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We are delighted that you have shown an interest in our approach to privacy. Data protection is of a particularly high priority for Response Organisation (“we”, “our” “us”). This privacy notice will provide you with all the information you should need to help you understand how we obtain, use and share your personal data.
WHO ARE RESPONSE?
Response Organisation (Response) is a registered charity providing accommodation, care and support in community-based settings in the Thames Valley for people with enduring mental health needs. We are registered with the Charity Commission (charity number 1101071) and the Information Commissioner (Z762256X).
We are both a controller and processor of personal data for the purposes of the UK General Data Protection Regulation (GDPR). We will always process your personal data in accordance with current data protection legislation.
You can contact us at:
The Data Protection Officer
A G Palmer House, Morrell Crescent
OX4 4SU Oxford
United Kingdom (UK)
Phone: 01865 397 940
Email: [email protected]
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated in December 2021.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
THE PERSONAL DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information which relates to someone who can be reasonably identified.
We may collect, use, store and transfer different kinds of personal data about you. This includes, but is not limited to, when you browse our website, contact us or when you receive housing and support services from Response.
We have grouped together the types of personal data as follows:
- Identity Data includes first name, birth name, last name, marital status, title, gender, birth date, age, NHS number, National Insurance number, facial photograph, Vaccination and immunisation status etc.
- Care and support data includes information relating to your health, notes recorded about your well-being, and may include information shared with us by other agencies or authorities.
- CCTV data including images recorded in and around Response managed housing in accordance with our CCTV Policy.
- Contact Data includes address (including postcode), email address and telephone numbers.
- Financial Data includes billing information (but we do not store credit card data or any other sensitive payment amount), bank account and payment card details.
- Financial Transaction Data includes details about payments to and from you.
- Technical Data includes internet protocol (IP) address, unique device ID, browser type and version, operating system, referring domain, language preferences, mobile carrier if you are using a mobile device and other general information such as geo-location and online behavioural tracking.
- Marketing and Communications Data includes your communication preferences.
HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity, Contact and Financial Data by corresponding with us by post, email or otherwise. This includes personal data you provide when you ask us to carry out our services for you.
- Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below.
- Technical Data from third parties such google analytics who may collect information such as website analytics through our website.
- Contact, Financial and Transaction Data from providers of technical, payment and delivery services and credit check providers.
- Identity and Contact Data from publicly availably sources.
- Social media platforms such as LinkedIn, Facebook, Instagram, Twitter or others.
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- To deliver our contractual obligations for the provision of services for our partners e.g., local authorities.
- To respond to your requests or enquiries regarding our services
- Where we need to comply with a legal or regulatory obligation.
- Where it is necessary for our legitimate interests (or those of a third party), but only when these are of lesser importance than your interests and fundamental privacy rights.
We may also use your personal data in the following situations, but these are not likely:
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest or for official purposes.
Purposes for which we will use your personal data
Below is a description of all the ways we plan to use your personal data, what makes it lawful to do so and, what legitimate interests we might rely on.
Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis.
USE OF SENSITIVE DATA
“Special categories” of sensitive personal data require higher levels of protection than non-sensitive data. To process such sensitive data, we need further justification. We may process special categories of personal data in the following circumstances:
- In limited circumstances, with your explicit written consent.
- Where we need to carry out our legal obligations or exercise rights in connection with employment.
- Where it is needed in the public interest.
DISCLOSURES OF YOUR PERSONAL DATA
Should we transfer your personal data out of the UK, we will ensure adequate safeguards are in place to protect your personal data. This may include, but is not limited to, reliance on adequacy regulations e.g., transfers to the European Economic Area (EEA), the use of approved standard contractual clauses and International Data Transfer Agreements and Transfer Risk Assessments.
Please contact us if you want further information on the specific mechanism used by us if we transfer your personal data out of the UK.
YOUR LEGAL RIGHTS
Whenever you have a question about your data rights, please contact our data protection officer (DPO) using the contact details provided above in ‘Who we are’. If you contact another member of our staff, they will pass your request on to our DPO for prompt action.
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no proper reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
No fee is usually required to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.
On this website, we have integrated components of the enterprise Facebook. Facebook is a social network.
With each call-up to one of the individual pages of this Internet website, which is operated by the controller and into which a Facebook component (Facebook plug-ins) was integrated, the web browser on the information technology system of the user is automatically prompted to download display of the corresponding Facebook component from Facebook through the Facebook component. An overview of all the Facebook Plug-ins may be accessed under https://developers.facebook.com/docs/plugins/. During the course of this technical procedure, Facebook is made aware of what specific sub-site of our website was visited by the user.
If the user is logged in at the same time on Facebook, Facebook detects with every call-up to our website by the user—and for the entire duration of their stay on our Internet site—which specific sub-site of our Internet page was visited by the user. This information is collected through the Facebook component and associated with the respective Facebook account of the user. If the user clicks on one of the Facebook buttons integrated into our website, e.g. the “Like” button, or if the user submits a comment, then Facebook matches this information with the personal Facebook user account of the user and stores the personal data.
Facebook always receives, through the Facebook component, information about a visit to our website by the user, whenever the user is logged in at the same time on Facebook during the time of the call-up to our website. This occurs regardless of whether the user clicks on the Facebook component or not. If such a transmission of information to Facebook is not desirable for the user, then he or she may prevent this by logging off from their Facebook account before a call-up to our website is made.
The data protection guideline published by Facebook, which is available at https://facebook.com/about/privacy/, provides information about the collection, processing and use of personal data by Facebook. In addition, it is explained there what setting options Facebook offers to protect the privacy of the user. In addition, different configuration options are made available to allow the elimination of data transmission to Facebook. These applications may be used by the user to eliminate a data transmission to Facebook.
On this website, the controller has integrated the component of Google Analytics (with the anonymizer function). Google Analytics is a web analytics service. Web analytics is the collection, gathering, and analysis of data about the behavior of visitors to websites. A web analysis service collects, inter alia, data about the website from which a person has come (the so-called referrer), which sub-pages were visited, or how often and for what duration a sub-page was viewed. Web analytics are mainly used for the optimization of a website and in order to carry out a cost-benefit analysis of Internet advertising.
The operator of the Google Analytics component is Google Inc., 1600 Amphitheatre Pkwy, Mountain View, CA 94043-1351, United States.
For the web analytics through Google Analytics the controller uses the application “_gat. _anonymizeIp”. By means of this application the IP address of the Internet connection of the user is abridged by Google and anonymised when accessing our websites from a Member State of the European Union or another Contracting State to the Agreement on the European Economic Area.
The purpose of the Google Analytics component is to analyze the traffic on our website. Google uses the collected data and information, inter alia, to evaluate the use of our website and to provide online reports, which show the activities on our websites, and to provide other services concerning the use of our Internet site for us.
Google Analytics places a cookie on the information technology system of the user. The definition of cookies is explained above. With the setting of the cookie, Google is enabled to analyze the use of our website. With each call-up to one of the individual pages of this Internet site, which is operated by the controller and into which a Google Analytics component was integrated, the Internet browser on the information technology system of the user will automatically submit data through the Google Analytics component for the purpose of online advertising and the settlement of commissions to Google. During the course of this technical procedure, the enterprise Google gains knowledge of personal information, such as the IP address of the user, which serves Google, inter alia, to understand the origin of visitors and clicks, and subsequently create commission settlements.
The cookie is used to store personal information, such as the access time, the location from which the access was made, and the frequency of visits of our website by the user. With each visit to our Internet site, such personal data, including the IP address of the Internet access used by the user, will be transmitted to Google in the United States of America. These personal data are stored by Google in the United States of America. Google may pass these personal data collected through the technical procedure to third parties.
The user may, as stated above, prevent the setting of cookies through our website at any time by means of a corresponding adjustment of the web browser used and thus permanently deny the setting of cookies. Such an adjustment to the Internet browser used would also prevent Google Analytics from setting a cookie on the information technology system of the user. In addition, cookies already in use by Google Analytics may be deleted at any time via a web browser or other software programs.
Further information and the applicable data protection provisions of Google may be retrieved under https://www.google.com/intl/en/policies/privacy/ and under http://www.google.com/analytics/terms/us.html. Google Analytics is further explained under the following Link https://www.google.com/analytics/.
On this website, we have integrated components of Twitter.
With each call-up to one of the individual pages of this Internet site, which is operated by the controller and on which a Twitter component (Twitter button) was integrated, the Internet browser on the information technology system of the user is automatically prompted to download a display of the corresponding Twitter component of Twitter. Further information about the Twitter buttons is available under https://about.twitter.com/de/resources/buttons. During the course of this technical procedure, Twitter gains knowledge of what specific sub-page of our website was visited by the user. The purpose of the integration of the Twitter component is a retransmission of the contents of this website to allow our users to introduce this web page to the digital world and increase our visitor numbers.
If the user is logged in at the same time on Twitter, Twitter detects with every call-up to our website by the user and for the entire duration of their stay on our Internet site which specific sub-page of our Internet page was visited by the user. This information is collected through the Twitter component and associated with the respective Twitter account of the user. If the user clicks on one of the Twitter buttons integrated on our website, then Twitter assigns this information to the personal Twitter user account of the user and stores the personal data.
Twitter receives information via the Twitter component that the user has visited our website, provided that the user is logged in on Twitter at the time of the call-up to our website. This occurs regardless of whether the person clicks on the Twitter component or not. If such a transmission of information to Twitter is not desirable for the user, then he or she may prevent this by logging off from their Twitter account before a call-up to our website is made.
The applicable data protection provisions of Twitter may be accessed under https://twitter.com/privacy?lang=en.