This Privacy Statement sets out the data processing practices carried out by Tees Valley Rural Action.  We retain and use personal data (information that relates to and identifies living people) to help us carry out our role as a provider of advice, guidance, support and Community Transport.

Find out more about our purpose and what we do www.teesvalleyruralaction.co.uk

We will always make sure that your information is protected and treated securely.  Any information that you give will be held in accordance with:

• Data Protection Act 1998
• As of 25 May 2018, the new data protection legislation introduced under the General Data Protection Regulation (GDPR) and Data Protection Bill.

We also make our Information Asset Register available for people to read to give further clarity about how data relating to them is managed and kept secure.  This includes our retention schedule and clear details about the lawful basis for storing and keeping personally identifiable information.

Information we collect

We collect personal information from visitors to this website via the use of online forms and every time you email us your details.  We keep information on our community mini bus and car schemes members.  We also, from time to time, collect feedback and views from people about the services that we provide including community transport.  In addition, we receive information about our own staff, volunteers and people who apply to work for us.

Security

We are strongly committed to data security and we take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption.

We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us.

Only authorised employees and contractors under strict controls will have access to your personal information.

Information about people who use our website

Please note that this statement does not cover links within this website to other websites.

When you browse through the information on this website, it does not store or capture your personal information.  We do log your IP address (as it is automatically recognised by the web server) but this is only so you can download this website onto your device rather than for any tracking purpose; it is not used for any other purpose.

We will only collect personal information provided by you, such as:

• feedback from surveys and online forms;
• email addresses, and
• preferred means of communication.

Cookies

Please be aware that some systems on our website require the use of cookies, but we will always state if this is the case.  We will never collect and store information about you without your permission.

How we will use your personal information

Personal information about you can be used for the following purposes:

• in our day-to-day work;
• to send you our e-bulletin where you have requested it;
• to respond to any queries, you may have.

We will never include your personal information in survey reports.

Signing up to our e-bulletin

We use a third-party supplier to provide our newsletter service.  By subscribing to this service, you will be agreeing to them handling your data.

The third-party supplier handles the data purely to provide this service on our behalf.  This supplier follows the requirements of the Data Protection Act 1998 in how they obtain, handle and process your information and will not make your data available to anyone other than Tees Valley Rural Action.

Information about people who share their experiences with us by other means

Where personally identifiable information is collected, we will ensure that we have your consent to keep it and we will be clear on how we intend to use your information.  We will aim to anonymise information where we can but there may be instances where this is not possible in order to make change happen on your behalf. There may be exceptional circumstances where we can and will keep the data without consent, but we must have a lawful basis for doing so, such as for safeguarding purposes.

We ensure that where consent is required it will be freely given, used only for agreed specific and unambiguous purposes and that you are well informed about how the information will be kept.  This includes where it will be stored, details on security and for how long it will be kept.  We will always comply with current data protection legislation.

Personal data received from other sources

On occasion we will receive information from families, friends and carers of people who access our community transport service.  We use this data to ensure that all passengers using our community transport service are served according to their personal needs, i.e. wheelchair, mobility issues.

Where it is practically possible, we will make sure that we have your consent to use information that is about you.  We will only process your personal data where there is a lawful basis to do so under current data protection legislation.

Publishing information

In most circumstances we anonymise our data to ensure that a person cannot be identified, unless this has been otherwise agreed and consent has been given.

Sharing your data with a third party

Any information that is used in Tees Valley Rural Action’s day to day work or for grant or service level agreement monitoring purposes contains no personally identifiable data.  Any information that is used for any local, regional or national surveys is anonymised and used only with individual’s consent.

Information about our own staff and people applying to work with us

We need to process personal data about our own staff (and people applying to work for us) so that we can carry out our role and meet our legal and contractual responsibilities as an employer.

The personal data that we process includes information about racial or ethnic origin, religion, disability, gender and sexuality.  We use this information to check we are promoting and ensuring diversity in our workforce and to make sure we are complying with equalities legislation.

Our employees decide whether to share this monitoring data with us and can choose to withdraw their consent for this at any time.  Employees who wish to withdraw their consent for us to process this data can let us know.

Other personal data that we are required to process includes information on qualifications and experience, pay and performance, contact details and bank details.

We check that people who work for us are fit and suitable for their roles. This may include asking people to undertake Disclosure and Barring Service (DBS) checks; either standard or enhanced.

People joining Tees Valley Rural Action will be asked to complete a ‘declaration of interests’ form to identify any services with which they have close links (for example, because they have previously worked there or because the service is run by a close relative) or any other issues which could cause a perceived conflict of interest.  Staff are regularly asked to update these forms.

We have a legal obligation to comply with the Freedom of Information Act 2000 and this may include the requirement to disclose some information about our employees, especially those in senior or public facing roles.  We also publish some information about our staff, including the names and work contact details of people in some roles.

How we share information with other organisations

We only share personal information with other organisations where it is lawful to do so and in accordance with our Information Governance Policy.  Information is shared in order to fulfil our remit as a Registered Charity.

We will only disclose your personal information where we have your consent to do so, or where there is another very good reason to make the disclosure, for example, we may disclose information to a local authority where we think it is necessary to do so in order to protect a vulnerable person from abuse or harm.  Any such disclosure will be made in accordance with the requirements of the current data protection legislation.

Wherever possible, we will ensure that any information that we share or disclose is anonymised, to ensure that you cannot be identified from it.

Your rights

Your right to access information about you

If you think we may hold personal data relating to you and want to see it please write to Tees Valley Rural Action, 33-35 Cadcam Centre, High Force Road, Middlesbrough TS2 1RH

Correcting or deleting your personal data

If you know that we are holding your personal data and believe that it may be wrong, or if you want it to be deleted or for us to stop using it, you have a right to request that it can be deleted or amended.

Please make your objection in writing to info@teesvalleyruralaction.co.uk

Or send it by post to: Tees Valley Rural Action, 33-35 Cadcam Centre, High Force Road, Middlesbrough TS2 1RH

Complaints about how we look after or use your information

If you feel that we have not met our responsibilities under data protection legislation, you have a right to request an independent assessment from the Information Commissioner’s Office (ICO).  You can find details on their website.

Our contact details and key roles

Tees Valley Rural Action has not yet designated a Data Protection Officer under Article 37 of the GDPR.