Introduction
At Settled, we are committed to protecting your privacy and being transparent about how we use your data. We will only use the information we collect about you lawfully. This, together with our website terms and conditions, tells you about what we collect and how we use and store your personal information.
If you have any queries about our privacy statement, please contact us at info@settled.org.uk
The services we presently offer are:
The relief of European Union citizens who are resident in the United Kingdom and in need, by reason of youth, age, ill-health, disability, financial hardship, homelessness, being victims/survivors of domestic violence, being victims of human trafficking or other disadvantage by the provision of education, information and support on lawfully obtaining the right to reside and work in the United Kingdom following the departure of the United Kingdom from the European Union.
For the purposes of this clause European Union citizens include citizens of the EU27 countries or EEA or Swiss Nationals or non-EU/EEA citizens dependent on an EU Citizen for their current residence status.
What information do we collect
In order to operate efficiently, Settled has to collect and use information about people with whom it works. These may include current, past and prospective service users; current, past and prospective employees; current, past and prospective volunteers; and other relevant parties. We will only collect and retain relevant and essential data.
Settled primarily uses legitimate interest to process client personal data. The processing of this data is necessary for Settled’s legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data, which overrides those legitimate interests.
Settled collects, uses and discloses personal information concerning our donors for the following reasons:
• To establish a relationship and communicate with donors
• To understand who our donors are and how we may improve our services to meet their preferences and expectations
• To process a donation (e.g. a credit card transaction)
• To issue a tax receipt
• To recognize contributions
• To meet requirements imposed by law
How we collect information from you
Settled supports vulnerable people in a number of ways and we collect information through the following channels :
- Face-to-face
- Telephone
- Letter
- Facebook Messenger
- Contact form on Settled website
Some of the information you give to us will be held on central systems and accessed by authorised staff or volunteers.
Third Party Organisations
We do not share your data with third parties, including charities or statutory bodies, except if mandate by law. Data may be processed by data processors under Settled’s control for purpose of delivering services.
What personal data we collect and how we use it
Any information we collect about you will:
- Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose
- Be adequate, relevant and not excessive for those purposes
- Be accurate and kept up to date
- Not be kept for longer than is necessary for that purpose
- Be processed in accordance with the data subject’s rights
- Be kept safe from unauthorised access, accidental loss or destruction
- Not be transferred to a country outside the European Economic Area, unless that country has equivalent levels of protection for personal data The type and quantity of information we collect and how we use it depends on why you are providing it.
All
If you have opted in to email communications from us, we may contact you to ask you to take action, to provide you with information or resources we feel may be of interest to you, to ask for you to support our work financially or to promote services and events we provide.
We may be required to disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also be required to disclose data if it is necessary to do so for the purposes of maintaining adequate insurance coverage, managing risks or for the establishment, exercise or defence of legal claims. You will be informed in writing if a disclosure of your personal data is required under this policy.
Clients
If contacting Settled for advice and assistance, the Privacy Policy will be explained to you and you will be asked for consent for Settled to capture and store your data.
If, at this point you decline consent, our volunteers and staff will be unable to provide you with advice and support. If you have contacted Settled for advice and assistance, we may need to refer or liaise with other agencies or professionnals such as:
- Home Office
- Local authorities
- Lawyers or providers of legal advice or other necessary expertise
If we need to share your data with such other agencies or professionnals, we will ask for your specific consent to do so. We will make exception to this rule to report any safeguarding concerns in line with legislation.
This includes when someone’s health and safety is in danger. We will collect the following details:
- Name
- Address
- Email address
- Phone number
- Contact preferences
- Characteristics pertaining to the right to reside and work in the United Kingdom following the departure of the United Kingdom from the European Union
Records of our work will be kept securely, these may be electronic or paper copy. Once the application is complete, documentation will be retained for a period of time of ten years beyond the last date of entry on the records. Any paper documentation is disposed of securely. Electronic files will be deleted securely by data processors or staff.
We will use your data to:
- Provide services according to the Charity’s object
- For management information statistics and disclosure obligations
Donors
If you support us by making a donation, we will collect the following details:
- Name
- Address
- Email address
- Phone number
- Contact preferences
- Bank account details for setting up a Direct Debit
- Bank card details for making payments or donations
- Taxpayer status for collecting Gift Aid
We may also collect and record any other relevant information you share with us about yourself. We may collect and process data relating to your interactions with us, such as your donations, registration for events or participation in our campaigns.
If you set up a regular donation using web giving sites, you will need to set up an account with the site. You can select to remain anonymous or give your name, address and amount you wish to donate. These websites will share the details that you have agreed for them to share. We will write to you to confirm we have received your donation and ask whether we can keep in contact. We will use your data to:
- Administer your donation or support your fundraising, including processing gift aid
- Ensure we know how you prefer to be contacted. We will ask you to give your permission via email, letter or telephone
- For management information statistics and disclosure obligations
We do not sell or share personal details to third parties for the purposes of marketing.
Staff
- Name
- Address
- Email address
- Phone number
- Contact preferences
- Bank account details for salary payment and expense reimbursement
- Data necessary for National Insurance and Tax processing
- “Special category” data, such as gender and ethnicity information collected during recruitment that we use to ensure we’re complying with equalities legislation and employment law.
We will use your data to:
- Administer and manage our work relationship with you
- Fulfil our regulatory and administrative obligations as employer
Volunteers
- Name
- Address
- Email address
- Phone number
- Contact preferences
- Bank account details for expense reimbursement
- “Special category” data, such as gender and ethnicity information collected during recruitment that we use to ensure we’re complying with equalities legislation and employment law.
We will use your data to:
- Administer and manage our volunteer services relationship with you
- For management information statistics
CCTV
We do not utilise CCTV.
Making a complaint
Settled has a complaints procedure for their services. Complaints must be reported in writing either via an email to info@settled.org.uk or using the contact form which can be found on the website.
All logged complaints are given a unique reference number.
How we keep your data safe and who has access
Settled ensures that there are appropriate technical controls in place to protect your personal details.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained personnel.
We may use external companies to collect or process personal data on our behalf.
We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collect or have access to.
We may need to disclose your details if required to the government and regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent. If you have any queries about this statement please contact the Chief Executive Officer of Settled or email info@settled.org.uk
Using our website
What are cookies?
This website uses cookies to collect information. Cookies are small data files which are placed on your device when you browse a website. Cookies are essential to the effective operation of our website and improve the performance and your experience of using our website. They may be essential to some aspects of the website for example if you are required to register to attend an event or purchase a service.
Information collected
Some cookies may collect information about browsing behaviour from the same device. This includes information about pages viewed. We do not use cookies to collect or record any personal information such as name, address or other contact details.
How do I disable cookies?
If you want to disable cookies you need to change your website browser settings to prevent cookies being stored. How you do this will depend on the browser you use. Typing: “How do I disable cookies” into any popular search engine will give you a list of pages showing you how to do this in your own Internet browser.
What happens if I disable cookies?
This depends on which cookies you disable, but in general the site will not operate properly if cookies are switched off. IP Addresses IP addresses may be collected by analytical systems when connecting to our website on are not linked to individuals.
IP Addresses
IP addresses may be collected by analytical systems when connecting to our website on are not linked to individuals.
Your right to know what data we keep, how to make changes or ask us to stop using your data
Data subjects of Settled have the right to access any personal data that is being kept about them by Settled, as well as
- find out how we process their personal data
- request a rectification to their personal data if believed to be inaccurate
- obtain a restriction or object to us processing their personal data
- request erasure of their personal data
- withdraw their consent for our processing their personal data, in which case services or other relationship with Settled may stop taking place.
- Any client who wishes to exercise this right should contact their adviser in the first instance;
- In order to gain access, requests should be made in writing;
- The organisation aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 30 days as per the GDPR guidelines. This can be extended where requests are complex or numerous, but the individual must be notified within one month of the receipt of the request and given an explanation why the extension is needed.
Lawful Basis
Under the GDPR, this is our “lawful basis” for processing personal data. This policy documents our lawful basis. The lawful basis for processing data can include:
1. Consent of the data subject
2. Processing is necessary for compliance with a legal obligation
3. Processing is necessary to protect the vital interests of a data subject or another person
4. Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
5. Processing is necessary for purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.
The conditions for special categories of data, formerly known as sensitive data are:
1. Explicit consent of the data subject, unless reliance on consent is prohibited
2. Processing is necessary for carrying out obligations under employment, social security, social protection law or a collective agreement
3. Processing necessary to protect the vital interests of a data subject where the subject is incapable of giving consent
4. Processing is necessary for the establishment, exercise or defence of legal claims
5. Processing is necessary for reasons of substantial public interest
6. Processing is necessary for the assessing the working capacity of the employee
7. Processing is necessary for reasons of public interest in the area of public health Under this basis, we rely on the conditions for specific processing: Client data – Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller and processing is necessary for the purposes of legitimate interests of the controller.
In regard to special categories, we will seek consent from clients to collect, store and process their data. In addition, in regard to special categories, processing is necessary for the establishment exercise or defence of legal claims.
How long do we keep your data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Changes to this privacy policy and to your data
Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.
If you would like to access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information please contact Settled at info@settled.org.uk
This version of the Settled’s privacy policy was last updated in February 2022.
