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Privacy Policy

Who We Are

Harrow Mencap:  We gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and law. This notice provides you with the necessary information regarding your rights and obligations, and explains how, why and when we collect and process your personal data.

Harrow Mencap’s registered office is at 3 Jardine House, Harrovian Business Village, Bessborough Road, Harrow, HA1 3EX. We are a company registered in England and Wales under company number 02050929 and also a registered charity under the charity commission number 295263.

How we use your Website data

Cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. 

Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.

We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is in our legitimate interests, namely monitoring and improving our website and services.

We may process information relating to transactions, including donations or purchases of goods and services, that you enter into with us and/or through our website ("transaction data"). The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our website and business.

We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent received when you subscribe through forms on our website.

Financial Transactions

Financial transactions relating to our website and service are OR handled by our payment services providers, Stripe. We will share transaction data with our payment services providers only to the extent necessary for the purposes of [processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds]. You can find information about the payment services providers' privacy policies and practices at  Stripe https://stripe.com/gb/privacy) 

Third party websites

This privacy policy only governs our websites and we are not responsible for the privacy policies that govern third party websites even where we have provided links to them. If you use any link on our website we recommend you read the privacy policy of that website before sharing any personal or financial data

We operate a number of social media pages (including Facebook, Twitter, and You Tube) Although this policy covers how we will use any data collected from those pages it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

How We Use Your Personal Data (Legal Basis for Processing)

Information That We Collect

Harrow Mencap processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than already specified in this notice.

The personal data that we collect from you are: -

• Name
• Date of Birth
• Home Address
• Personal Email
• Business Email
• Home Telephone Number
• Work Telephone Number
• Mobile Telephone Number
• National Insurance Number
• NHS Number
• Passport Number
• Driver’s License Number
• Special Category Data (e. health/medical information, details about religion, sexuality, gender, ethnicity, nationality, etc)

 We collect information in the below ways: -

Online form, website orders, employment CV’s and applications, Equal opportunities monitoring forms, Client contract forms, Support plans and assessments, Advocacy case interviews, from Local authorities and the health authorities, DBS background checks, etc.

Harrow Mencap takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw consent at any time.  The purposes and reasons for processing your personal data are detailed below: -

• We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
• We collect and store your personal data as part of our legal obligation for accounting and tax purposes
• We have a legal obligation to share your personal data with the Home Office and the DBS agency who provide us with background checks prior to you commencing employment with us

Your Rights

You have the right to access any personal information that Harrow Mencap processes about you and to request information about: -

• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly form you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclosure any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Harrow Mencap uses third-parties to provide the below services and business functions, however all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

The categories of persons with whom we may share your personal information include:

• Individuals, and other third parties necessary for the provision of our Services
• Any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us
• Parties who process data on our behalf , which may include
• outsourced payroll providers
• IT support
• storage service providers including cloud
• background screening providers(DBS)
• Legal and professional advisers
• Insurers

Safeguarding Measures

Harrow Mencap takes your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: -

Secure Sockets Layer (SSL), encryptions, pseudonymisation, practices, restriction, IT, authentication etc.

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to Harrow Mencap, however, as this information is required for us to provide you with our services/legitimate interests, we will not be able to offer some/all of our services without it.

How Long We Keep Your Data

Harrow Mencap only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law and financial legislation to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Special Categories Data

Owing to the products, services or treatments that we offer, Harrow Mencap sometimes need to request sensitive personal information from you. Where we collect sensitive personal data, we will only request the information required for the specified purpose and always ask for your explicit consent through a signature. You can modify or remove consent at any time, which we will act on immediately, unless there is a legitimate interest or legal reason for not doing so.

Promotions & Offers

Occasionally, Harrow Mencap would like to contact you with details of the services/events/newsletter/promotions that we provide. If you consent to us using your contact details for these purposes, you have the right to modify or withdraw your consent at any time by using the opt-out/subscribe options or by contacting Harrow Mencap directly.

Lodging a Complaint

Harrow Mencap only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you may in the first instance refer the matter to Henry Anaele, [email protected] This does not affect your right to make a complaint to the Information Commissioner’s Office.

Changes to this Privacy Notice

This Privacy Notice is regularly reviewed and may be updated from time to time to reflect changes in our business, or legal or commercial practice. Where an update is relevant to our processing of your data, we shall notify you of the same