1. Who are we?
St Peters House Project is a charity which supports people living with or affected by HIV in Surrey and Sussex. We offer people living with HIV a safe, non-judgmental and confidential space to share experiences, receive support and advocacy, and develop new skills. We also promote understanding and raise awareness of HIV to encourage testing and reduce discrimination and stigma.
We are committed to keeping the personal details of our service users and supporters safe. This policy explains how and why we use your personal data, to ensure that you remain informed and in control of your information.
Any references to St Peters House Project, or to ‘we’ or ‘us’ refer to St Peters House Project. We are a registered charity in England and Wales, and our registered charity number is 1120497.
We use your personal data to keep in touch with you and, as a service user, to provide you with support.
We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The Information Commissioner’s Office (ICO) refers to this as a ‘lawful basis’. Further information about why we collect your personal data is outlined below.
a) To provide a service to you
We collect your personal data to help us provide a service to you, which may involve:
- Contacting you regarding your case, if we are providing you with information, advice and support on a specific issue
- Keeping you up to date with our support groups and activities
b) To send you information about our work and ask for your opinion
We also collect your personal data so that we can send you information about our work that we feel will be of interest to you. From time to time, we may also use your personal data to ask for your opinion about our work.
As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes:
- i) Legitimate interest
This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests. We use legitimate interest to send you the information listed above by post or email.
- ii) Opt-in consent
This is where you have given us express permission to contact you by particular communication channels. We use opt-in consent to send you the information listed above by email, text message (SMS) or telephone.
We respect your right to update the way we get in touch with you about our work at any time. To amend your communication preferences or update your contact details please contact:
St Peters House Project, Grovehill House, 1-3 The Pavement, Grovehill Road, Redhill, Surrey, RH1 6TW
Telephone: 01737 773917
Our office hours are Tuesday - Thursday, 10am – 4pm.
c) If you volunteer with us
If you are a St Peters House Project volunteer, we collect your personal data so that we can keep in touch with you about, for example:
- changes to planned volunteer work programmes that you may be taking part in
- dedicated volunteer thank-you events
As defined by the ICO, the lawful basis for processing your data for these purposes is ‘contractual’ (where administering your volunteer record) and ‘legitimate interest’ (when sending you information about our work).
a) Basic information
We will usually collect basic information about you, including your name, postal address, telephone number, email address. We will either collect this data from you directly, or from one of our referrers.
We may also collect additional information about you, which may include:
- your preferences of how you would like us to contact you
- ways you’ve helped us through volunteering your time
- records of events you’ve attended or activities that you’ve been involved in
We may collect information about certain supporters from public sources including public databases. This will mostly relate to grant funders or people who we believe have an interest in our work.
b) Sensitive personal data
We sometimes collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about service users. When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission.
If you are a volunteer then we may collect extra information about you, for example:
- criminal records checks
- details of emergency contacts
- medical conditions
c) Our website, cookies and links to other sites
Our website uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.
Our cookies help us:
- Make our website work as you'd expect
- Remember your settings during and between visits
- Improve the speed/security of the site
- Allow you to share pages with social networks like Facebook
- Continuously improve our website for you
d) Recruitment and employment
In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data, from job applicants and employees.
Such data can include, but isn’t limited to, information relating to health, racial or ethnic origin, and criminal convictions. In certain circumstances, we may process personal data or sensitive personal data, without explicit consent.
All of the personal data we hold is handled by our staff in the UK. Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which they are required to follow when handling personal data.
b) Data retention policy
We will only use and store information for as long as it required for the purposes it was collected for. We continually review what information we hold and delete what is no longer required.
We respect your right to control your data. Your rights include:
- a) The right to be informed
This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.
- b) The right of access
If you wish to obtain a record of the personal data we hold about you, through a Subject Access Request, we will respond within one month.
- c) The right to rectification
If we have captured information about you that is inaccurate or incomplete, we will update it.
- d) The right to erase
You can ask us to remove or randomise your personal details from our records.
- e) The right to restrict processing
You can ask us to stop using your personal data.
- f) The right to data portability
You can ask to obtain your personal data from us for your own purposes.
- g) The right to object
You can ask to be excluded from marketing activity.
- h) Rights in relation to automated decision making and profiling
We respect your right not to be subject to a decision that is based on automated processing.
For more information on your individual rights, please see the Information Commissioner’s Office.
St Peters House Project wants to exceed your expectation in everything we do. However, we know that there may be times when we do not meet our own high standards. When this happens, we want to hear about it, in order to deal with the situation as quickly as possible and put measures in place to stop it happening again. We take complaints very seriously and treat them as an opportunity to improve.
Our policy is:
- To provide a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint.
- To make sure everyone in our organisation knows what to do if a complaint is received.
- To make sure all complaints are investigated fairly and in a timely way.
- To make sure that complaints are, wherever possible, resolved and that relationships are repaired.
- To learn from complaints and feedback to help us to improve what we do.
All complaint information will be handled sensitively, in line with relevant data protection requirements.
Overall responsibility for this policy and its implementation lies with our Project Director.
For further information on how to make a complaint, please see our Complaints Procedure.
Information Commissioner’s Office
For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit covers the UK.
Information Commissioner’s Office
Telephone: 0303 123 1113
Data Protection Officer, St Peters House Project, Grovehill House, 1-3 The Pavement, Grovehill Road, Redhill, Surrey, RH1 6TW
Telephone: 01737 773917
To amend your communication preferences or update your contact details please contact please contact your support worker directly, or call or email us:
Telephone: 01737 773917
We update this policy periodically to ensure it accurately reflects our use of personal data.