At Simon Says, we want everyone who supports us, or who comes to us for support, to feel confident with how any personal information you share with us is used or stored.
We assert that all information we collect is:
- Processed fairly and lawfully
- Processed for specified purposes
- Adequate, relevant and not excessive
- Accurate and kept up-to-date
- Not kept for longer than necessary
- Processed in accordance with the rights of data subjects
- Protected by appropriate security (practical and organisational)
- Not transferred outside the EEA without adequate protection
If you’re a young person who comes to us for support, you can read our full Privacy statement for young people and children below.
If you’re a supporter or volunteer of Simon Says, you can read our full Privacy statement for supporters and volunteers below.
Privacy Statement for Young People and Children
At Simon Says, we want everyone who comes to us for support to feel confident with how their personal information is used or stored. This privacy statement sets out how we collect, use and store your personal information.
In this privacy statement we will outline:
- Who we are
- What information we collect from you
- How we collect information about you
- How we use your information
- How we secure and store your data
- How long we hold your information for
- Sharing your information
- How can you access your data
- Who we are
Simon Says Child Bereavement Support is a charity that provides support to children and young people up to the age of 18, living in Hampshire, who have a significant person in their life who has died or is dying. We offer Telephone Support Lines, Monthly Support Groups, Written Resources and Advice, Support and Training for professionals working with bereaved children and young people.
Registered Charity No: : 1196341
Registered Office: 1 The Old Carthouses, Broadlands Park, Romsey, SO51 9LQ
- What information we collect from you
We will collect the following information from you:
- Name
- Address
- Telephone number/s
- Date of birth
- Gender
- Which school or college you attend
- Any SEN or medical needs you may have that we need to be aware of
- Any concerns your parent / guardian have that allow us to best support you
- How we collect information about you
We collect personal information that identifies you when you are first registered with us and each time you attend a support group or event.
- How we use your information
We collect information from families using our services, and from other sources like parents or guardians, schools, government agencies and other concerned parties. We use this information to keep track of the support we give you, and to make sure we are offering you the best service we can.
We also use your data to create reports. Your data is used in a way that does not identify you (or any other individuals). We use these reports to:
- report to our funders on the work we have done
- generate statistics to manage and improve our services
- support applications for funding to continue supporting children and young people in the future.
- How we secure and store your data
When you give Simon Says information about yourself, we ensure that it is securely processed and stored. Our network of computers is secure: all computers, laptops and other devices used to access the secure network are encrypted and password protected. Access to files and folders within the secure network is managed on a need-to know basis, and no files can be shared outside the network without specific permission being granted.
Our recording systems are also secure: any paperwork is destroyed once the information is transferred to our secure database; the service user database is held within a secure network; and the network itself is only accessible to trained people with a functioning Simon Says user account, with access to all user accounts managed by our IT team.
Staff and volunteers are trained to respect and protect your privacy, and the way they work is managed and supervised. This includes making sure that everybody knows that they must take care with your information. This covers things like: not leaving initial paperwork where somebody else might see it; not leaving your information visible on computer screens; not sharing your information without your consent unless in regard to a safeguarding concern. Staff and volunteers are also trained in data security to keep our computer systems safe from spam and malware attacks.
Unfortunately, no data transmission over the internet can be guaranteed to be 100% secure. As a result, while we do our utmost to protect your personal information, we cannot absolutely guarantee the security of any information you transmit to us, and you therefore do so at your own risk.
- How long we hold your information for
We have an obligation to keep your records long term in case you or other people need evidence of our work with you in the future. This safeguarding obligation overrides the obligation to delete data.
- Sharing your information
We are the only organisation with access to your personal information on the Simon Says database and we do not share your personal information with anyone outside Simon Says without your consent unless we are legally obliged to do so. If we know that you are at risk of harm, we will work with you to establish how and when to pass information to the Police or Social Care to make you safe. If you are involved in safeguarding work with the Police or Social Care, they will seek your consent to ask for information about your service use from us. This will only happen when there is an identified risk, or when legal investigations are already under way.
- How can you access your data
You have the right to know what information we hold about you and to ask, in writing, to see your records. We will supply any information you ask for that we hold about you as soon as possible, but this may take up to 40 days. You will be asked for proof of identity as the person dealing with your request may not be the staff member you have met before. We need to be sure we are only releasing your personal data to you. This is called a Subject Access Request and can be done by emailing info@simonsays.org.uk or by writing to us.
Privacy Statement for Supporters
At Simon Says, we want everyone who supports us to feel confident with how any personal information you share with us is used or stored. This privacy policy sets out how we collect, use and store your personal information.
In this policy we will outline:
- Who we are
- What information we collect from you
- How we collect information about you
- How we use your information
- How we secure and store your data
- How long we hold your information for
- Sharing your information
- How can you access, update or delete your data
1.Who we are
Simon Says Child Bereavement Support CIO is a charity that provides support to children and young people up to the age of 18, living in Hampshire, who have a significant person in their life who has died or is dying. We offer Telephone Support Lines, Monthly Support Groups, Written Resources and Advice, Support and Training for professionals working with bereaved children and young people.
Registered Charity No: : 1196341
Registered Office: 1 The Old Carthouses, Broadlands Park, Romsey, SO51 9LQ
- What information we collect from you
We want to make sure that we communicate with you in a way that is safe and comfortable for you, whether that be via phone, email or post. In order to do so, we will only collect the following information from you:
- Name
- Address
- Telephone number/s
- Email address
- How we collect information about you
We will collect information about you from emails, phone calls, newsletter signups, donations, events, job applications and volunteer applications. This includes when you phone us, visit our website, or get in touch through the post, or in person.
- How we use your information
We collect information from our supporters to keep you up-to-date with news about our work, fundraising appeals, marketing campaigns and volunteering opportunities. We will also use your personal information to keep a record of your relationship with us, and to thank you for your support.
- How we secure and store your data
When you give Simon Says information about yourself, we take every means to ensure that it is securely processed and stored. Unfortunately, no data transmission over the internet can be guaranteed to be 100% secure. As a result, while we do our utmost to protect your personal information, we cannot absolutely guarantee the security of any information you transmit to us, and you therefore do so at your own risk.
We store your personal information in a protected database.
- How long we hold your information for
We will typically store data relating to supporters for three years after their last donation or interaction. HMRC requires us to keep data for those who have agreed to Gift Aid their donation for seven years. Once the retention period has expired, the information will be confidentially disposed or permanently deleted. Where possible, we cleanse and remove out of date data by checking it against publicly available records such as deceased records. This helps us to improve the delivery rate of our mailings and minimise wasted expenditure.
- Sharing your information
We do not sell or share personal details about our supporters with third parties for the purposes of their own marketing. Your information may be shared with us by third parties, for example fundraising sites like Just Giving etc. These independent third parties will only do so when you have indicated that you wish to support Simon Says, and with your consent. You should check their Privacy Policy when you provide your information to them, to understand fully how they will process your data.
- How can you access, update or delete your data
You have the right to know what information we hold about you and to ask, in writing, to see your records. We will supply any information you ask for that we hold about you as soon as possible, but this may take up to 30 days. We will not charge you for this other than in exceptional circumstances. You will be asked for proof of identity as the person dealing with your request may not be the staff member you have met before. We need to be sure we are only releasing your personal data to you. This is called a data subject access, and can be done by emailing info@simonsays.org.uk.
You can withdraw your consent, unsubscribe from or update your preferences at any time via phone 01794 323934 or email info@simonsays.org.uk.
