Rammy Men's privacy notice

Who we are

RammyMen is committed to ensuring that we are transparent about the ways in which we use your personal information and that we have the right controls in place to ensure it is used responsibly and is kept safe from inappropriate access, theft or misuse.

We provide a broad range of services which includes the provision of mental health support and a range of activity and activity-based interventions.

This notice explains how RammyMen will use your personal information and tells you about your privacy rights and how the law protects you.

What is personal information

Personal information can be anything that identifies and relates to a living person. This can include information that when linked with other information, allows a person to be uniquely identified. For example, this could be your name and contact details.

The law treats some types of personal information as 'special' because the information requires more protection due to its sensitivity. This information consists of:

• Racial or ethnic origin
• Sexuality and sexual life
• Religious or philosophical beliefs
• Trade union membership
• Political opinions
• Genetic and bio-metric data
• Physical or mental health
• Criminal convictions and offences

Purposes

Your personal information may be collected and used for the provision of RammyMen services and/or administrative activities depending on your relationship with the RammyMen and nature of your contact with us.

Generally, we may need to use some information about you:

• in monitoring current services and planning future services
• for managing and checking the quality of our services
• for ensuring the health and safety of our attendees and staff
• to help investigate any concerns or complaints you have about our services and for answering enquiries under access legislation;
• for managing any one line transactions you may elect to make and/or marketing choices or preferences you may have expressed
• for research, or statistical purposes

Legal basis for processing

Generally we collect personal information where:

• you, or your legal representative, have given consent
• you have entered into a contract with us
• it is required by law (such as where this is mandated by statute or under a court order)
• it is necessary to deliver health or social care services
• it is necessary to protect you or others from harm
• it is necessary to protect public health
• it is necessary for exercising or defending legal rights
• you have made your information publicly available
• it is necessary for research, or statistical purposes
• it is necessary in the substantial public interest for wider societal benefits and is authorised by law
• it is necessary for fraud prevention and the protection of public funds

Our GDPR Policy (which is available on request) explains:

• why we need your information
• who else we obtain or receive it from
• the legal basis for collection and the choices you have
• who we share it with and why
• whether decisions which legally affect you are made solely using machine based technologies
• how long we keep your information
• how to exercise your rights

If we propose to make a transfer in response to a lawful and legitimate request we will normally tell you in advance unless there are compelling reasons, such as law enforcement or, reasons of safety which justify not doing so.

Data retention / criteria

We will only keep your personal information for as long as the law specifies or where the law does not specify this, for the length of time we would need to hold onto your personal information having regard to the purpose for which it was obtained, the nature of the information, industry practice and the all surrounding circumstances including historical.

How we keep your information safe

We are committed to ensuring your personal information is safe and protected from accidental loss or alteration, inappropriate access, misuse or theft.

As well as technical, physical and organisational controls, we recognise that a well-trained, informed and security alert workforce minimises privacy risks from human error and/or threats from malicious actors.

We require our service providers to implement appropriate industry standard security measures and only permit them to process your personal information for specified purposes in accordance with our contractual instructions.

Rights of individuals

You may exercise the rights listed below in relation to RammyMen's use of your personal information.

Some rights are absolute and others are not.

To find out more about how these rights apply in particular circumstances, please visit Information Commissioner's Office - Guide to the General Data Protection Regulation.

To exercise these rights, please contact us.

• Access
  You may request a copy of the personal information we hold about you.
• Rectification and erasure
  You may request that we rectify or delete any of your personal information if you consider it is incomplete, factually incorrect, processed unlawfully or, is unnecessary or no longer needed.
• Objection
  You may object, at any time, to your personal information being processed.Restriction of processing
  You may request restriction of processing (quarantining) of your personal information for certain reasons, such as, for example:
  • if you have objected to the processing or asked us for erasure and we need time to consider your request and let you know our decision
  • you require us to retain your information for the establishment, exercise or defence of your own legal rights
• Data portability
  In defined circumstances either where the processing relies on your consent or arises out of a legal contract, you may request we supply a copy of personal information that you have provided to us in a portable and machine readable format.
• Right to withdraw consent
  Where the legal reason for processing your personal information is based on your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of our processing prior to the withdrawal of your consent.

  
  If you wish to exercise your rights (as outlined above) or to raise a concern about the handling of your personal information, please contact us.

  
  Whether you are exercising your rights or raising a concern, you will normally need to include documents that prove your identity as well as a clear and precise description of your request or concern.

  
  We will process requests in accordance within the legislative framework and the statutory time scales and inform you should an extension of time be necessary.

Complaints (ICO)

If you are not satisfied with the way we have answered a request from you or handled your personal information, you have the right to make a complaint to the Information Commissioner who may be contacted at: Information Commissioner's Office - Make a complaint.