This Privacy Policy sets out information in relation to the processing of data and how privacy of data is protected. The privacy and security of your personal information is extremely important to us. We want to make sure you are informed and can feel confident about giving us your information.
Eating Distress North East (EDNE), are the ‘controllers’ of the information which we collect about you (‘personal data’). Being controllers of your personal data, we are responsible for how your data is processed. The word ‘process’ covers most things that can be done with personal data, including collection, storage, use and destruction of that data.
This notice explains why and how we process your data, and explains the rights you have around your data, including the right to access it, and to object to the way it is processed. Please see the section on ‘Your rights as a data subject’ for more information.
We are a registered charity and company limited by guarantee and our contact details are:
Address:
Eating Distress North East, 58 Leazes Park Road, Newcastle-upon-Tyne NE1 4PG
Email:
Telephone number:
0191 221 0233
Our Data Protection Lead is Anne Fry, the Chief Executive, whom you can contact at the above address.
This policy applies if you use our services or are a parent, carer, donor, volunteer,
trustee, visit our website, email, telephone or write to us.
All staff, volunteers and trustees are responsible for the implementation of this policy,
with overall responsibility resting with the Chief Executive.
EDNE disseminates policies and procedures to relevant staff, volunteers, and Trustees
by:
As this Privacy Notice also applies to service users and anyone contacting us with an
enquiry it is also available on our website.
‘Personal data’ is any information that can be used to identify a living person. This data can include your name, contact details, and other information we gather as part of our relationship with you.
It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation. The collection and use of these types of data is subject to strict controls. Similarly, information about criminal convictions and offences is also limited in the way it can be
processed. We keep special category data in accordance with Article 9, section d of the General Data Protection Regulations, which details the legal requirements for charities to hold this type of information.
We are committed to protecting your personal data, whether it is ‘special categories’ or not, and we only process data if we need to for a specific purpose, as explained below.
a. Information provided by you
We collect your personal data mostly through our contact with you, and the data is usually provided by you when you: enquire about our services; register as a service user with EDNE; tell us about your experience of eating distress, access services and attend events; donate or fundraise on our behalf or other things that we do in the course of our work.
b. Information provided by other people
In some instances we may receive data about you from other people/organisations e.g. when they refer you to us for support.
c. Personal data created by your involvement with us
Your activities and involvement with us will result in personal data being created. This could include details of the events and activities sessions you’ve attended, records of the support we’ve provided, how you’ve helped us by volunteering etc. If you decide to donate to us, we will keep records of when and how much you give.
Any information we hold about you will be stored securely and treated in accordance with the relevant legislation (currently the General Data Protection Regulations (GDPR)).
In general terms, we process your data to manage our relationship with you. We will use the information that you give to us:
More detailed information on how we use your personal information, including how
long we keep it for can be found below.
What we collect/generate
What we collect/generate
How long it will be kept for
Service delivery data
Information we collect to support you as a service user,
parent, carer or professional.
This includes but is not limited
to:
Details about you and the
person you care for, including
where you live, how to contact
you, which of our services
have helped you in the past,
etc.
This may include special
category data relating to the
health of yourself and/or the
person you care for.
We keep this information to
understand your situation so that we can offer you support to
meet your needs and to contact you about other services which may help you.
Most of your data will be kept in our secure database for as long
as you are supported by our charity.
After this, or if we lose contact with you, your record will be
archived. This means we could find it if you needed our support
again (see Historic Data section below).
We retain this data for 7 years.
Marketing data
This is information we use to
send you our newsletter and
other updates. This includes
but is not limited to:
Your postal address, email,
phone number and contact
preferences.
We may also process special
category data for marketing
purposes, e.g. to identify
service users who may
benefit from specific EDNE or
other services and activities.
We keep this information so we can send you general information on our events and activities,
such as our newsletter. This counts as marketing under GDPR. We aim to provide information in the best format for you.
We only send newsletters and
updates if you have opted in for them. We generate these
mailing lists from our secure database (see above for retention period) and will remove you from the mailing lists within two weeks of receiving
your request to unsubscribe.
Monitoring data
Information we generate to
monitor our service, report to
our funders and prove that we are meeting our charitable aims and objectives.
The reports we generate are statistical, and it is not possible to identify individuals from the
completed report.
This includes special category data such as health conditions, ethnicity, sexuality etc.
We use your data to generate statistical information which we
use to report to our funders and to local services and health
consultations.
We also use this data to check whether we are reaching all parts of the community and to identify any gaps in our services.
The monitoring data is kept with your record on our secure
database. We retain this
data for 7 years.
Financial information
If you donate to us we will keep financial records of any payments received. This information includes but is not limited to:
Dates and amounts of
payments, the account the payment was made to, Gift Aid eligibility etc.
We use this information to meet our legal requirement to keep
accurate financial records.
We are legally obliged to keep this information for a minimum of 7 years.
Photo, video and audio
We will only use photos, videos or audio of you with your express permission, and will always explain how we intend to use it.
We use photos, videos and audio to raise awareness and to promote our services and their benefits to funders and service users.
We keep copies of photos, videos and audio in our archive on our
secure server.
Once photos, videos or audio are
uploaded to a website or shared on social media, we may not have the ability to remove images, and
although every reasonable effort will be made, we have no control over how images/media is
distributed on other social media sites. EDNE is not to be held responsible for any third parties
sharing information or images.
Historic data
Archived records, i.e. those of people who no longer use our services or with whom we have lost touch.
This may include special categories of data as specified
above.
We hold this information because we know people often use EDNE’s services more than once, and it is helpful for us to have information on the support
you have had in the past if you request our support in future.
Archive records are kept on our secure database for 7 years. If we have not heard from you within 7
years they are securely deleted.
At times, we may further process data which we have already collected. We will only do this if the new purpose for processing it further is compatible with the original purpose that the data was collected for. We will tell you about any further processing before carrying it out.
To provide some of our services, we need to collect and process additional information about you. We will always make it clear when we are doing this. This could include, but is not limited, to the following:
Training
If you attend our training, we will need to take more detailed information about your role and workplace. This information is kept with your record in our secure database (see above for retention details) or secure third party booking site (eg, Eventbrite).
Counselling Service
If you are referred to our counselling service, your counsellor will keep records about your counselling sessions. These are separate and confidential, with only your counsellor and our Counselling Lead having access. They are confidentially disposed of after seven years.
Volunteering, being an employee or a Trustee
If you choose to volunteer or work with us, then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes. We will retain this data for 7 years.
We will not pass your personal contact details to other people or organisations or discuss details of your role as a parent or carer or the services you receive from us, without first obtaining your consent, e.g. we will ask your permission to refer you to another organisation for additional support or to discuss something with another professional
However, where there appears to be a clear risk to your or someone else’s safety we have a legal duty to contact relevant authorities to address this. Where appropriate, we will inform you before we do so in line with our safeguarding policies. You can find out more about this in our Safeguarding Policies and Procedures which are available on request.
For some processing purposes we use third party software and systems, which means we need to pass on some of your data to external recipients. The type of information we may share, and for what purpose, includes but is not limited to:
Your personal data is stored in electronic format.
Electronic data, including emails, is stored on our servers, which are in the UK and on our software suppliers’ servers. In addition, our secure database provider securely backs up our electronic data and ensures it is disposed of securely when it is no longer needed. Our software and IT providers are GDPR-compliant.
Cookies on our website are covered by a separate policy which can be viewed at
https://www.edne.org.uk/cookie-policy/
As a data subject, you have the following rights in relation to your personal data
processed by us:
Anne Fry: Chief Executive
Date: May 2024