PRIVACY NOTICE
AD Advocacy holds some information about you. This document outlines how that information is used, who we may share that information with and how we keep it secure. This notice does not provide exhaustive detail. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to adadvocacy@outlook.com. We keep our Privacy Notice under regular review. This Privacy Notice was last reviewed in April 2020.
What We Do
AD (Aimee Day) Advocacy is a small organisation that provides a personal advocacy service for people living with dementia, consultancy to professionals wanting to hear from the people they support to ensure they are meeting individuals needs through their service provision and we deliver bespoke training packages with the voice of people living with dementia at the heart of all we do.
We believe in working together with you to understand your specific need. We will be flexible in our approach and want to ensure that individuals living with dementia get to live the life they choose whether though empowering independence, facilitating peer support, improving service provision or through training and education.
How We Obtain Your Personal Data
Information provided by you
You provide us with personal data in the following ways:
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By completing an online free consultation request
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By signing a terms of engagement form
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During a free fact-finding consultation
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Through email, over the telephone or by post
This may include the following information
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Basic details such as name, address, contact details
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Details of contact we have had with you such as meeting and appointment requests
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Organisational objectives and challenges regarding the need for bespoke training or support.
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Bank details
We use this information in order to provide you with bespoke advocacy, consultancy or educational support. This means that the legal basis of our holding your personal data is for legitimate interest.
Following completion of our agreement we retain your personal data for the period of five years.
How we use your personal data
We act as a data controller for use of your personal data to provide a bespoke service.
At all times we will protect your personal data, including contact details, in a manner which is consistent with our duty of professional confidence and the requirements of the General Data Protection Regulation (GDPR) concerning data protection. We will also take reasonable security measures to protect your personal data storage.
We may use your personal data where there is an overriding public interest in using the information e.g. in order to safeguard an individual, or to prevent a serious crime, also where there is a legal requirement such as a formal court order. We may use your data for marketing purposes such as newsletters but this would be subject to you giving us your express consent.
Do you share my information with other organisations?
We will keep information about you confidential. We will only disclose your information with other third parties with your express consent with the exception of the following categories of third parties:
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Any contractors and advisors that provide a service to us or act as our agents on the understanding that they keep the information confidential
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Anyone to whom we may transfer our rights and duties under any agreement we have with you
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Any legal or crime prevention agencies and/or to satisfy any regulatory request (eg, CNHC) if we have a duty to do so or if the law allows us to do so.
We will seek your express consent before sharing your information with external partners. If we believe that your life is in danger then we may pass your information onto an appropriate authority (such as the police, social services in the case of a child or vulnerable adult, or GP in case of self-harm) using the legal basis of vital interests.
What are your rights?
Every individual has the right to see, amend, delete or have a copy, of data held that can identify you, with some exceptions. You do not need to give a reason to see your data.
If you want to access your data you must make a subject access request in writing to adadvocacy@outlook.com. Under special circumstances, some information may be withheld. We shall respond within 20 working days from the point of receiving the request and all necessary information from you. Our response will include the details of the personal data we hold on you including:
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Sources from which we acquired the information
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The purposes of processing the information
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Persons or entities with whom we are sharing the information
You have the right, subject to exemptions, to ask to:
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Have your information deleted
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Have your information corrected or updated where it is no longer accurate
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Ask us to stop processing information about you where we are not required to do so by law.
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Receive a copy of your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to another controller, without hindrance from us.
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Object at any time to the processing of personal data concerning you
We do not carry out any automated processing, which may lead to automated decision based on your personal data.
If you would like to invoke any of the above rights then please write to the Data Controller at adadvocacy@outlook.com.
What safeguards are in place to ensure data that identifies me is secure?
We only use information that may identify you in accordance with GDPR. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful.
We will protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared.
We also ensure the information we hold is kept in secure locations, restrict access to information to authorized personnel only, protect personal and confidential information held on equipment such as laptops with encryption (which masks data so that unauthorized users cannot see or make sense of it). We ensure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.
How long do you hold confidential information for?
All records held by AD Advocacy will be kept for a five year period.
Website technical details
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Forms
We do use electronic forms on our website making use of an available ‘forms module’ which has a number of built-in features to help ensure privacy. We also aim to use secure forms where appropriate.
We do not make use of cookies to collect any private or personally identifiable information. The technical platform of this website uses cookies solely to aid the proper technical functioning of the website. The cookies used contain random strings of characters alongside minimal information about the state and session of the website – which in no way collects or discloses any personal information about you as a visitor.
Advanced areas of this site may use cookies to store your presentation preferences in a purely technical fashion with no individually identifiable information. Note also our statement on analytics software below – as analytics software also uses cookies to function.
Most web browsers allow some control of most cookies through the browser settings. 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
Analytics
Like most websites, we make use of analytics software in order to help us understand the trends in popularity of our website and of different sections. We make no use of personally identifiable information in any of the statistical reports we use from this package. We use an analytics package called Google Analytics who provide details of their privacy policy on the Google website.
Complaints
If you have a complaint regarding the use of your personal data then please contact us by writing to the Data Controller at aadvocacy@outlook.com and we will do our best to help you.
If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner’s Office (ICO), you can contact them on 01625 545745 or 0303 1231113.