Welfare and Benefits Privacy Notice
Introduction
Swindon Carers Centre is a charitable organisation, which is part of the Carers Trust Network, and we were established to provide help and support to carers in Swindon. Predominantly we provide our services under contract to Swindon Borough Council as part of their responsibilities under the Care Act 2014 and the Children and Families Act 2014.
As a Centre, we work in partnership with other organisations, including local NHS services, Swindon Borough Council’s Adult Social Care and Children’s Services, and other local voluntary organisations with the aim of identifying as many carers as possible and to provide the most relevant support for your caring situation. We also work with other organisations to raise the profile of carers so carers themselves can have a collective voice in influencing policy makers and service planners.
Swindon Carers Centre are committed to protecting your privacy information and the data that we hold about you and your cared for. This privacy notice explains why we collect your data for the Welfare and Benefits service, how we process the data, who we share it with and your rights as a data subject. This privacy notice is in addition to Swindon Carers Centre’s Privacy Notice – Carers.
Our contact details are:
Address: Swindon Carers Centre, Sanford House, Sanford Street, Swindon, SN1 1HE
Telephone: 01793 531133
Email: info@swindoncarers.org.uk
Our Data Protection Officer (DPO) is Bronte Hague who can be contacted using the details above. More information can be found in our Data Protection and Confidentiality Policy [DIT3].
What information we collect
In order for us to provide you with accurate information and support as part of our Welfare and Benefits service, it may be necessary for us to collect certain personal information about you and your dependant including special category data (sensitive data).
The types of information that we collect will include:
- Your name, address, contact details, date of birth, marital status, National Insurance Number, NHS Number, Hospital Number, bank account number, bank sort code, bank account name, name(s) of the bank account,
- The name of the person you care for, their address, contact details, date of birth and marital status, their National Insurance Number, NHS Number, and Hospital Number, and their bank account number, bank sort code, bank account name, name(s) of the bank account,
- Special category data about you and your cared for such as disability / health condition,
- Any follow up details confirming the benefits you can claim and amounts you/your dependant are entitled to.
The software we use to hold your data is called Charity Log. This means your data is processed by Charity Log on behalf of Swindon Carers Centre. More information can be found here:
Why we collect this information
Swindon Carers Centre require certain information about you in order to ensure the information and advice we are providing is accurate and to ensure the benefits we are supporting you to claim are correct.
Lawful basis for processing your data
When we collect your personal data, we rely on the following legal bases:
- Consent – You have given clear consent for Swindon Carers Centre to process your personal data for a specific purpose, in order to access the Welfare and Benefits service.
When we collect your ‘special categories of personal data’ (such as health, race, ethnicity) we rely on the following legal bases:
- Article 9 (a) Explicit consent – You have given explicit consent to the processing of your personal data/special category data for one or more specified purposes.
- Article 9 (d) Not-for-profit bodies – Processing of your special category data is carried out in the course of our legitimate activities as a not-for-profit body.
Who we share your data with
Swindon Carers Centre will share personal data about you with the Department of Work and Pensions who receive the benefits claim for. The types of data that will be shared include:
- Carer and/or Dependent full name
- Carer and/or Dependent address
- Carer and/or Dependent contact details
- Carer and/or Dependent date of birth
- Carer and/or Dependant relationship/marital status
- Carer and/or Dependent National Insurance Number
- Carer and/or Dependent NHS Number
- Carer and/or Dependent Hospital Number
- Carer and/or Dependent bank name, bank account number, bank sort code, name(s) on bank account
- Carer and/or Dependent disability / health condition
All staff and office-based volunteers at Swindon Carers Centre have access to the Charity Log system, where your data is held, depending on their role and/or upon request.
Swindon Carers Centre will not sell your information to any organisations and will only refer you to other organisations with your prior consent.
How long we hold your data for
Swindon Carers Centre will not hold your data for any longer than is necessary. We will continue to hold your information on a secure electronic database for the time that you wish to stay registered with us as a carer. From the time you no longer wish to be registered, your data will be held on our database for 6 years and following this, your information will be anonymised. Any paper containing personal data is collected in secure bins and is collected by an approved information destruction company every 3-6 months.
If we hold information about you regarding a safeguarding alert that has been raised during the time you have been registered with us, your information will be held on our database for 25 years following notice from you that you no longer wish to be registered with us.
If you were under the age of 18 when you registered with us, we will keep your information permanently due to the Independent Inquiry into Child Sexual Abuse.
Your rights
Under the General Data Protection Regulation 2018 you, as the data subject, have the following rights around the data that we hold about you:
- The right to be informed about the collection and use of your personal data
- The right of access to the data we hold about you
- The right to have inaccurate or incomplete data we hold about you rectified if this is incorrect or incomplete
- The right to the erasure of your data (in limited circumstances)
- The right to restrict the processing of the data we hold about you (in limited circumstances)
- The right to obtain and reuse the data we hold about you for your own purposes
- The right to object to your data being used for marketing purposes or to object to your data being processed (in limited circumstances)
- Rights in relation to automated decision making and profiling
Young Carers (under 18)
The Welfare and Benefits service is available to registered carers and dependants aged 16 and over.
We treat young carers (under 18) information with the same protection as carers over the age of 18. Differences as to how we process the data is noted in the ‘How long we hold your data for’ sections. You have the same rights as listed within the ‘Your rights’ section.
If you would like more information around this, please contact Swindon Carers Centre using the contact information above.
Source of the data we hold about you
The information we collect about you and your dependent will be provided by yourself directly when accessing the service. We may also receive data back from the Department of Work and Pensions following a decision being made regarding the benefits claim.
What to do if you are unhappy with the way your personal data is being processed
Swindon Carers Centre’s Data Protection Officer (DPO) is Bronte Hague, who you can contact at:
Address: Swindon Carers Centre, Sanford House, Sanford Street, Swindon, SN1 1HE
Telephone: 01793 531133
Email: bronte.hague@swindoncarers.org.uk
You also have the right to lodge a complaint with the supervisory authority for data protection. In the UK this is:
Information Commissioners Office
Wycliffe House
Water Lane, Wilmslow
Cheshire, SK9 5AF
Changes to our Privacy Notice
We regularly review, and where necessary, update our privacy information. If we plan to use personal data for a new purpose, we will update our privacy information and will communicate the changes to individuals before starting any new processing.
We will issue copies of our privacy notice and/or retention schedule upon request.