Norfolk Care Association Privacy Policy

Our contact details:

Address: Suite F2, Independent House, 18-20 Thorpe Road, Norwich, NR1 1RY

Phone Number: 01603 972517

E-mail: info@norfolkcareassociation.org.uk

The type of personal information we collect

We currently collect and process the following information:

Personal identifiers, contacts and characteristics (for example, name, email address, and contact details)
Organisational details and job titles.

When you use the email address or the contact form provided on the website to make contact with the Norfolk Care Association, any information you provide (personal information such as name, address, email address, phone number) will be processed and stored so that it is possible to contact you and respond to your correspondence. We will not pass your personal details on to any third party without your explicit permission.

When any user visits our website, certain limited information is automatically collected through the use of cookies to understand how our website is being used. This helps us to provide a better experience when you browse our website and also allows us to improve our site.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• Information provided via our website contact form, to be able to respond to you.
• Emails sent to the organisation and its board members directly, so we can respond to you, process your queries and request further information from you in order to raise your concerns and comments to the correct people.
• Emails sent to the organisation and its board members, asking to be kept updated on ongoing work and information from the company.
• Mailing list subscriptions, in order to continue to send out our newsletter and other relevant information to you.
• Requests from colleagues to the organisation and its board members to include their workers in engagement events and meetings, used to contact them about these meetings and other relevant events.
• Telephone calls where you provided your number or it has been provided by automated caller ID, to be able to respond to your queries or contact you for future confirmations or information.
• We also receive personal information indirectly, from the following sources in the following scenarios:
• Via our Mailchimp account, where by an individual signs up to receive further correspondence from us.

We use the information that you have given us in order to:

• Respond to your queries and questions
• Keep you up to date with issues that may effect you as a provider
• Invite you along to engagement events
• Invite you along to relevant meetings and events
• Send out information, advice and guidance.
• Provide our newsletter to you
• Contact you in case we have any questions or queries or require your assistance with an something.
• Monitor engagement events and log and keep lists of who has attended these events in order to invite them to future events and check the success of these events.
• Put you in touch with relevant people, organisations and local authority members, where you have expressly asked to be put in touch.
• Process and monitor your subscription and memberships.

We may share this information with:

• Members of our board, and therefore by design, the organisations they are employed in and run.
• By emailing anyone within Norfolk Care Association, you acknowledge that the information will be held on a server managed by Norfolk Care Association and their IT partner. Any correspondence marked as confidential will be treated as such and not shared.
• Local Authority, Public Health England, CCG and Norfolk County Council may receive the following details:

1. In regards to engagement work we have been commissioned to undertake on their behalf, details of those who attended can be requested and provided, in this instance, only names and organisation details will be given.
2. Whereby you have requested to be put in touch with any of these organisations.
3. When you attend a meeting with us, where any of the above organisations are in attendance, by default of you attending these meetings they will know your name and organisation and may request your contact details if needed. Permission will be sought to provide anything more then name and organisation information.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting info@norfolkcareassociation.org.uk

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

How we store your personal information

Your information is securely stored on IT equipment managed by System 3, as well as our online cloud storage backup, provided by Office 365 and via an online CRM.

We keep all personal information for as long as required to carry out our work, this information is updated and monitored and removed upon request. We will then dispose your information by removing this from our mailing lists, contact lists and relevant CRM’s.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@norfolkcareassociation.org.uk if you wish to make a request.

Cookies

We and our partners use information collected through cookies and similar technologies to improve your experience on our website and analyse how you use it. Because we respect your right to privacy, you can opt out of allowing certain types of cookies. However, blocking some types of cookies may impact your experience of the site and the services we are able to offer. In some cases, data obtained from cookies is shared with third parties for analytics reasons. You can exercise your right to opt out of that sharing at any time by disabling 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.

Cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not.

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information.

Cookies used on this website

We have outlined below the cookies which are used on this site and provided details on how to manage them. The section below explains the cookies we use, why we use them and for how long they are set:

• System Cookies
  PHPSESSID
  This cookie is necessary and set by our server upon arrival to our website. It is not used by us for any purpose but is needed for the website to function.
  This cookie is deleted when a user closes their browser.
• Cookie Consent storage
  tessellate_necessary_consent
  These cookies are necessary and are set by our cookie consent system to remember your consent preference.
  These cookies are stored for 6 months.
• Analytics
  _ga
  _ga_NML60BPWH5
  These cookies are used by Google Analytics to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
  These cookies are set for 2 years

How to control and delete cookies

If you wish to restrict or block the cookies on our website, you can do this through the ‘Manage Consent’ button in the footer, consent pop-up or via your browser settings. Your browser’s built-in ‘Help’ option will give you details on how to achieve this or you can visit the All About Cookies website for additional guidance.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at: complaints@norfolkcareassociation.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk