Talking Money is committed to protecting your privacy and security. This notice explains how and why we use your personal data, to ensure you remain informed and in control of your information.
Any questions you have in relation to this privacy notice or how we use your personal data should be sent to firstname.lastname@example.org or addressed to The Data Officer, Talking Money, 1 Hide Market, West Street, St Philips, Bristol BS2 0BH
What is personal data?
Personal data is information that can be used to help identify an individual, such as name, address, phone number or email address.
The policy in brief
Here is a brief summary:
- We collect personal data (as outlined above) to be able to work on behalf of our clients, helping them with their money worries, to fundraise for our work and for administration, research and analysis
- We do our very best to keep personal information safe and secure
- We only share data where we are required by law or with carefully selected partners who do work for us or fund the work that we do. We never sell your data and we will never share it with another company or charity for marketing purposes.
- We will only retain your data for as long as it is required.
- These are the basics, but you can read the full policy (below).
What information we collect and why?
It is your choice what information you share with us, however if you do choose to withhold requested information, we may not be able to provide you with certain services.
We will only collect personal information where this is strictly necessary for legitimate organisational purposes;
We collect only the minimum personal information required for these purposes
We may also need to share your data with other organisations or partner agencies in order to advance your case. Specifically research organisations to evaluate our projects, funders or their agents in order to create statistics, performance reports or evaluations, auditors to carry out reviews, audits or inspections or partner agencies in order to advance your case.
If you give us permission for us to share your details with our funders for satisfaction monitoring purposes, they, or an agency appointed by them, might contact you by phone.
If you give us permission to share your details and case file with our funders for quality monitoring, your issue and the advice you received may be reviewed and feedback given to your adviser.
Research and surveys – in order to continually improve the services we provide, we may contact you directly or through selected research companies in order to conduct voluntary surveys, recording and analysing this information to improve the quality and effectiveness of what we do.
Management reporting and planning – we produce internal documents in order to monitor our own activities.
Keeping your information safe and secure
We place a great importance on the security of all personally identifiable information associated with our supporters, clients and staff. We have security measures in place to protect against the loss, misuse and alteration of personal data under our control.
Sharing your information
We will only share your information with your consent and only with those that have signed a contract that requires them to:
- Abide by the requirements of the General Data Protection Regulation
- Treat your information as carefully as we would
- Only use the information for the purposes it was supplied (and not for their own purposes or the purposes of any other organisation)
- Allow us to carry out checks to ensure they are doing all these things.
Disclosures required by law – the law can require the disclosure of information for various reasons, in such circumstances Talking Money must comply with those requests
How we’ll store your information – Clients
We’ll store the record of your case in a secure case management system, which is only accessed by us. Paper copies of your information may also be stored securely and accessed by staff and volunteers of Talking Money.
How we’ll store your information – Staff
When you apply for a job with Talking Money, your personal data will be collated in order to monitor the progression of your application. Where we need to share your data – such as gathering references, obtaining a Disclosure and Barring Services/Disclosure Scotland check (depends on the role) or a prison clearance (depends on the role) – you will be informed beforehand, unless the disclosure is required by law. These checks are only done after a position has been offered only to the successful candidate. On the application form, you are asked to complete the referee details and can tick permission to contact referee. If tick yes, once offered a role, we will automatically send out reference requests. If tick no, we will contact successful candidate for permission first.
Personal data about unsuccessful applicants are held for 12 months after the recruitment exercise is complete for that particular vacancy. Applicants can ask us to remove your data before this time if you do not want us to hold it. If we feel there is another suitable vacancy available, we will contact the applicant prior to sharing your application details with the relevant manager.
Once you have taken up employment with Talking Money, we will compile a file relating to your employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to your employment. Once your employment with Talking Money has ended, we will retain the file for six years and then delete it from our files unless you request for it to be deleted before this time.
Access to your information and correction
You have the right to make a Subject Access Request to ask for a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following, specifying that you are making a Subject Access Request: email@example.com or addressed to The Data Officer, Talking Money, 1 Hide Market, West Street, St Philips, Bristol BS2 0BH.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
The Data Protection Act gives you certain rights over your data and how we use it. These include:
a right of access to a copy of the information comprised in your personal data;
a right to object to processing that is likely to cause or is causing damage or distress;
a right to prevent processing for direct marketing;
a right to object to decisions being taken by automated means;
a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed; and
a right to claim compensation for damages caused by a breach of the Act.
To find out more about what these rights mean for you, refer to the Information Commissioner’s website: https://ico.org.uk/