Agape Wellbeing is committed to protecting your privacy when you use our services.
The Privacy Notice below explains how we use information about you and how we protect your privacy.
We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Data Protection Officer by phone on 01355 242316 or by email: firstname.lastname@example.org
Do you know what personal information is?
Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.
Did you know that some of your personal information might be ‘special’?
Some information is ‘special’ and needs more protection due to its sensitivity. It’s often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal your:
Why do we need your personal information?
We may need to use some information about you to:
How the law allows us to use your personal information
There are a number of legal reasons why we need to collect and use your personal information.
If we have consent to use your personal information, you have the right to remove it at any time. if you want to remove your consent, please contact the DPO at Agape Wellbeing by phone on 01355 242316 or by email at email@example.com
We only use what we need!
Where we can, we’ll only collect and use personal information if we need it to deliver a service or meet a requirement.
If we don’t need personal information we’ll either keep you anonymous if we already have it for something else, or we won’t ask you for it.
If we use your personal information for research and analysis, we’ll always keep you anonymous or use a different name unless you’ve agreed that your personal information can be used for that research.
We don’t sell your personal information to anyone else.
What you can do with your information
The law gives you a number of rights to control what personal information is used by us and how it is used by us.
You can ask for access to the information we hold on you.
We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.
However, you also have the right to ask for all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we’ve recorded about you.
However, we can’t let you see any parts of your record which contain:
This applies to personal information that is in both paper and electronic records. If you ask us, we’ll also let others see your record, except if one of the points above applies.
If you can’t ask for your records in writing, we’ll make sure there are other ways that you can. If you have any queries about access to your information, please contact the DPO on 01355 242316
You can ask to change information you think is inaccurate
You should let us know if you disagree with something written on your file.
We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.
Please let us know if you wish to inform us of any inaccuracies.
You can ask to delete information (right to be forgotten)
In some circumstances you can ask for your personal information to be deleted, for example:
Please note that we cannot delete your information where:
You can ask to limit what we use your personal data for
You have the right to ask us to restrict what we use your personal information for:
You have the right to ask us to stop using your personal information for any service we provide, however if this request is approved this may cause delays or prevent us from delivering that service.
Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law.
You can ask to have your information moved to another provider (data portability)
You have the right to ask for your personal information to be given back to you or another given to another service provider of your choice in a commonly used format. This is called data portability. However, this only applies if we’re using your personal information with consent, not if we’re required to by law. It’s likely that data portability won’t apply to most of the services you receive from Agape Wellbeing.
You also have the right to object if you are being ‘profiled’. Profiling is where decisions are made about you based on certain things in your personal information, e.g. your health conditions. It is likely that profiling will not apply to services you receive from Agape Wellbeing.
If and when Agape Wellbeing uses your personal information to profile you in order to deliver the most appropriate services to you, you will be informed.
If you have concerns regarding profiling, please contact the Data Protection Officer who will be able to advise you about how we are using your information.
Who do we share your information with?
We use other organisations to help delivery our services to you. Where we have these arrangements there is always an agreement in place to make sure that the organisation complies with data protection law.
We’ll often complete a privacy impact assessment (PIA) before we share personal information to make sure we protect your privacy and comply with the law.
Sometimes we have a legal duty to provide personal information to other organisations. This is often because we need to give that data to courts, including:
We may also share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This doesn’t happen often, but we may share your information:
For all of these reasons the risk must be serious before we can override your right to privacy.
If we’re worried about your physical safety, or feel we need to take action to protect you from being harmed in other ways, we’ll discuss this with you and, if possible, get your permission to tell others about your situation before doing so.
We may still share your information if we believe the risk to others is serious enough to do so.
There may also be rare occasions when the risk to others is so great that we need to share information straight away. If this is the case, we’ll make sure that we record what information we share and other reasons for doing so. We’ll let you know what we’ve done and why if we think it is safe to do so.
How do we protect your information?
We’ll do what we can to make sure we hold records about you, both on paper and electronically, in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include:
Where in the world is your information?
All of your personal information is stored on systems in the UK.
How long do we keep your personal information?
We will only retain your personal information for as long as necessary to fulfil the purposes we are collecting it for. This may include to provide you with a service or services that Agape Wellbeing provide, legal requirement, financial, regulatory or reporting requirements. To determine the appropriate retention period for persona data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Once you are no longer an employee, of the organisation, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
Where can I get advice?
If you have any concerns or questions about how your personal information is handled, please contact our Data Protection Officer at 01355 242316 or by email at firstname.lastname@example.org
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at:
Information Commissioner’s Office
Cheshire SK9 5AF
Phone 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.