Privacy notice for service users

You may have heard of the General Data Protection Regulations (GDPR). This legislation means that CHIP+ is legally required to protect the information you give us.

CHIP+ is committed to protecting the personal data that we collect and process. Our aim is to be clear and transparent in how we collect, use and protect your personal data.

The legal basis for CHIP+ processing your information is ‘legitimate interests’. This means that CHIP+ can legally process your information if we have a genuine and legitimate reason, and we’re not harming any of your rights and interests. When you access our service, our legitimate interest for processing your personal data is so that we can provide you with the services that you have asked for and need.

We offer a confidential service. This means we do not talk about our contact with you to anyone outside CHIP+ without your permission, unless there are serious concerns about a child or young person’s safety and well-being. In this instance we have a duty to follow Highland Child Protection Guidance.


INFORMATION FOR INDIVIDUALS CONTACTING CHIP+ FOR INFORMATION, SUPPORT AND ADVICE

 

What information do we collect from you and why?

We want to provide you with a good quality service. To do this we need to keep records about you and the information, advice and support we have given you. The information in your records will include:

  • Basic details about you, such as your name and contact details;
  • Basic details about your child(ren) with additional support needs such as name, age, nature of additional support need(s) and school attended;
  • A summary of the issues we have discussed, and any actions taken.

We promise that we will only collect the information we need to provide you with the service you want, we will keep your information secure and we will not keep your information for any longer than we need.

We will use your information to decide on the most appropriate information, support and advice to give you and to ensure other staff members can respond to any queries in the absence of your principal contact. We may also use your information to refer you to another service (in consultation with you).

We use the information you give us to help us to plan our services to make sure we meet the needs of families in Highland with children and young people who have Additional Support Needs, and also to report on our performance to the organisations who fund us. When we do this, we use your information in a way that means you cannot be individually identified.

How do we store your information?

We gather your personal data manually and electronically and it will be stored in digital and (sometimes) hard copy formats while we are supporting you, and for a period after we have stopped working with you, in case any follow up is required. Any paper records are kept in locked cabinets. We have appropriate It security mechanisms in place to protect electronic data.

How long do we keep hold of your information?

We will keep records (see What information do we collect from you and why?) for a period of 5 years from the date of last contact, as we find many families and professionals will return to the service for further follow up and this will ensure we can provide further support in a timely manner.

Once our need to keep your personal data has ended, we will arrange for it to be securely destroyed. Hard copies will be shredded and digital records will be deleted from our IT systems, including cloud based storage.

How can you access the information we hold about you?

You have the right to access your data. You can see the information we hold about you by making a request to access your data by emailing sarah.fowler@chipplus.org.uk. We will then request some further details from you so that we can provide you with the right data. We will respond to your request within 14 working days.


INFORMATION FOR OUR MEMBERS AND MAILING LIST SUBSCRIBERS

 

What information do we collect from you and why?

As a Scottish Charitable Incorporated Organisation (SCIO) we have a duty to keep a register of members and charity Trustees. The register must include each member’s name, address and date of registration as a member.

Mailing list subscribers are asked to provide their name and email address to enable contact via email.

We will process your data on the basis of legitimate interest, which means we will only use your data to contact you about information, resources or services you have requested from us, or related messages, resources or services we deem of genuine interest to you. If you receive messages or information you would no longer wish to receive there will be an option to unsubscribe at any time.

We will use your information to:

  • Provide you with the services, products or information that you asked for, as well as information about other services, products or information we think might interest you where you have consented to being contacted
  • Invite you to events
  • Ensure we know how you prefer to be contacted

How do we store your information?

We gather your personal data electronically and it will be stored in digital and (sometimes) hard copy formats while you are a member and/or mailing list subscriber. Any paper records are kept in locked cabinets. We have appropriate IT security mechanisms in place to protect electronic data.

We manage our mailing list via MailChimp to enable us to administer the mailing list efficiently and effectively, and to protect your data. MailChimp is committed to GDPR compliance. You can access their privacy policy here: https://mailchimp.com/legal/privacy/

How long do we keep hold of your information?

CHIP+ is a Scottish Charitable Incorporated Organisation (SCIO). Members of a SCIO are subject to some of the same general duties of charity trustees set out in section 66 of the Charities and Trustee Investment (Scotland) Act (2005). Specifically, they must:

  • Act in the interests of the SCIO and,
  • Seek, in good faith, to ensure that the SCIO acts in a manner which is consistent with its charitable purposes.

As a SCIO we have a duty to keep a register of members and charity Trustees. The register must include each member’s name, address and date of registration as a member. We must also retain some information about former members for at least 6 years from the date the person ceased to be a member – name and date on which they ceased to be a member. CHIP+ will never sell or share your data and will keep your contact details safe and secure.

We also have a duty to make the register of members publicly available in certain circumstances. Only a member or charity Trustee of a SCIO can request a copy of that SCIO’s register of members. If the person making the request is a member, but not a charity Trustee, we will omit address information and provide name and date of registration only.

Mailing list subscribers can unsubscribe at any time and your contact details will be deleted.

How can you access the information we hold about you?

You have the right to access your data. You can see the information we hold about you by making a request to access your data by emailing sarah.fowler@chipplus.org.uk. We will then request some further details from you so that we can provide you with the right data. We will respond to your request within 14 working days.

YOUR RIGHTS

Right of access – you have a right to request access to your personal data, to obtain confirmation that it is being processed and to obtain certain information about how it is being processed.

Right of rectification (correction) – in certain circumstances you have a right to ask for your personal data to be corrected if it is inaccurate and completed if it is incomplete.

Right to be forgotten – in certain circumstances you can ask to have your personal data erased.

Right to restriction of processing – if certain conditions apply you have a right to restrict the processing of your information e.g. when you contest it as being inaccurate.

Right of portability – in certain circumstances you have the right to move, copy or transfer your personal data to another organisation.

Right to object – in certain circumstances you have the right to object to certain types of processing of your personal data when it is based on legitimate interests, when it is processed for direct marketing or when it is processed for the purpose of statistics.

 

CHIP+ is registered with the Information Commissioner’s Office (registration number Z5723609)

Our Data Protection Officer is Sarah Fowler (Chief Officer). If you have any questions please email sarah.fowler@chipplus.org.uk or write to us at CHIP+, The Birnie Centre, Raigmore Hospital, Inverness IV2 3UJ.

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  • Registered Office: Birnie Development Centre, Raigmore Hospital, Inverness IV2 3UJ Scotland
  • Tel: 01463711189
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Scottish Charity Register - SC024835CHIP+ is a Scottish Charitable Incorporated Organisation (SCIO), SC024835, regulated by the Scottish Charity Regulator (OSCR)