Privacy notice

We are committed to protecting your personal data and making sure that we collect only the data that we need, that it is processed in a fair, transparent and lawful manner, that it is kept no longer than necessary and that it is thereafter securely destroyed. We will never sell or share your personal data with other organisations for marketing purposes.

We’ve implemented appropriate physical, technical and organisational measures to protect the personal data we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.

We contract some third-party suppliers who process our data to provide, for example, cloud-based IT systems. Except for these data processors, we will not pass on the data we have about you to anyone else without your permission except in exceptional circumstances, the lawful basis of which is ‘vital interests’. Examples of these circumstances might include information that suggests you might be danger to yourself or someone else, or information about a child at risk of harm or neglect.

If you attend an event or take part in a promotional activity, we may ask to take your photograph or film you. We may also ask you for a photograph for use on our website. We will need your consent to take and use these images fairly and lawfully.

Some senior staff may need to share personal contact details with other staff so that they can be contacted in the event of an emergency or cancellation, this will be under ‘contract’. Other staff and volunteers may wish to share contact details so that they can be notified in the event of a cancellation or emergency, this will be by ‘consent’.

If you apply to work with us we will collect data about your identity. The lawful basis on which we process this data is ‘legal obligation’. We must have this data to verify your eligibility to work in the UK.

When applying to work or volunteer with us you may provide additional data to support your application. The lawful basis on which we process this data is ‘contract’. This means that we are processing data to determine if we can enter into an employment contract, volunteer agreement or contractor agreement with you.

You may want us to know about your personal experiences around mental health. This kind of sensitive information is called ‘special category’ data, and if you want us to record this information we will need your explicit permission as the lawful basis to do so.

We will also invite you to complete an Equality & Diversity monitoring form. This information is detached from your personal data and is processed anonymously.

Because our work sometimes involves contact with vulnerable adults, if your application is successful we may apply for a DBS check. This means we might process data ‘related to’ criminal offences and applies even when the data is about the absence of criminal offences. The lawful basis for processing is ‘safeguarding of children and of individuals at risk’. If your work with us requires a DBS check, we will ask to see your DBS certificate and decide if it is satisfactory – the presence of criminal offence data is not an automatic bar. We do not make a copy of your DBS certificate or record any data from it, we record only the outcome.

We need data about your identity to provide salary details to HMRC and – if required – to auto-enrol you to our workplace pension scheme. The lawful basis on which we process this data is ‘legal obligation’.

We will also process personal data in connection with your employment contract, such as payroll processing, HR management systems and professional service providers such as accountants and lawyers. The lawful basis on which we process this data is ‘contract’.

We may need to process sensitive ‘special category’ information, for example if you have a disability for which we need to make appropriate adaptations. The lawful basis on which we process this data is ‘Employment, social security and social protection law’.

We will process personal data in connection with your agreement and the work you are carrying out for us. The lawful basis on which we process this data is ‘contract’.

You have the right to request access to a copy of the personal data that we hold about you, along with information on what personal data we use, why we use it, who we share it with, and how long we keep it for.

If you have given us your consent to use personal data (for example, for marketing), you can withdraw your consent at any time.

You can opt out of profiling activity at any time.

You can ask us to change or complete any inaccurate or incomplete personal data held about you.

You can ask us to delete your personal data where it is no longer necessary for us to use it, if you have withdrawn consent, or where we have no lawful basis for keeping it.

You can ask us to provide you or a third party with some of the personal data that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.

You can ask us to restrict the personal data we use about you where you have asked for it to be erased or where you have objected to our use of it.

Note that some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

If you wish to exercise any of these rights, or if you want to discuss with us any aspect of our privacy practices or make a complaint, please contact our data protection lead as shown below.

Should you be unable to resolve a matter with us you can make a complaint to the Information Commissioner’s Office. We are registered with the Information Commissioner’s Office under reference Z4696712.

Data Protection Lead
West Kent Mind
34 St Johns Road
Sevenoaks TN13 3LW

01732 744950
dataprotection@westkentmind.org.uk