About Us > Our Responsibilities > Privacy Policy
Introduction
Guideposts Trust is the ‘controller’ of the information which we collect about you (‘personal data’). Being the controller 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.
Guideposts Trust is a Registered Charity and our contact details are:
Address: Unit E, Two Rivers, Station Lane, Witney, Oxfordshire, OX28 4BH
Email: www.guideposts.org.uk
Telephone number: 01993 893 960
Our Data Protection Lead (DPL) is Kathryn Courtenay-Evans who you can contact at the above address and telephone number if you have any queries about this notice or anything related to data protection.
Personal data
‘Personal data’ is any information that relates to a living, identifiable 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 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.
We collect your personal data mostly through our contact with you, and the data is usually provided by you, but in some instances we may receive data about you from other people/organisations. We will explain when this might happen in this Notice.
Your data and how and why we process it In general terms, we process your data in order to manage our relationship with you. The table below lists more specific purposes for processing your data, and the legal basis for each type of processing:
| Whose data we process | Information processed | Basis for processing |
| Applicants for paid positions at Guideposts Trust | Application form including contact details | Legal obligation to ensure candidates have a right to work in the UK; legitimate interest to contact applicants about the status of their application. |
| Existing employees | Contact details, bank details, details of disability, equality and diversity data, and photo ID | Legal obligation for payroll, payment of tax, performance compliance with a legal obligation to management, making reasonable adjustments for which the controller is subject, colleagues with disabilities, and securing our premises. |
| Volunteers | Contact details and any information required to make reasonable adjustment for disabilities | Legitimate interest – for contacting volunteers and ensuring the workplace is suitable |
| Prospective service members and referrers | Contact details, medical history and needs, service preferences | Legitimate interest/contract – required for making a decision on whether we are in a position to support the prospective service member, and how to support them. |
| Contract payers | Contact information and bank details | Required for any contract with our service |
| Service members | Contact details, medical history and needs, service preferences | Contract – information required to deliver a service safely to the service member |
| Key contacts and family of service members | Contact details | Contract – information required to deliver a service safely to the service member |
| Donors | Contact details and gift aid details | Consent |
| Volunteers or service members | Photographs, voice interviews or video footage | Consent – for communicating the impact of our work |
Further explanation of terms used
Prospective service members and referrers: Includes anyone who contacts us to make an enquiry about our services or submits a referral form for our consideration. If no follow-up is required to answer an enquiry, we will not store your details.
Service members: Anyone who accesses a Guideposts service and receives direct support from our team. This includes all attendees to our drop-in groups as well as members of our Hubs.
Key contacts and family members: Anyone whose contact details we store in order to communicate changes to our service, arrange transportation to and from our service, or to discuss any concerns or observations made while the service member attends our service.
Contract payers: Anyone who is responsible for paying for services rendered by Guideposts to a service member
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.
Who we share your data with
For some processing purposes we share your data with third parties. This is a list of the information we may share with external recipients, and for what purpose:
| Organisation | Data shared & purpose |
| HMRC | For staff in our employment for the payment of tax |
| Local Authority Social Services | For the purposes of carers or cared for support. We would only share your data for this purpose with your consent. |
| IT support company | Our IT support company has access to the data we hold for the purpose of ensuring that our TI systems work properly and are up to date. |
| Donorfy | For secure processing of donor data |
How we store your data
Your personal data is held in electronic formats. Electronic data, including emails, is stored on cloud based systems which are located in the European Union on our suppliers’ servers.
How long we keep your data
Information about how long we process your data for can be found in our Data Retention Schedule which is available on request. Some retention periods are based on legal requirements while others take into account practical needs to keep the data. Once the applicable retention period expires, unless we are legally required to keep the data longer, or there are important and justifiable reasons why we should keep it, we will securely delete the data.
Your rights as a data subject
As a data subject, you have the following rights in relation to your personal data processed by us:
- To be informed about how your data is handled
- To gain access to your personal data
- To have errors or inaccuracies in your data changed
- To have your personal data erased, in limited circumstances
- To object to the processing of your personal data for marketing purposes or when the processing is based on the public interest or other legitimate interests
- To restrict the processing of your personal data, in limited circumstances
- To obtain a copy of some of your data in a commonly used electronic form, in limited circumstances
- Rights around how you are affected by any profiling or automated decisions.
Withdrawing consent
Whether or not we are relying on your consent to process your data, you may withdraw your consent at any time.
Complaints to the Information Commissioner’s Office
You have a right to complain to the Information Commissioner’s Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/.
Exercising your rights, queries and complaints
For more information on your rights, if you wish to exercise any right or for any queries you may have or if you wish to make a complaint, please contact our Data Protection Lead:
Name: Kathryn Courtenay-Evans
Email: kcourtenay-evans@guideposts.org.uk
If you use Guideposts services and would like more information you can speak to the people who are providing the service you use, or for more information download our leaflets from here:
- Guideposts’ Retention Schedule
- You and your information – Guideposts’ policy on data protection in Easy Read.
- Guideposts’ Confidentiality policy in Easy Read
- What do the General Data Protection Regulations (GDPR) mean for me? – guide on GDPR in Easy Read.
