DATA PRIVACY NOTICE
Selective Mutism Information and Research Association (SMIRA), Registered Charity No. 1022673
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 2018 (DPA 2018).
Who are we?
Selective Mutism Information and Research Association (SMIRA) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How do we process your personal data?
SMIRA (Selective Mutism Information and Research Association) complies with its obligations under the UK GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
How do we collect personal information about you?
We may collect personal information from you when you interact with SMIRA. There are many occasions when this could happen, for example: if you enquire about our activities, register with us, make a donation to us, ask a question about selective mutism, purchase something, apply for a job or volunteering opportunity, if you choose to provide some optional feedback or otherwise provide us with personal information. And, this may be when you phone us, go onto our website, use our social media groups, through the post, or in person.
What information do we collect?
The personal information we collect might include your contact details such as name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a purchase or donation), as well as information you provide in any correspondence between us.
We may also collect health information if you tell us about your experience or the experiences of a friend or relative; however, you can decide if you want to remain anonymous or if you are happy to share your personal details.
For what purposes do we use your personal information?
- Provide you with the important advice and support you’ve asked us for, whether this be over our Information line, through our publications or other important services;
- Fulfil your requests – such as applications for membership, donations, competition entries, participation in campaigns and provision of information;
- Provide or administer activities relating to all our services: updating you with important administrative messages, to help us identify you when you contact us, and help us to properly maintain our records;
- Process sales transactions, donations, other payments, Gift Aid and verify financial transactions;
- Handle orders, deliver products and communicate with you about orders;
- Improve your experience with us. We may use your information to enhance the service that our staff provide, or to improve our information and communications;
- Provide you with information about our plans. This may be letting you know about new or enhanced services that we hope will be useful and interesting to you, and may include fundraising updates; of course, we will only do this either with your consent, where we need to fulfil a contract or service with you, or where we believe you will expect to be updated and contacted by us. You can of course ask us at any time to change how we contact you, simply contact ‘smira.leicester@ntlworld.com’.
- Analyse the personal information we collect about you so that we can better understand our supporters, their preferences and needs and important trends. This may mean looking at all the interactions you have with us so we can aim to offer you the right information at the right time; including financial interactions so we can ensure we ask you for an appropriate level of support. It may also mean using external sources of information about you, the area where you live, or people like you, so we can better inform how we talk to you about our work. We believe this enables us to offer you more appropriate offers and communications, but you can opt out of this activity at any time. To do this please email ‘smira.leicester@ntlworld.com’ with the subject line ‘Please stop analysis of my data’.
- We may need to disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements;
To do some of this, SMIRA may share your information with our trusted partners and suppliers, but is always carried out under our instruction, and is never for their marketing approaches. We ensure that they store the data securely and delete it when it is no longer needed.
Sensitive Information
If you contact us at SMIRA by telephone or in other communications with us such as blogs, general emails or message us through social media, you may choose to provide details of a sensitive nature.
We only use it for the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide. We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others, children contacting us and sharing serious issues.
If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and always in accordance with this Privacy Policy.
Your personal information and details of the enquiries received are stored on a secure database for no longer than is necessary for the purposes of its use. We carry out periodic deletion of data whose retention period has expired and/or when the need to continue holding such data is no longer necessary.
If you’re 16 or under
If you’re aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information to us.
What is the legal basis for processing your personal data?
- Consent of the data subject so that we can reply to your enquiries, keep you informed about news, events, activities and services and process your gift aid donations; link to our consent form
- Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract (purchase of goods from SMIRA, purchase of services or goods by SMIRA from the data subject);
- Processing is necessary to protect the vital interests of a data subject or another person (Social media groups, website blogs, requests for information);
- Processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent (Social media groups, website blogs, requests for information);
- Processing relates to personal data manifestly made public by the data subject;
- Processing is necessary for archiving purposes in the public interest, or scientific and historical research purposes or statistical purposes.
Who sees your personal information?
The personal information we collect about you will be used by our staff (and volunteers) in SMIRA so that they can support you; also, by a few selected organisations that work with us or on our behalf to deliver our services; and possibly to legal and regulatory authorities if required to by law.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
How do we protect your personal information?
We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary.
Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website, so any transmission is at the user’s own risk.
Your credit card information
If you use your credit card to donate to us, buy something or make a booking online, we pass your credit card details securely to our payment processing partner, Paypal, as part of the payment process. We do this in accordance with the Payment Card Industry Security Standards, and don’t store the details on our website.
Transfer of Data Abroad
In cases where we may need to transfer and process your personal information outside the UK, we will comply fully with our legal obligations as a data controller and take all steps necessary to ensure that your personal information is treated securely and in accordance with legislation.
How to update, access your personal information, request a copy or request erasure of your data:
- You may ask us at any time to update your details, correct or remove information you think is inaccurate.
- You have a right to know what personal information SMIRA holds about you.
- You have a right to have your data erased at any time (please see exceptions below).
To access and/or update the personal information we hold, request a copy of it or have it erased please contact us by:
Email: smira.leicester@ntlworld.com
Website contact page: Contact Page
Right to erasure – Exceptions
We may not be able to erase all your information if any of the following apply:
- The “right of freedom and expression”
- The need to adhere to legal compliance
- Reasons of public interest in the area of public health
- Scientific, historical research or public interest archiving purposes
- For supporting legal claims
Changes to our Privacy Policy
Our Privacy Policy is reviewed regularly to ensure that it reflects how we use your information. Any changes will be notified to you by updating this policy so please check this Policy to see if any changes have been made that are important to you. Where appropriate, changes will be notified to you by email.
This Privacy Policy (version 2) was last updated on 24 September 2021
SELECTIVE MUTISM INFORMATION & RESEARCH ASSOCIATION
Registered Charity No. 1022673
