Playing ON Privacy Notice
RBH-KHP Partnership Visioning Project
We will look after any personal information that you share with us.
This is central to our values as an organisation. We want everyone who comes into contact with us to feel confident about how any personal information they share will be looked after or used. We comply with the Data Protection, Privacy and Electronic Communications Regulation – UK GDPR, you can find details on the Information Commissioner’s Office website: ico.org.uk
You can be confident that:
· We take all reasonable care to safeguard your personal information through security policies and secure business processes.
· We only use personal information in the ways we need to and that is expected of us.
· We will keep you up to date with our work but will only use your personal information to do this if you have previously told us that’s OK.
· We will make it easy for you to tell us how you want us to communicate with you, including how to opt out from future communications - and we promise your request will respected straight away.
· We will never release your information to organisations outside Playing ON for their marketing purposes.
· We will be especially careful and sensitive when engaging with vulnerable people or those we have reason to believe might be vulnerable
· We will always provide easy ways for you to contact us. Our Executive Director, Rhian Davies, is happy to answer any queries you have and can be contacted on rhian@playingon.org.uk
Playing ON Privacy Processes
We know that your privacy is very important to you. We promise that it is just as important to us.
1. How we collect personal information about you
We may collect personal information from you when you interact with Playing ON. This could happen if you enquire about or take part in our activities, make a donation to us, purchase something, sign up to our newsletter, apply for a job or volunteering opportunity, if you chose to provide some optional feedback or otherwise provide us with personal information. And, this may be when you phone us, email us, go onto our website, through the post, or in person.
2. 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, as well as information you provide in any correspondence between us.
We may also collect photographs and films (and their transcripts) of productions or workshops that you appear in and any opinions expressed therein.
We also gather anonymous information through our website which does not identify individual visitors but tells us about the use of our website, such as which pages users visit most often, and which services or events are of most interest.
3. How do we use personal information?
We may use your personal information to:
· Provide or administer activities relating to all our services: updating you with important messages, and helping us to properly maintain our records;
· Improve your experience with us. We may use your information tor feedback to improve our service, communications or information.
· Provide you with information about our plans. This may be letting you know about shows or events 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 our Executive Director, Rhian Davies.
· 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;
· Through this project we will share all data in its raw form with RBH-KHP partnership as we are delivering work within their engagement activities.
· We also anonymise your data and retain it for our internal monitoring.
A special note about the Sensitive Information we hold
If you are a member of our engagement & participation programmes you may choose to provide details of a sensitive nature. We only use it for the purposes of supporting your participation in our groups, 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 or where we have a contractual obligation, as with RBH – KHP Partnership.
If you provide us with any Sensitive Personal Data in person, by telephone, email or by other means, we will treat that information with extra care and always in accordance with our Privacy Policy. Your personal information and details of the information 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.
Our lawful justifications for collecting and processing this data are:
- The data subject has given their consent to the processing of his or her personal data
- We have a contractual agreement to collect and process this data on behalf of RBH – KHP
- We have a vital interest
- We have a legitimate interest
4. Your choices
We’d like to keep all our participants, partners and supporters up to date with our progress and activities and will keep in touch with you by post, phone, email, text and other electronic means. Please be assured our committed staff and volunteers respect any information that you share with us and you can change your mind and remove or add your consent at any time, by simply contacting us on info@playingon.org.uk
In cases where we may need to process your personal information outside the EEA, e.g. storing it on cloud services such as Dropbox or G-Drive, 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.
Under data protection law, you have rights including:
The right of access, the right of rectification, the right to erasure, the right to restriction of processing, the right to object to processing, the right to data portability. You can exercise these rights without paying a charge, and if you make a request, we have 1 month in which to respond.
5. Who sees your personal information?
The personal information we collect about you will be used by Playing ON’s staff so that they can support you. Information may be passed to legal and regulatory authorities if required to by law.
The information we collect will be shared with staff supporting the Royal Brompton and Harefield and King’s Health Partnership (Royal Brompton and Harefield hospitals, Guy’s & St Thomas’ NHS FT and Kings College Hospital staff), to enable the partnership to monitor and ensure the delivery of this project.
We will never sell/give your personal information to other organisations.
6. Your Information Security
We take the security of your personal information extremely seriously. We have put in place appropriate physical, technical and organisational measures to protect the personal information we hold. And, we only keep it as long as is reasonable and necessary, which may be to fulfil statutory obligations (for example, keeping finance records).
Here are some of the ways we protect your personal information:
· Your personal information is kept securely in our databases and offices. Sensitive digital files are password protected and sensitive paper files are kept in locked drawers or cupboards, all with limited staff access.
· Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites.
7. Your communication with Playing ON
Your communication with our team (including by telephone or email) may be monitored for training, quality control and compliance purposes to ensure that we are always providing the best possible service.
8. How to update or access your personal information
You may ask us at any time to update your details, correct or remove information you think is inaccurate by:
Writing: 5 Hyndewood, Inglemere Rd, Forest Hill, London SE23 2BH
Email: info@playingon.org.uk
You also have a right to know what personal information Playing ON holds about you. To request a copy of your personal information we hold, contact us at the addresses at the bottom of this notice.
9. 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 notice so please check this notice 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 Notice was last updated on 5th March 2021, it will be reviewed no later than 5th March 2022
10. Who we are
At Playing ON, we are committed to protecting your personal information and want to reassure you that you have control over the information we store about you and what types of information you would like to receive from us.
For further information about our privacy practices, please contact our Executive Director, Rhian Davies.
Writing: 5 Hyndewood, Inglemere Rd, Forest Hill, London SE23 2BH
Email: rhian@playingon.org.uk