Derman Privacy Notice

How we use your information

This privacy notice tells you what to expect when Derman collects personal information. It applies to information we collect about:

  • Clients/Service Users
  • Job applicants/Volunteers
  • Enquiriers, complainants, individuals in relation to a data protection enquiry

Website

Privacy

Derman is committed to the privacy of individuals using this website. This privacy statement discloses the privacy practices in operation.

Content

Our website offer accurate and up to date content. However, inaccuracies are sometimes unavoidable. Whilst we welcome feedback to correct errors, responsibility for the use of any information found here lies solely with the user. You also assume the risk of computer viruses, worms, Trojan horses and other destructive code by downloading files from this website. You can contact us to report an error or inaccuracy at admin@derman.org.uk

Links

Derman is not responsible for the content or reliability of linked websites and does not necessarily endorse the views expressed within them. Listing should not be taken as endorsement of any kind. While we endeavour to keep all links up to date we cannot guarantee that these links will work all of the time and we have no control over the availability of linked pages. To report a broken or dead link please contact us at admin@derman.org.uk

Availability

We cannot guarantee uninterrupted access to this website or the sites to which it links. We accept no responsibility for any damages arising from the loss of access to information.

Copyright

The following copyright statement applies to content found on this site:

Derman reserves its right to retain its intellectual property. Visitors to this website are welcome to access this copyright material and view for any purpose, or to download onto electronic, magnetic, optical or similar storage media provided that such activities are for personal use or private research. Content downloaded from this website may not be used for income generating activity without prior consent from Derman.

Cookies

Cookies are small data files that are placed on your computer or mobile device by websites that you visit. Our cookies help us:

  • Make our website work as you would expect
  • Remember your settings during and between visits
  • Improve the speed/security of the site
  • Continuously improve our website for you

We do not use cookies to:

  • Collect any personally identifiable information
  • Collect any sensitive information
  • Pass data to advertising networks
  • Pass personally identifiable data to third parties

Most web browsers allow some control of cookies. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Log files

We occasionally use our records of the pages users have visited on this website to analyse trends, administer the site and track users’ movements. Our records do not contain any personal information about users.

People who telephone us

We do not collect or log your CLI (Calling Line Identification) information when you call Derman.

People who email us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with our procedures. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide.

We usually have to disclose the complainant’s identity to whoever the complaint is about and to those involved in the investigation. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for eight years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

Job applicants, current and former Derman employees as well as volunteers

When individuals apply to work at Derman, we will only use the information they supply to us to process their application. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the DBS (Disclosure and Barring Service) / (Formerly CRB-Criminal Records Bureau) we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates not shortlisted for interview will be held for 6 months after the recruitment exercise has been completed; it will then be destroyed or deleted.

Personal information for those that attended interview but not successful is held 6 months after and then destroyed.
Once a person has taken up employment with Derman, we will compile a file relating to their
employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Derman has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

Access to personal information

Derman tries to be as open as it can be in terms of giving people access to their personal information.
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you to whom it could be disclosed; and
  • Let you have a copy of the information.

To make a request you need to put the request in writing.

If we do hold information about you, you can ask us to correct any mistakes by contacting Derman.

AGM Meetings / Conferences/Awareness Sessions Attendees

If you register to attend one of our events above your details may be securely kept and used to inform you about future events etc. again, but we will not share your data with any third party, without your express permission.

Photographs of attendees during the above events may also be taken. If attendees do not wish to be photographed, they can absent themselves from any such situation. We will assume the consent of individuals pictured in groups for use in Derman’s publications and publicity materials, and publications produced by third parties authorised by us. Attendance at above events will convey the permission by the attendees that photographs and recordings taken one the day may be publicised on our organisation’s, website.

Research

Sometimes, individuals may be invited to take part in research. However, we do not release
information on clients/service users without getting their approval first.

Clients / Service Users

We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about clients/service users to carry out a survey to find out if they are happy with the level of service they received.

Quality checks may be undertaken by our own staff from time to time. In order to be sure that we are providing a good service to our users, we provide information on how we are performing to funders, but in most cases, this information is facts and figures and does not contain information about individuals.

Site developed by: Tuhin Sheikh