Everyone has rights with regard to the way in which their personal data in handled. During the course of using our Rally Round software you (the Data users) will upload and we will collect, store and process personal data about you and those whom you are supporting by using our Rally Round software ("Beneficiaries/Beneficiary") and you recognise that the correct and lawful treatment of this data will maintain confidence in that software, our organisation and will provide for ongoing successful business operations.
As a Data User, you are obliged to comply with this policy when processing personal data on behalf of Beneficiaries. Any breach of this policy may result in you being removed as a Data user.
The types of personal data that Health2works Limited (We) may be required to process includes information about Beneficiaries. The personal data, which is held on a computer or other media, is subject to certain legal safeguards specified in the Data Protection Act 1998 (the Act) and other regulations.
This policy and any other documents referred to in it sets out the basis on which we will process any personal data you upload about the Beneficiaries, or that is provided to us by other sources.
This policy may be amended at any time.
This policy sets out rules on data protection and the legal conditions that must be satisfied when Data users use and we handle, process, transfer and store personal data.
Data is information which is stored electronically, on a computer, or in certain paper-based filing systems.
Data subjects for the purpose of this policy include individual Beneficiaries about whom we hold personal data. A data subject need not be a UK national. All data subjects have legal rights in relation to their personal information.
Personal data means data relating to a Beneficiary who can be identified from that data (or from that data and other information in our or your possession). Personal data can be factual (for example, a name, address or date of birth) or it can be an opinion about that person, their actions, any help they require and their behaviour.
Data controllers are the people who or organisations which determine the purposes for which, and the manner in which, any personal data is processed. They are responsible for establishing practices and policies in line with the Act. We are the joint data controller of all personal data used in our business together with those persons who licence our Rally Round software.
Data users are both you and third parties in using personal data. Data users must protect the data they handle in accordance with this data protection policy and any applicable data security procedures at all times.
Data processors are any person or organisation that is not a Data user that processes personal data on our behalf and on our instructions.
Processing is any activity that involves use of the data. It includes obtaining, recording or holding the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring personal data to third parties.
Sensitive personal data includes information about a person's racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health or condition or sexual life, or about the commission of, or proceedings for, any offence committed or alleged to have been committed by that person, the disposal of such proceedings or the sentence of any court in such proceedings. Sensitive personal data can only be processed under strict conditions, including a condition requiring the express permission of the person concerned.
Anyone using and processing personal data must comply with the eight enforceable principles of good practice. These provide that personal data must be:
The Act is not intended to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the data subject.
For personal data to be processed lawfully, it must be processed on the basis of one of the legal grounds set out in the Act. These include, among other things, the data subject's consent to the processing, or that the processing is necessary to protect the vital interests of the data subject.
In the course of using the Rally Round software, you may only upload and use the personal data set out in the Schedule
We will only process personal data for the specific purposes set out in the Schedule or for any other purposes specifically permitted by the Act.
When we receive personal data about a data subject from a Data user, we will provide the data subject with this information when requested by them, as soon as possible thereafter.
As and when we are required to do so, we will also inform data subjects whose personal data we process that we are the data controller with regard to that data.
You will only upload and we will only collect personal data to the extent that it is required for the specific purpose of acting in the vital interest of the data subject.
You must ensure that personal data we hold is accurate and kept up to date. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.
We will not keep personal data longer than is necessary for the purpose or purposes for which they were collected. We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required.
We will process all personal data in line with data subjects' rights, in particular their right to:
We will and Data users MUST take appropriate security measures against unlawful or unauthorised processing or use of personal data, and against the accidental loss of, or damage to, personal data.
We will put in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. Personal data will only be transferred to a data processor if he agrees to comply with those procedures and policies, or if he puts in place adequate measures himself.
Data users will maintain data security by protecting the confidentiality, integrity and availability of the personal data, defined as follows:
We will not transfer any personal data we hold to a country outside the European Economic Area ("EEA"), but if we have to do so we will ensure that one of the following conditions applies:
We may share personal data we hold with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
We may also disclose personal data we hold to third parties:
If we are under a duty to disclose or share a data subject's personal data in order to comply with any legal obligation, or to protect our rights, property, or safety of our employees, Beneficiaries, or others.
We may also share personal data we hold with selected third parties for the purposes set out in the Schedule.
Data subjects must make a formal request for information we hold about them.
When receiving telephone enquiries, we will only disclose personal data we hold on our systems if the following conditions are met:
We reserve the right to change this policy at any time. Where appropriate, we will notify data subjects of those changes by mail or email.
| Type of data | Type of processing | Purpose of processing | Retention period |
|---|---|---|---|
| Name | Stored, Backed Up, Displayed | Personalisation of the site | Permanent |
| Stored, Backed Up, Displayed | Personalisation of the site | Permanent | |
| Phone number | Stored, Backed Up, Displayed | Personalisation of the site | Permanent |
| Profile picture | Stored, Backed Up, Displayed | Personalisation of the site | Permanent |
| Postcode | Stored, Backed Up, Displayed | Access to the site | Permanent |