Privacy policy.

Derbyshire LGBT + is committed to protecting your privacy, this policy will outline-

  • Who we are

  • How and why we collect, use and store any personal information you share with us

  • Your rights in relation to your personal information, and

  • How to contact us, or supervisory authorities should you have a complaint

WHO WE ARE

Derbyshire LGBT+ Ltd. (registered company 3873291) is a registered charity (Charity Number 1088868) (“we” or “us”). We offer support and information to those who identify as LGBT+ (Lesbian, Gay, Bisexual and Trans) in Derbyshire- including significant others, friends, families and allies. To enable us to do this safely and efficiently we collect and store personal information about you. When we do this, we are regulated by the General Data Protection Regulations, which as a data ‘controller’ outlines how we must do this. This is explained within this policy.

WHAT INFORMATION WE COLLECT ABOUT YOU

We collect the following information about you:

  • Your name,

  • Your email,

  • Your telephone number,

  • Your address/postcode.

Sensitive information:

  • Your gender identity,

  • Your sexual orientation,

  • Your ethnicity,

  • Your accessibility requirements,

  • Health information,

  • Any criminal convictions.

 

HOW WE COLLECT THIS INFORMATION

We will collect this information from you by the completion of our enquiry form.

HOW WE WILL USE THE INFORMATION WE HAVE COLLECTED

We will use the information you have provided to:

  • Contact you about any appointments you have made if necessary

  • To keep a record of any support you receive from us

                                                                                                                                                      

SHARING YOUR INFORMATION

Your information will only be shared with third parties with your permission, for example if you ask us to contact another support service on your behalf. Within Derbyshire LGBT+ your information may be shared to ensure you are receiving the best possible support- for example your information may be passed on to or shared with another member of staff who has more expertise in your specific support needs.

There are certain circumstances where we may need to disclose information to a third party without your consent, if this happens we will endeavour to discuss this with you first. Data Protection Law allows us to disclose information without your consent if we believe:

  • You are at risk of causing harm to yourself or others including acts of terrorism.

  • There is a risk to a child/ren under the age of 18 or Vulnerable Adult(s)

  • We are instructed to do so by a court of law.

  • The information will protect your safety i.e. advice to paramedics.

SPECIAL NOTE ON SENSITIVE INFORMATION

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you.

However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for us to process your information to help us to ensure we can provide the best possible services.

Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.

Some examples of where we have a legitimate interest to process your Personal information are where we use your personal information for data analytics, conducting research to better understand who our service users are, improving our services, for our legal purposes or for complying with guidance from the Charity Commission. A number of our funders also require us to collect this information in order for us to continue to receive funding from them.

Your sensitive information will be anonymised when used for this purpose, unless with your express consent.

HOW WE WILL STORE YOUR INFORMATION

We will store your information for a period of 5 years after our last contact with you. This is to ensure should you access services again in that period we have records of your previous interactions, so you receive the best possible support and service. We store your information securely and safely in the following ways

  • Paper records are kept in locked filing cabinets/offices

  • Electronic information is kept on password encrypted computers

  • Our encrypted online Database held on secure servers

You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it, you can do this by contacting us at info@derbyshirelgbt.org.uk or writing to us- Derbyshire LGBT+, 25 Curzon Street, Derby, DE1 1LH.

ACCESS TO YOUR INFORMATION

You have the right at any time to request a copy of the information we hold about you. To do so, please contact us at info@derbyshirelgbt.org.uk or writing to us- Derbyshire LGBT+, 7 Bramble Street, Derby, DE1 1HU and ask us about Subject Access Requests.

If you have any queries or concerns about privacy we can discuss this now or at any time with you in the future.

This Policy is correct as of April 2022, we take our commitment to protecting your privacy very seriously, so will update and amend this policy periodically, an up to date copy is always displayed in our centre, and available by request at any time.