Deafblind UK Group Privacy Policy: Employees

What is a privacy policy?

At Deafblind UK, we are committed to keeping the trust and confidence of everyone who comes into contact with us. So it is important that you know we process your personal data when you do things like become a member and use our services. We want you to trust us with that information.

What’s in this policy?

• why we collect your data
• who we are
• what types of information we collect
• how do we collect this information
• how we will use your information
• how we share your information with others
• how long we will hold your information
• your rights and how you can access your information
• updating your preferences and stopping communication from us
• making changes to your information
• how we store your information
• our use of cookies (we will explain what these are)
• how to contact us

Why we collect your data

We collect your data to:
• To ensure we provide the right services to you
• To improve the way we communicate with you
• For use in writing funding applications and evaluations

Who we are

The Deafblind UK is registered as a data controller with the Information Commissioner’s Office and our registration number is Z5842389

The Deafblind UK Group is made up of-
Deafblind UK Registered Charity Number: 802976. Company Registration Number: 2426281, Our registered office is National Centre for Deafblindness, John and Lucille Van Geest Place, Cygnet Road, Peterborough, PE7 8FD and we have services throughout England, Northern Ireland and Wales

About Me Care and Support Registration Number ZA316876 and Company number: 7945990
Deafblind UK Trading- Registration Number ZA316890 and company number 05082057 – are wholly owned subsidiaries of ours which trade on our behalf. That means they are part of Deafblind UK, and we own them – we are their ‘parent’.
Within the context of this privacy policy, ‘we’, ‘us’, ‘our’ or ‘Deafblind UK’ refers to Deafblind UK Group, Deafblind UK, About Me Care and Support, and Deafblind UK Trading.

What types on information do we collect?

It is necessary for Deafblind UK to process personal data ,including special category data relating to its employees.

Personal information
This means any information that may be used to identify you, such as your name, telephone number, postal and email addresses, and your bank details if you are supporting us financially.

Special Category Data
With your consent wee also ask you for more sensitive information as part of our Equality and Diversity Monitoring

We process some special Category data under Article 9 (2) (b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller (Deafblind UK) or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;

How do we collect this information?

We collect information when you do things such as:
• Complete a employee application form
• Complete a new starter form
• Complete a equality and diversity monitoring form
• Complete a payroll set up form
• Provide us directly with personal data to start your employment with Deafblind UK
• Register your interest with Deafblind UK via our website and or Nextworx
How we use your information

The information you provide to Deafblind UK will be used to:
• Communicate with you and manage our relationship with you
• Meet our contractual responsibilities
• Meet our statutory responsibilities
• Meet our management responsibilities
• For monitoring and reporting purposes

We collect your information because we need it employee you with Deafblind UK and to help us fulfil your requests, keep in touch with you, and offer you communications that are relevant to you.
When becoming a employee we process your data under ‘contract’ and ‘Legal Obligation’.

Sharing your personal data

Your personal data may be shared with other companies within our Group.

We will not sell or rent your information to third party organisations, and we will not share your personal information for others to use in their marketing or fundraising.

We use carefully selected companies to provide services on our behalf, including delivering postal mail, sending emails, data storage and analysing data.

These companies are: ‘Blackbaud, MailChimp, Survey Monkey, Snapsurvey, Ethical IT, IHASCO, Socail Care TV, Capita, Saphire, SAP, Skills for Care, CQC, Pensions Trust, UCheck, and our financial auditors.

With your consent we will provide your details to: Perkbox Limited and Busybees Benefits Limited

We will only provide those companies with the information they need to deliver the relevant service, and we make sure that your data is treated with the same level of care as if we were handling it directly. We disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure unless we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

We may also pass your details to travel and accommodation companies if we are assisting you with transport

Changes

This policy may change, but we will always have the latest version available for you on our website. This policy will be reviewed at least annually. If there are any major changes, we will add a notice on our website or contact you. This policy was last updated on 18th May 2018.

How long do we hold your data?

We operate a Data Retention Policy to ensure that data is not held for longer than necessary, if you would like to request a copy please email feedback@deafblind.org.uk
As an employee of Deafblind UK we will hold your information for the period you are employed. After your contract has ended your information is archived for six years and then deleted/destroyed

Your Rights

We are committed to upholding your rights. Under the General Data Protection Regulation you have the following rights:
• to be provided with access to your personal data held by us;
• to request the rectification or erasure of your personal data held by us;
• to object to the collection of your data and request that we cease processing your data;
• to request that we restrict the processing of your personal data while we investigate your concerns with this information;
• to not be profiled and object to solely automated processing; and
• to request that your data be transferred to a third party (data portability).

Accessing your rights
To access any of your rights above, please write to Deafblind UK’s Data Protection Officer at:
Post: Data Protection Officer
National Center for Deafblindness,
Cygnet Road
Hampton
PE7 8FD
Email: change@deafblind.org.uk

If you would rather speak to someone, please call 01733 358100

We try our best to respond to all enquiries within five working days of receiving them, and will offer a full response to all access requests within one month.

Updating your preferences and unsubscribing

You are in control of how we contact you. If you would like to withdraw your consent of any of the services you receive from Deafblind UK please email: unsubscribe@deafblind.org.uk or calling 01733 358100
If your personal details change or you would like to change your preferences please emailing change@deafblind.org.uk or calling 01733 358100

How we store your information

We ensure there are appropriate technical controls in place to protect your personal details, for example our online forms are always encrypted (this prevents other people accessing them) and our network is protected.

Where is my data stored? 
Your data is held in secure paper and computer files. These have restricted access. Where your data is held in paper format we have secure storage and processes for this. We have measures in place to stop unlawful access and disclosure. All of our IT systems comply with the security required within GDPR to make sure that personal data is processed in a manner that ensures appropriate security of the data including protection against unauthorised or unlawful processing.

Transfer outside the European Economic Area (EEA)
Data held by Blackbaud INC, data process on behalf of Deafblind UK, is stored and backed up outside the EEA.

CCTV

All DBUK Group buildings are covered by CCTV. Signs are displayed and clearly visible in all locations where CCTV is installed. For more information on how long we store these recordings please see our Data Retention and Deletion policy.

Our use of cookies

What is a cookie?
Cookies are small pieces of information sent to your computer and stored on your hard drive. These pieces of information are then used to improve your experience of our website. Cookies cannot be used to identify you personally. We use cookies to:
• remember certain information about users so they do not have to give the same information more than once
• recognise if users are already logged in to certain areas of the website
• measure how people use our website so we can improve the way information is provided
You can find out more about cookies and how to delete or control them at: https://www.gov.uk/help/cookies

Cookies set by third parties
We also use Google analytics cookies (__utma, __utmb, __utmc, __utmz), which are used to measure how people use our website. We look at reports to make sure that our website is providing the best possible service for our users. Google analytics does not identify you personally – it just collects data about your visit to our website.

This Website uses Google Analytics’ instead?
Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses cookies.

The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf.
Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this you may not be able to use the full functionality of this website.

The information allows us to evaluate and improve the accessibility and content of our website.

Facebook Pixel
This Cookie is placed by Facebook. It enables Deafblind UK to measure, optimize and build audiences for advertising campaigns served on Facebook. In particular it enables Deafblind UK to see how our users move between devices when accessing the Deafblind UK web site and Facebook, to ensure that Deafblind UK’s Facebook advertising is seen by our users most likely to be interested in such advertising by analysing which content a user has viewed and interacted with on the Deafblind UK web site. For further information about the Facebook Pixel please see:
https://en-gb.facebook.com/business/help/651294705016616

IP Addresses 
When you visit and look around our website, we record things like your IP (internet protocol) address – the unique number of the device you are using to access our website, which pages you visit (on our website only), when they were visited, and the type of device you were using. This information helps us create a better experience for everyone who uses our website.

Examples of the type of information that can be collected using your IP address include the type and version of your browser, and the location from which you are accessing our site. This helps us improve how our page templates appear and change content to make it relevant to our website visitors.

Contact

Questions, Comments, or to receive this Privacy Policy in an alternative format please email feedback@deafblind.org.uk or call 01733 358100