Prestwood Area Community Transport

Organised for the community by the community

Call 07968 641 427

Privacy and Access Rights Policy 

This policy aims to inform you of your rights and our obligations in relation to your personal data, and sets out how Prestwood Area Community Transport (PACT) uses and protects any information that you provide when receiving our services, using our website or if you contact us by phone, letter or email to enquire about our services, events etc. This policy will allow us to continue to communicate with you in the future using electronic and non-electronic means in accordance with the law and your rights. 

PACT is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy policy. If you are under 16 years of age, a person legally responsible for you will need to give their consent.

PACT is the ‘data controller’ for the purposes of this policy, and the policy extends to its staff, management committee, volunteers and anyone else processing data on our behalf from time to time.

Under General Data Protection Regulation (GDPR), organisations are permitted to process data if they have a legal basis for doing so. PACT processes data on one or more of the following conditions:

• Explicit and informed consent has been given by volunteers whose data is being processed
• When services are requested from PACT, it is assumed that consent is given to record and use the data in pursuance of the delivery of the services requested and other services that PACT may offer.
• When relying on the assumption of consent by virtue of client request, the client or legal representative of the client is at liberty to modify or withdraw consent at any time.
• There is a legitimate interest in processing data
• It is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement;
• There is a legal obligation on PACT to process the data
• Where relying solely on consent as the basis for processing data, we request your explicit consent and you can modify or withdraw this consent at any time.
• PACT may change this policy from time to time by updating this page. Regardless of any change to this policy, we will continue to process your personal data in accordance with your rights and our obligations in law. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from the date stated at the end of this document.

What data do we collect on clients?

We collect some personal information in order to understand the needs of the client so we can seek to provide the support required, matching them with a relevant volunteer and run training and events.

To do so we may collect the following information:

• Name and surname, contact information including address and phone number
• Individual needs including mobility and health issues including information pertaining to the appointments which are prompting the request.
• Occasionally we collect information on other consenting representatives of the clients if necessary or accompanying passengers.
• Photos – any photos used in our publicity will be done so with consent of those in the photo.

What do we do with their data that we process?

• Client details are shared only with the nominated driver and with members of the committee where necessary and is then kept by the PACT co-ordinator for 3 years
• We use anonymised client data to report to our volunteers on the health of our organisation
• Where significant concern over the welfare of any client arises, data may be shared with the relevant statutory organisations.
• We will not sell, distribute or lease personal information to third parties unless we are required by law to do so. We will not sell anyone’s personal data for commercial purposes.

What data do we collect on volunteers?

• We collect all the information given by PACT volunteers on the application form in order to be able to process the volunteer application. The application form includes willingness for the data to be used in accordance with this privacy policy.

What do we do with their data that we process?

• Names of volunteers will be shared with the PACT insurance company in pursuance of good governance and as a policy requirement.
• Details are shared only with members of the committee where necessary and then kept by the PACT co-ordinator for 3 years after the volunteers cease to work with us.
• Bank details are shared consensually with the treasurer for expenses to be reimbursed by bank transfer
• We will not sell, distribute or lease personal information to third parties unless we are required by law to do so. We will not sell anyone’s personal data for commercial purposes.
• Photos – any photos used in our publicity will be done so with the consent of those in the photo.

Your rights in relation to your personal data

(clients, volunteers and those signed up to the PACT newsletter)

• You may request details of personal information which we hold about you. If you would like a copy of the information held on you, please submit your requests in writing (see contact details below). 
• You may choose to restrict the collection or use of your personal information, but this will limit the way in which PACT are able to interact with you. If you wish to restrict the data we hold about you, please contact us in writing. (see contact details below).
• You may request deletion of the data we hold about you at any time in writing, subject to any legal obligation on PACT to retain data, such as safeguarding purposes. (see contact details below).
• If you believe that any information we are holding on you is incorrect or incomplete, please contact us in writing as soon as possible (see contact details below). We will promptly correct any information found to be incorrect.

Data Security and Store

We are committed to ensuring that your information is secure. In order 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.

All information you provide to us is stored on secure servers based in the UK or in secure paper files.

Persons processing data on our behalf do so in accordance with this policy and on the basis that we are satisfied that they can and will adhere to our high standards for data protection and security.

The transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Web browsing and Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. More information about Cookies is on this page: Cookies Policy

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

We may also collect and store information about your browsing device, including, where available, your IP address, operating system and browser type.

Links to other websites

Our website may contain links to other websites of interest. However, when using these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy statement applicable to the website in question.

Contact us

Should you have any questions, comments and requests regarding this privacy policy, please submit them in writing by email to info@prestwoodca.org.uk or by writing to Prestwood Area Community Transport, c/o 6, Chequers Lane, Prestwood, Bucks. HP16 9DW

This notice was last updated on 18th June 2019.

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