Helpforce (‘we’, ‘us’, ‘our’) are at the forefront of a national movement to improve the lives of NHS staff, patients and our communities through the power of volunteering. We committed to protecting and respecting your privacy. This policy, together with any other documents referred to on it, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
Our address is New Wing Somerset House, Strand, London, England, WC2R 1LA:
Our website is https://helpforce.community/ and is owned and operated by UnitedUs.
Under the General Data Protection Regulation (Regulation (EU) 2016/679) (‘GDPR’) and Data Protection Act 2018 (‘the Act’), personal data is defined as ‘any information relating to an identified or identifiable natural person (‘data subject’), by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person’.
The Data Controller
A data controller is the individual or legal person who controls and is responsible to keep and use personal data in paper or electronic files. Hilary Laing is the data controller as defined by relevant data protection laws and regulation.
The lawful bases for processing are set out in Article 6 of the GDPR. At least one of these must apply whenever personal data is to be processed:
(a) Consent: you have given Helpforce your freely, specific, informed or unambiguous consent for your personal data to be processed for a specific purpose.
(b) Contract performance: the processing is necessary for the performance of a contract you have with Helpforce, which had asked you to take specific steps before entering into a contract.
(c) Compliance with legal obligation: the processing is necessary for Helpforce to comply with the law for the tax, social security obligation, employment purposes (not including contractual obligations).
(d) Protection of vital interests: the processing is vital to an individual’s survival.
(e) Public interest: the processing is necessary for Helpforce to perform a task that is in the public interest or for its official functions, and the task or function has a clear basis in law.
(f) Legitimate interests: the processing is necessary for Helpforce’s legitimate interests, or the legitimate interests of a third-party, unless there is a good reason to protect the individual’s personal data that overrides those legitimate interests.
Your data subject rights are listed below:
- the right of access
- the right to rectification
- the right to erasure or right to be forgotten
- the right to restriction of processing
- the right to be informed
- the right to data portability
- the right to object
- the right not to be subject to a decision based solely on automated processing
Under the GDPR and the Act, you may ask for a copy of the information we hold about you and you may request rectifications be made to this information if it is inaccurate or not up to date. Please write to us at [email protected]
Data that we hold
We provide services to individuals as well as organisations. The exact data held will depend on the services to be provided.
Where we engage with individuals, we may collect and process personal data in order to satisfy a contractual or operational obligation. We request that individuals only provide the personal data that is required for us to fulfil our contractual or operational obligation.
Why do we process data?
Where data is collected for professional services, it is used for a number of purposes, as follows:
- Services Provided – Data is processed when you have enquired into the services we provide or when we are currently providing services to you. These services include:
- Learning Networks – We will process your data to give you access to engage and communicate with other volunteers or health professionals on the same platform.
- Volunteers – We may process your data if you are a volunteer and you have taken part in volunteer pilot programme.
- Patients – We may process your data if you have taken part in an activity held by a volunteer.
- Events – we will process your data if you have expressed a wish to attend or you have attended one of our events.
In order to manage and administer our business and services, we may collect and process personal data. This may include (but is not limited to) maintaining internal business records, managing client relationships, hosting events, and maintaining internal operating processes.
- Contractual – In order for Helpforce Community to do what it does, we may from time to time be required to collect and process personal data in order to fulfil contractual requirements.
What data is processed?
The data that is processed is dependent on the service that is being provided and on the recipient of this service, including:
- Medical records
- Next of kin
- Social worker details
- Power of attorney
- Case studies;
- National insurance number
- NHS Number
People who use our website
When people visit our website, personal data is collected both through automated tracking and interacting with various forms on the website or apps (collectively referred to as the websites).
Personal data may be collected when individuals fill in forms on our websites or by corresponding with us by phone, e-mail or otherwise. This includes information provided when an individual registers to use our websites, subscribe to our service, make an enquiry.
Sharing your personal data
We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply any agreements, or to protect the rights, property, or safety of the organisation, or other individuals. This includes exchanging information with other companies and organisations for the purposes of safeguarding or other statutory regulations we have to comply with as well as those organisations with whom you and we have reciprocal agreements for providing services for education or professional development.
Third Party Websites
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Protecting your personal data
The data that we collect from you will be processed at our servers in the UK. It may also be processed by organisations operating in the EEA that Helfforce has instructed.
If personal data is transferred outside the UK or EEA to a country without a designated adequacy rating, Helpforce will request the data subject’s consent before processing the data. Consent will not be sought where the processor’s Binding Corporate Rules, Standard Contractual Clauses or adhoc contractual clauses stipulate that the data will be processed in accordance with the GDPR.
Security of your information
To help protect the privacy of data and personally identifiable information you transmit through use of this our website, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personal data to those employees who need to know that information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.
How long we store your personal data for
We store your personal data in accordance with our data retention policy. This policy is reviewed and updated internally to ensure we do not store your data for longer than is necessary. We also review how and where we store any data to ensure that we meet our obligation to store data securely.
In addition, some of the data we hold may be subject to certain legal and regulatory obligations, which provide a minimum retention period for different types of data. The retention period varies depending on the data we hold.
For further information on your rights and how to complain to the ICO, please refer to the ICO website https://ico.org.uk/concerns
Information Commissioner’s Office
Tel: 0303 123 1113 (local rate)