Privacy Policy
How we respect privacy when we deal with personal information collected by us
This Privacy Policy applies to information AdvoCard collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it.
If you have any comments or questions about this notice, feel free to contact us.
1. Personal data that we process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
| Purpose | Data (key elements) | Legal Basis |
|---|---|---|
| Enquiring about our organisation and its work | Name, contact details (dependent upon your method of contacting us, and your preference for our response), your message | Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect. |
| Subscribing to our newsletter | Name, contact details (depending upon preference for receipt of newsletter) | Consent – you have given your active consent to receive the newsletter. |
| Giving us feedback | Name, contact details, survey response | Consent – you have given your active consent for us to collect information to improve our services. |
| Making a donation | Name, contact details, payment information | Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message. |
| Signing up as a member | Name, contact details | Contract – by completing a membership form you have entered into a contractual relationship with us as set out in our membership terms and conditions. |
| Website functionality | Website activity collected through cookies | Legitimate interests – It is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect. |
| Using the individual advocacy service | Name, contact details, details of your interaction with the service (e.g. issues raised, actions taken, copies of correspondence) | Legal obligation – The overall purpose of this service is to ensure that people’s right to advocacy is upheld. |
| Using the collective advocacy service | Name, contact details | Legal obligation – The overall purpose of this service is to ensure that people’s right to advocacy is upheld. |
| Using the collective advocacy service | Name, contact details, issues, correspondence, responses. | Consent – you have given your active consent to share information with AdvoCard. |
| Making a referral | Name, contact details, message | Legal obligation – The overall purpose of this service is to ensure that people’s right to advocacy is upheld. |
| PVG Scheme Records, PVG Scheme Record Updates, Standard and Enhanced disclosures | Date of issue of disclosure record, Name, Disclosure type, Position for which the disclosure was requested, unique reference number of disclosure, Recruitment decisions taken. | Legal obligation We are required under the PVG Act 2007 to check that individuals are suitable for some types of regulated work.Consent will be sought prior to processing any data relating to Disclosure records, unless we have legal obligations to make a referral. |
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table above.
3. When we share your data
We will only pass your data to third parties in the following circumstances:
- you have provided your explicit consent for us to pass data to a named third party; or
- we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
- we are required by law to share your data with a third party.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
Disclosure records information will only be shared with those authorized to see them.
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
- You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you.
6. Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.
