Shetland Community Connections SCIO customer privacy policy notice
Shetland Community Connections (SCC) is committed to safeguarding the privacy of your personal data. This privacy notice tells you what to expect us to do with your personal information.
Our contact details
Post: Market House, 14 Market Street, Lerwick, Lerwick, ZE1 0AP, GB
Telephone: 01595 745091
Email: communityconnections@shetland.org
What information we collect, use, and why
We collect or use the following information to provide services:
- Names and contact details
- Addresses
- Date of birth
- Brief history
- Health information (including dietary requirements, allergies and health conditions)
- Photographs or video recordings
- Identification documents
- Interactions with us on our social media pages (such as Facebook).
We also collect or use the following information to provide services
-
- Racial or ethnic origin
- Health information
We collect or use the following information for our case management system:
- Names and contact details
- Addresses
- Information about their assessed health or social care needs
- Racial or ethnic origin
- Health information
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Location data
- Recorded images, such as photos or videos
- Records of consent, where appropriate
- Racial or ethnic origin
- Health information
We collect or use the following information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
- Racial or ethnic origin
- Health information
Lawful bases
Our lawful bases for collecting or using personal information to provide services, operate our case management system and provide service updates
- Consent - You are able to remove your consent at any time. You can do this by contacting Shetland Community Connections – contact details at the top of this document.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent
- Contract
Where we get personal information from
- People directly
- Schools, colleges, universities or other education organisations
- Councils and other public sector organisations
- Previous employers
How we store your information.
All information will be stored on a secure network and process in accordance with applicable data protection law (including but not limited to, the General Data Protection Regulations (GDPR) and UK data protections Act 2018 and NHS guidelines.
Such information may also be hosted by software or IT providers who are subject to appropriate data processing agreements to ensure that your personal information is subject to appropriate security. Any information that could identify you will not be shared with anyone else without your consent.
How long we keep information
| DATA | Purposes of processing data | Categories of personal data | Retention period |
| Service users info (electronic & paper) | Case management | Name / address / phone / email / medical & social care info / contact details/ personal information / financial details / health details | 3 years after leaving service |
| PVG checks (staff, volunteers, potential PA's) (electronic excel document) | Staff management / volunteer management / support to service users | Date / membership number / PVG number / name / position / recruitment decision / date of issue / disclosure type / purpose it was requested / unique ref number | Disclosure information will not be kept for any longer than is necessary once a decision has been made. Normally for up to a period of 6 months, to allow for any disputed or complaints. |
| Staff info (Electronic records & info on Bright HR) | Staff management |
Name / job outline / work objectives / performance review / future objectives & personal development / appraisals / supervision notes / car insurance details Application forms / interview notes for all candidates Personnel records, redundancy & disciplinary records, salary info Tax & national insurance returns Pension scheme records |
3 years after they leave employment 6 months 6 years after employment ceases 6 years after the tax year they relate to 12 years |
| Photos of staff, volunteers, services users & menbers of the public | Keep indefinitely as an archive of SCC work | ||
| Text messages, messenger, whatsapp, Facebook | Name / phone number (Recorded in service users & volunteers peper & electronic files) | Deleted after 6 months from facebook / mobile phone | |
| Trust & Grant applications | Name / address / phone / emails / work no. |
7 year period - successful 3 year period - unsuccessful |
|
| Insurance policies | Copy of policy | Permanently | |
| Employers liability certificate | Copy of certificate | 40 years | |
| Financial records | Financial records (including annual reports) | 6 years | |
| Board meeting minutes | Retain minutes etc | Minimum of 10 years | |
| Health & safety | Accident reports | 3 years |
Who we share information with
- Other organisations (with consent from yourself)
- Health care providers
- Organisations we need to share information with for safeguarding reasons
- Relevant regulatory authorities
- We may provide your personal data to third parties who may process your data as part of the services they carry out on our behalf. In order to provide you with the services that you have requested from
- Any statutory, governmental or regulatory body that requests the personal data and that We are obliged (by law or by regulation) to provide;
- Macmillan, who use the non identifiable information for evaluation and research purposes.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
We may make changes to this policy from time to time. If we make any significant changes to this policy that impacts the way in which your personal data is treated we will contact you. This policy was last changed 29 April 2024