Privacy Policy
We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how any personal information you share with us will be looked after or used. This Privacy Policy sets out how we collect use and store your personal information (this means any information that identifies or could identify you).
Friends in St Helier (F.I.S.H) Privacy Policy may change so please remember to check back from time to time. Where we have made any changes to this Privacy Policy, we will contact you about any changes.
We are committed to treating you with dignity, respect and openness.
1. Who we are
We (or ‘us’) means F.I.S.H a registered charity (number 113500). Our registered address is St George's Family Centre, Central Road, Morden. SM4 5RJ
Here at F.I.S.H, we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a "data controller" for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation (GDPR). This means that we are responsible for, and control the processing of, your personal information.
For further information about our privacy practices, please contact our Data Protection Officer by:
- Writing to F.I.S.H St George's Family Centre, Central Road, Morden. SM4 5RJ
- Calling us on 020 864 0829
- Emailing to fish.morden@gmail.com
2. How we collect information about you
Everything we do, we do to ensure that we can help provide support, dignity, respect, health and wellbeing to Social Groups for Merton Over 50's experiencing isolation and health problems. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls or personal visits. We want to make sure you receive the best attention when you become a member, make a donation or attend one of our organised events.
We collect information from you in the following ways:
When you interact with us directly: This could be if you ask us about our activities, register with us as a member, book or attend an event, donate to us, ask a question about our services, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch through the post, or in person.
When you interact with us through partners or suppliers working on our behalf: This could be if you are recommended to us by Merton Adult Social Care or local Charities who consider our services will be of benefit to you. We use and deliver some services through a trusted organisations working on our behalf and always under our instruction.
When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.
When you visit our website: We gather general information when you complete a contact form on our website. We currently do not track any activities or use cookies.
We use the information you have provided on the Contact Form to directly contact you to discuss your requirements and tell you about the services we provide.
From other information that is available to the public: To tailor our communications with you to your background and interests we may collect information about you from publicly available sources.
3. Information we collect and why we use it
Personal Information
Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number and information you provide in any communications between us. You will have given us this information whilst enrolling as a member, making a donation, registering for an event, on our website or any of the other ways to interact with us.
We will mainly use this information:
- To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
- To provide the appropriate services when you visit our clubs
- To update you with important administrative messages about your donation, an event or services we are providing.
- To comply with the law and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
- To keep a record of your relationship with us.
- Where you volunteer with us, to administer the volunteering arrangement.
If you do not provide this information, we will not be able to process your donation, sign you up for a particular event or provide our services.
We may also use your personal information:
- To contact you about our work and how you can support F.I.S.H.
- To invite you to participate in surveys or research.
Sensitive Personal Information
If you share your personal experience or the experiences of a friend or relative, we may also collect this health information. If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy.
You can of course decide if you want to remain anonymous, if you are happy to share your personal details with staff members or if you would like us to share your story with the media or other parties as part of our work telling people’s personal stories about isolation and mental health (for example, on our blog).
A special note about the Sensitive Personal Information we hold
GDPR recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.
We will only use this information:
- For the purposes of and quality monitoring or evaluating the services we provide.
- We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others, physical abuse or exploitation.
- Where you have given us your express consent or otherwise clearly indicated to us (for example, by submitting your story) that you are happy for us to share your story, then we may publish it on our blog or in other media.
4. Profiling: making our work more unique to you
F.I.S.H does not use automated decision-making or electronic profiling.
We want to improve how we talk to you and the information we provide through our website. We may carry out targeted fundraising activities using the information that we hold about you. This information you have provided allows us to use our resources more effectively by better understanding the background of our supporters and members making appropriate requests based on what may interest them and their capacity to give.
You can of course opt out of this activity at any time.
To do this, email Fish.morden@gmail.com or by contacting our Staff by calling 020 864 0829 or writing to F.I.S.H St George's Family Centre, Central Road, Morden. SM4 5RJ
5. Legal basis for using your information
In some cases, we will only use your personal information where we have your consent or because we need to use it to fulfil a contract with you.
However, there are other lawful reasons that allow us to process your personal information and one of those is called 'legitimate interests'. This means that the reason that we are processing information is because there is a legitimate interest for F.I.S.H to process your information to help us to achieve our vision of ensuring Wellbeing, Independent Health and Encouraging Good Living.
Whenever we process your Personal Information under the ‘legitimate interest' lawful basis we make sure that we consider your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.
6. Marketing
We will only contact you about our work and how you can support F.I.S.H by phone, email or text message, if you have agreed for us to contact you in this manner.
However, if you have provided us with your postal address we may send you information about our work and how you can support F.I.S.H by mail unless you have told us that you would prefer not to hear from us in that way.
You can update your choices or stop us sending you these communications at any time by contacting fish.morden@gmail.com. or speaking to a member of staff.
7. Sharing your Information
The personal information we collect about you will mainly be used by our staff and Trustees so that they can support you.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information.
F.I.S.H may however share your information with our trusted partners and suppliers who work with us on or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. Some examples of where we may share your information are with our partners who assist with transportation of members (London Borough Merton Transport, The Merton and Morden Guild, Merton Community Transport).
We may share case studies and photographs with our sponsors and donors for example (London Borough of Merton, Clarion Housing Group, Wimbledon Foundation). This will only be done with your consent.
We enter into contracts with service providers that comply with GDPR and ensure that they have appropriate controls in place to secure your information.
Legal disclosure
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of service and other agreements.
8. Keeping your information safe
We take looking after your information very seriously. We have implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
9. How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations.
10. Your rights
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting our Data Controller at writing to F.I.S.H St George's Family Centre, Central Road, Morden. SM4 5R, by email at fish.morden@gmail.com by phone on 020 864 0829 or speak to a member of staff.
You can also make a complaint to the Information Commissioner's Office, https://ico.org.uk/
· Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with and how long we keep it. You can make a request for access free of charge. Please make all requests for access in writing and provide us with evidence of your identity.
· Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
- Consent: If you have given us your consent to use personal information (for example, for photographs, case studies), you can withdraw your consent at any time.
- Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
- Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
- Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
- Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
- No automated decision making: Automated decision-making takes place when an electronic system uses personal information to decide without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
11. Monitoring
Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.
