At THE HELIOS FOUNDATION we’re committed to protecting your privacy: we protect any personal information you give us while you use our services and website.
We may undertake additional processing which is subject to separate Privacy Policies and we will draw them to your attention where this is the case.
This policy describes how and why THE HELIOS FOUNDATION uses your personal and sensitive information, how we protect your privacy, rights and choices regarding this information. We promise to respect any of your personal information which is under our control and to keep it safe. We aim to be clear when we collect your information and about what we will do with it.
Our use of personal and sensitive data allows us to best support our clients, while ensuring engagement with THE HELIOS FOUNDATION is fair, in line with our core values and lawful.
Who we are
THE HELIOS FOUNDATION runs the Helios Centre and is a registered charity (1160233)
THE HELIOS FOUNDATION
116 Judd Street
What personal information we collect
Personal data, or personal information, means any information about an individual from which that person can be identified:
- Your name
- Your contact details, including postal address, telephone number, email address
- Your date of birth
- Your age, gender and sexual orientation where you provide this information
- Your ethnicity
- Information about your health, where this is relevant to our support
- Information as to whether you’re a taxpayer to enable us to claim Gift aid
- Any other personal information you provide us.
Certain types of personal information are in a special category under data protection laws, as they are more sensitive. Examples of this type of sensitive data would be information about health or ethnicity.
We only collect this type of information when there is a clear reason for us to do so. For example, we may ask for health information, if this is to assist you with the service we provide you or to make sure we meet your specific needs.
Wherever it is practical for us to do so, we will make clear why we are collecting this type of information and how it will be used.
How we collect information about you
Information you provide to us directly when you contact us about:
- Treatments and support for your physical and emotional health
- Accessing our website to search for information, completing an online form, asking us to contact you or just clicking on our website
- Making use of any of our services that has a cost implication
- Participating in our surveys or make recommendations on how we can improve our service
- Entering into a contract with us as an individual or a third party supplier
- Making donations to us or agreeing to us contacting you about fundraising
- Providing us with your stories to create awareness of our impact
- Applying to work or volunteer for us
- Exercising your data protection rights.
How we use your information
The information we collect from you will be used:
- To support you in living a more healthy, full and independent life.
- To carry out quantitative and qualitative-led analysis and research to help us measure our impact and performance as well as improve our services.
- When you contact us about exercising your rights under the Data Protection Law and General Data Protection Regulation.
- Processing funds and gifts received through fundraising, donations, Wills and claim Gift Aid from HMRC.
Managing our service
The information you provide us may be used in the following ways:
- To ensure the information we have on you is up to date and accurate, as well as create a record of your interaction with us
- In order for us to be able to ensure high standards of service, we conduct routine reviews of case files, customer records, processes and productivity. The information reviewed will be kept strictly confidential.
- To manage our accounts, statements, invoices, purchase orders, bank records, assets and other financial records. To manage processes to make and receive payments.
- Process information on our website and online forms; monitor website use to identify visitor location, guard against disruptive use, monitor website traffic, personalise information which is presented to you and/or to provide you with information on our services.
- Provide legal advice on incidents disputes and complaints as well as ensure contracts are legally binding and compliant.
Lawful Basis for Processing
Data protection laws mean that each use we make of personal information must have a “lawful basis”. The relevant lawful basis is set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation.
In certain circumstances you may enter into an expressed or implied contract with us and we process your information on this basis. For example, when you contact us to assist you with any of the services/support we offer to meet your specific needs.
As a client of THE HELIOS FOUNDATION we may need your consent to send you newsletters or participate in surveys.
We may need to collect and process your personal data when the law or our statutory obligations requires. These reasons include retention and provision of information regarding crimes/criminal activities, financial reporting and taxation as well as compliance with GDPR.
We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so and in our/their legitimate interests (provided that, what the information is used for, is fair and does not unduly impact your rights).
We consider our legitimate interests to include all day-to-day activities THE HELIOS FOUNDATION carry out with personal information. Some examples not mentioned under the other basis above where we are relying on legitimate interests are:
- Managing our services
- Measuring our performance.
We only rely on legitimate interests when we have considered the potential impact on you (positive and negative), how intrusive it is from a privacy perspective and your rights under data protection laws do not override our (or others’) interests in us using your information in this way.
How we keep your information safe
We ensure that there are appropriate technical and organisational controls in place to protect your personal details. Some of your information is stored in paper-based files only and some is kept on a secure computer application.
How long we keep your information
The Helios Foundation has specific criteria to determine how long we will retain your information based on:
- The purposes for which we process your personal data and how long we need to keep the data to achieve these purposes
- How long personal data is likely to remain accurate and up to date
- For how long the personal data might be relevant to possible future legal claims
- Any applicable legal, accounting, reporting or regulatory requirements which specify how long certain records must be kept.
Sharing your information with other organisations
We will not share your data with any third parties for direct marketing.
Where we are under a legal or regulatory duty to do so, or where we consider it necessary to protect the rights, property or safety of The Helios Foundation, its personnel, visitors and users, we may disclose your details to:
- The police
- Regulatory bodies including but not limited to HMRC, the Financial Conduct Authorities, the Information Commissioner’s Office, or the Charity Commission
- Any organisation where we have a requirement to share data for the purpose of safeguarding.
THE HELIOS FOUNDATION uses third party suppliers under contract as part of our legitimate interests. In order to carry out the contracted services, these suppliers may collect or store personal data as set out in the relevant contracts. These could include:
- IT providers
- Right to be Informed – this means you have a right to be informed about the way we collect and use your data.
- Right to Access – also sometimes called a Subject Access Request – this means you have a right to request a copy of the data we hold on you. However, this is subject to certain exemptions.
- Right to Rectification – this means that you can request that we correct your personal data if it is inaccurate.
- Right to Restrict Processing – this means that you can request that processing of your data is limited and your data is stored separately.
- Right to Data Portability – this means that under certain circumstances you can request that the data we hold on you be sent to you.
- Right to Object – this means you have the right to object to processes being carried out under legitimate interest.
- Right to Withdraw consent – this means in certain instances you have the right to withdraw consent where consent has been used as a lawful basis to process your data.
- Right to be Forgotten – this means you have the right to have some or all of your data deleted. This applies in certain cases and is subject to certain exemptions.
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Please keep your information up to date by letting us know of any changes:
Phone: 020 7713 7120
Address: THE HELIOS CENTRE
116 Judd Street
If you decide you no longer want to hear about our news, products, services, campaigning, volunteering or fundraising activities, please contact us.
Data Protection Officer details
The Data Protection Officer
THE HELIOS FOUNDATION
116 Judd Street