Sight Life Privacy Policy

Introduction

This privacy policy sets out how Sight Life uses and protects any information that you give us. We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy policy. Sight Life will comply with the UK General Data Protection Regulation (UK GDPR (General Data Protection Regulations)), by implementing this policy.

Sight Life may change this policy from time to time and will update the Privacy Policy webpage. You should check these from time to time to ensure that you are happy with any changes.

The type of personal information we collect:

The information we collect depends on why you are providing it. You may want to access support services and activities, you may want to support us, for example work or volunteer for us, make a donation, fundraise, sign up for an event or purchase items from our Resource Centre.

We will usually collect:

your name

your contact details including email address

your date of birth.

your preferred communication format.

Where appropriate we may also ask for:

information relating to your eye condition and health,

next of kin details

information regarding support services requested,

your job title and organisation details

your interests and background details

driver/insurance details

DBS (Disclosure and Barring Service) checks information

We will only ever ask for information that is needed to provide the service, information, or administration you have requested.

Reasons for obtaining and processing your data

Most of the personal information we process is provided to us directly by you for one of the following reasons:

You may give us your information to sign up for some of our support or training services, events, to work or volunteer for us, purchase products, fundraise, or donate to us.

provide you with suggestions and advice on products, services and how to obtain the most from using our website.

to monitor the performance of our services and communications to you including the use of our website.

We may also receive personal information indirectly from the following sources:

Your information may be shared with us by other professionals and organisations who may refer you to us for support and services,

Fundraising sites and platforms i.e., JustGiving and Crackerjackpot Lottery,

You may have provided permission for a company or other organisation to share your data with third parties when buying a product or service.

How we use your personal data

What we use your data for depends on the reason for you providing it but usually to:

provide you with the support and services you have requested.

for ensuring we can signpost you to an appropriate support service – we will always gain your consent before referring on to a third party.

sending you emails about our services, events, important policy changes or other information which we think you may find interesting, using the email provided.

employment and Volunteering opportunities

participate in fundraising activities and events,

take donations and process Gift Aid

process sales in our Resource Centre and over the telephone

improve our services through evaluations and consultations

share your story or experience

comply with HMRC (HM Revenue & Customs) and health and safety law and regulations

How we keep your data safe and who has access

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic, and managerial procedures, to safeguard and secure the information we collect.

online forms and emails containing sensitive information are encrypted,

our network is encrypted and routinely monitored by our IT (Information Technology) provider,

only trained staff, certain volunteers, and appropriate contractors have access to your information,

We use external companies to support us in processing some of our data e.g., Payroll and IT support. These companies have confirmed their GDPR compliance,

We securely destroy all personal data by shredding paper copies and permanently deleting electronic information and all backups in line with our Data retention schedule.

We may need to disclose your details if required to police, regulatory bodies e.g., safeguarding concerns or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.

Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period, such as one day or until you close your browser. Others last indefinitely.

For further information on how we use cookies, please refer to our cookie policy. (To be provided from our website service provider with a table of cookies used on the website).

Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider, and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.

If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed into our website.

Controlling your personal information

We try and keep our records up to date so we send you the most relevant information, using the correct contact details. Please let us know if your details change.

Our legal basis for collecting your personal data is a legitimate interest. We have assessed that to provide you with support, advice, training, or information, we need to collect your personal data. We will not use any direct marketing, sales, or fundraising promotions under our legitimate interest.

You have a right to ask us to stop processing your personal data, and if it is not necessary for the purpose you provided it to us for (e.g., registering for an event) we will do so. Contact us at [email protected] if you have any concerns. We will not sell, distribute, or lease your personal information to third parties unless we are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 2018 which describes the right for an individual to apply for a Subject Access Request at no cost. We will respond to your request within 30 days.

If you would like a copy of the information held on you, please write to:

Sight Life,

Jones Court,

Womanby Street,

Cardiff CF10 1BR

or email [email protected].

If you believe that any information, we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected].

You can also complain to the ICO (Information Commissioners Office) if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk