obtain your consent to do so.

We may share CCTV and Dashboard Camera images with our insurers, with law enforcement organisations or in response to a Data Subject Access Request.

We do not sell, rent or pass on any information about you to other organisations. We may provide third parties with information about visitors to and users of our website but this is aggregate and anonymous.

How we store your information

Your personal information is securely stored on our electronic databases which are password protected, or in locked cabinets on our premises.

CCTV images are stored on a hard drive and deleted and overwritten on a recycling basis and, in any event, are not held for more than one month.

Dashboard Camera images are recorded onto the SD card within the device, which holds around 1.5 hours of footage. Images are overwritten on a recycling basis.

We keep information as outlined in our Records Retention Policy which is available on request.

Your Data Protection Rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. This may include changing the way you hear from us.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances. This may include being removed from our mailing lists.

Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Changing how we store and process your data

From time to time, we will make changes to our privacy notice and policy to keep them up to date and relevant. Please make sure you check regularly to see what has changed.

Our data protection contact details

Please contact us if you wish to make a request or you have a question or complaint about how we are processing your personal information.

Data Security & Protection Lead: Chloe Atkins, Head of Fundraising
Phone: 023 8072 1234
Email: gdpr@roseroad.org.uk
Post: The Rose Road Association, The Bradbury Centre, 300 Aldermoor Road, Southampton SO16 5NA.

You can complain to the Information Commissioners Office (ICO) if you are unhappy with how we have processed your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Helpline number: 0303 123 1113

Download our full Privacy Notice in PDF below.