Break The Silence are committed to protecting and respecting your privacy. This policy explains how we will use information we collect, or that is provided to us.

Privacy Policy - Clients

Who we are
For the purpose of the Data Protection Act 1998 (The Act) and the EU General Data Protection Regulation 2016/679 (“Data Protection Law”) we are a “data controller”. This means we are responsible for, and control the processing of, your personal information.

What we collect
We collect information you provide, such as your name, postal address, telephone number, e-mail address, date of birth, gender and reason for referral in the following ways:

When you give them to us directly
This happens when you register your interest in accessing one of our services, through our website, on the phone or in person.

When you email a query, send feedback or make a complaint.

When you give permission to a third party
This happens when you give permission to someone to pass your details on to us to access our service, this could be someone from NHS, Social Services or other third sector services.

Why we collect and what we do with the data
We collect this information to contact you with appointment information, and to contact you with information of any groups you have shown an interest in.

To ensure our funding criteria is met we need to ensure clients are in the correct age group and geographical location.

To keep a record of your engagement with the organisation.

Monitor and evaluate performance and effectiveness of services and to fulfil funder requirements, in these circumstances your name and anything else that may identify you will be removed.

Sensitive data held by our organisation
Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health and ethnic origin. We collect this data to produce anonymised reports to fulfill our funding commitments.

When can we share your information?
When Break the Silence has to comply with Local Authority Guidelines for Child Protection.

If we receive specific information concerning a child at risk of physical, sexual or emotional abuse.

We believe you are a risk to yourself or others.

We would advise you of any action required to be taken at the point of disclosure. Copies of our confidential agreements are available on request.

Storage of data and data protection
All information we collect, whether paper or electronic records is private and confidential, including referral forms, assessments, client records and outcome forms. You have the absolute right to expect any information collected that contains data on you must be kept private and stored securely. Access to client data is restricted to authorised staff.

How long do we keep your data?
Break the Silence will destroy all data except name, address, date of birth and appointment details of clients 2 years after their last appointment. Names, addresses and date of birth are kept on record to ensure we can identify ex-clients who give consent to police to access their data after 2 years in event of a police investigation and enable us to provide details of appointments given.

Your rights
You have the right to access and control your information and ask us to stop processing your personal data. We will respond to requests for information and, where applicable will correct, amend or delete your personal information.

If you wish to exercise any of these rights or to make a complaint, you can do so by contacting Data Protection Officer, Break the Silence, 16 College Wynd, Kilmarnock, KA1 1HN, by e-mailing: info@breakthesilence.org.uk or by telephone at 01563 559558

In order to amend or delete any of your personal information, we will need to carry out checks to ensure you are who you say you are.

It is sometimes not possible for us to delete all of the information we have for you. If you ask for us to delete your data we will let you know if it has not been possible to delete everything we hold for you.

You can make a complaint to the data protection supervisory authority, the Information Commissioner’s Office at www.ico.org.uk

Privacy Policy - All Users

Who we are
For the purpose of the Data Protection Act 1998 (The Act) and the EU General Data Protection Regulation 2016/679 (“Data Protection Law”) we are a “data controller”. This means we are responsible for, and control the processing of, your personal information.

What we collect
We collect information you provide, such as your name, telephone number, e-mail address.

When you give them to us directly
This happens when you sign up to receive newsletters or emails from us on our website or at events.

When you email a query, send feedback or make a complaint.

When you give it to us indirectly through a third party
This happens when you make a donation to the charity which is processed by a third party payment processor, or set up a fundraising page (or donate) on one of our fundraising platforms

Why we collect and what we do with the data
To process donations or other payments and verify financial transactions
To process Gift Aid donations and comply with our legal obligations
To send newsletters and information on events, fundraising and training

Marketing and Communication
If you opt-in to receive email information from Break the Silence, you will be given options on which emails you wish to receive. You can update your preferences or unsubscribe at any time by clicking the relevant link at the bottom of the emails.

How long do we keep your data?
Your data will not be kept for longer than necessary and processed only for the reasons it was obtained. You can unsubscribe from newsletters and emails at any time and your details will immediately be deleted. Donations information will be kept for 7 years from the date of your last donation as per statutory financial regulations.

Cookies
Our website may use cookies to distinguish visitors. This helps us to provide a better user experience when the website is browsed. The use of cookies also allows us to assess how our visitors use the website and the journey through it, and we use this information to improve its functionality.

Break the Silence do not use any cookies that collect personal information about you. By using and browsing Break the Silence website, you are consenting for cookies to be used according to our policy. If you do not consent to cookies being used, you can block or restrict them through your browser settings.

Cookies we use
To make sure the website operates correctly and runs smoothly we use cookies which assign a session name to each visit, these cookies are removed when the browser is closed.

To better understand how our website is used and improve its performance we use Google Analytics cookies. Google Analytics is an analytical web service provided by Google Inc. Cookies are used to collect information such as time of day a visit occurred, pages visited how long was spent on the site, identify point of origin and any search keywords used. This helps us to provide a better website experience and improve its performance.

To allow functionality from social media networks such as Facebook and Twitter, third party cookies are used on the Break the Silence website. We have no control over third party cookies. To find out more about any third party cookies, please visit the respective website to review their cookie policy

Who has access to your data?
All information provided voluntarily is used exclusively by Break the Silence. We do not sell, trade or transfer our data to any third party. You have a right to access and control your information, and where applicable will correct, amend or delete your personal information.

If you wish to exercise any of these rights or to make a complaint, you can do so by contacting Data Protection Officer, Break the Silence, 16 College Wynd, Kilmarnock, KA1 1HN, by e-mailing info@breakthesilence.org.uk or by phone at 01563 559558.

In order to amend or delete any of your personal information, we will need to carry out checks to ensure you are who you say you are.

It is sometimes not possible for us to delete all of the information we have for you. If you ask for us to delete your data we will let you know if it has not been possible to delete everything we hold for you.

You can make a complaint to the data protection supervisory authority, the Information Commissioner’s Office at www.ico.org.uk

Changes to our Privacy Policy
This Privacy Policy was last updated on 8th May 2018. Any changes we may make to our privacy statement in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy statement.