Privacy Notice
About Helplines Partnership
Helplines Partnership (HLP) is committed to protecting your personal information and respecting your privacy. This Privacy Notice explains how we collect, use, store, share and protect data in accordance with UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PCR) and relevant amendments to UK data protection law.
Who we are
Helplines Partnership is the Data Controller for the personal information we collect and process. ICO Registration Number: Z1703679
How we use your personal data
We process personal information to administer membership services, deliver training and events, consultancy, manage Helpline Standards accreditation, manage enquiries, maintain records, undertake research, recruit staff and volunteers, promote the charity and comply with legal obligations.
How the law protects you
Data Protection Laws say that we are allowed to use personal information only if we have a proper reason to do so.
Categories of personal data
The types of data we process may include:
We also process sensitive classes of information that may include:
Who we process data about
We process data about the following:
Data transfers out of the European Economic Area (EEA)
It may sometimes be necessary to transfer personal information overseas and to countries outside the EEA. Appropriate safeguards including approved contractual clauses will be in place to make sure the recipient protects the data to the same standard as the EEA.
How long we keep your personal information
Membership records are retained for membership duration plus 6 years; financial records for 6 years; enquiries for 2 years; unsuccessful recruitment records for 12 months. Further details are available in the Data Retention Schedule
How to get a copy of your personal information
Subject Access Requests maybe made verbally or in writing. We normally respond within one calendar month, subject to permitted extensions for complex requests.
How to withdraw your consent
You can withdraw consent at any time however we may not be able to provide certain products and services to you. Please contact us if you wish to do so – see Queries and Concerns below.
Where we collect personal data from
We only collect data that you give to us or that is publicly available. We obtain data when you:
Who we share your personal data with
We will share data only where necessary and with appropriate safeguards, including for statutory or contractual reasons:
Automated decision making
HLP does not currently make decisions based solely on automated processing that have legal or similarly significant effects
Opt-in
If you would like to receive our mailings we ask you to ‘opt in’ via the website or when you contact us by email or phone. You can ask us to stop sending you mailings by contacting us directly or by selecting the “unsubscribe” button in our communications.
If you send information to HLP via email, please be aware that we cannot guarantee its security during transit.
Telephone
If you contact HLP by telephone we will store your information for the purposes agreed with you and record this on our database.
Forms
Forms on this website may ask for personal information, such as your name, email address, organisation, job role and contact telephone number. This information is necessary and used only for contacting you as part of the purpose of those forms.
IP address
We will have access to your IP address if you choose to set up log in details on our website or download publications.
Storing your information
Information is held on password protected management information systems and is stored in line with HLP’s agreed retention periods and according to Data Protection Law.
Lawful bases
Depending on the activity we reply on Contract, Legal Obligations, Legitimate Interest and Consent under Article 6 UK GDPR. Special category data is processed in accordance with Article 9 UK GDPR
Disclaimer
Queries and concerns
If you have any questions about this Privacy Notice, would like a copy of our Data Protection Policy or are unhappy with how we have used your personal information then please contact us at:
Compliance Officer
Helplines Partnership
c/o Azets
Westpoint
Lynch Wood
Peterborough
PE2 6FZ
Email: info@helplines.org
You also have the right to complain to the Information Commissioner’s Office. Find out on their website www.ico.org.uk how to report a concern.