Privacy Policy
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SheSpeaks CIC customer privacy notice
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This privacy notice tells you what to expect us to do with your personal information.
Contact details
Post
52 Churchill Street, STOCKPORT, Cheshire, SK4 1ND, GB
What information we collect, use, and why
We collect or use the following information for safeguarding or public protection reasons:
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Name, address and contact details
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Emergency contact details
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Records of meetings and decisions
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We collect or use the following personal information for information updates, marketing or market research purposes:
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Names and contact details
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Marketing preferences
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Website and app user journey information
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Records of consent, where appropriate
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Information relating to the national data opt-out
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We collect or use the following personal information for dealing with queries, complaints or claims:
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Names and contact details
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Payment details
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Purchase or service history
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Witness statements and contact details
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Relevant information from previous investigations
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Financial transaction information
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Information relating to health and safety (including incident investigation details and reports and accident book records)
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Correspondence
Lawful bases and data protection rights
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Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
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Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
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Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
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Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
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Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
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Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
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Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
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Collecting the information allows us to keep people who attend our circles informed of upcoming circles, reminds them of circles they have booked onto and gives them the option to cancel their space, which opens the space up for someone else to attend.
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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
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Directly from you
How long we keep information
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Financial Records
Invoices, receipts, expense claims, bank statements, annual accounts, grant funding records.
7 years (current year plus 6 years)
UK Tax Law/HMRC requirements
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Personnel/HR Records
Employee/volunteer contracts, performance reviews, training records, sick leave forms.
6 years after employment/volunteering ends
Legal compliance (employment law, potential disputes)
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Payroll information
Salary details, tax codes, pension information
7 years
HMRC requirements
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Client/service user data
Contact details, service agreements, communication logs, progress notes.
2 years after the service relationship ends
Purpose fulfilled, potential queries/future reference (review specific sector guidance)
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Safeguarding records
Reports and sensitive information related to safeguarding concerns.
Indefinitely (or as per specific safeguarding guidance)
Child protection/vulnerable adult legislation, potential long-term legal necessity
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Marketing Data
Mailing lists (with consent), communication preferences.
2 years after last engagement or until consent withdrawn
Consent-based (GDPR Art. 5), minimisation principle
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Contracts/legal documents
Signed contracts with partners, suppliers, or other organisations
7 years (or 13 if a deed) after the contract ends
Legal compliance, potential for latent damage/disputes
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Meeting minutes/Governance
Board meeting minutes, policies, charity registration documents.
Permanent (retain summary info)
Governance, historical record, legal requirement
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Others we share personal information with
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Organisations we need to share information with for safeguarding reasons
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Emergency services
Duty of confidentiality
We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:
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you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
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we have a legal requirement (including court orders) to collect, share or use the data;
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on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with emergency services if there is a risk of harm to self or others)
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If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
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If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.
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