Pain Support Jersey, (PSJ) (referred to as “we” or “us”) for the purpose of this notice, are thedata controllers and we are pleased to provide you with the following Privacy Notice.
We are working hard to serve our members a little better every day. Looking after the personal data you share with us is a hugely important part of this. We want you to be confident that your data is safe and secure with us and understand how we use it to offer you a better and more personalized experience as an active member.
What this Notice covers:
sets out the types of personal data that we collect;
explains how and why we collect and use your personal data;
explains when and why we will share personal data within PSJ and with other organisations; and explains the rights and choices you have when it comes to your personal data.
We offer a wide range of activities for our members, so we want you to be clear about what this Policy covers. This Policy applies to you if you take part in any service, (referred to in this Policyas “our Services”). Involvement in our Services means:
Using any of the websites (“our Websites”) where this Policy is posted; or
You become a registered member of the PSJ;
If you contact us or we contact you about our Services;
If you are a committee member of the PSJ.
Personal Data we Collect:
This section tells you what personal data we may collect from you when you join PSJ and what other personal data we may receive from other sources.
When you join PSJ as a member, you may provide us with:
- When you complete the members application form, you provide your full name, date of birth, address, email address, telephone number and emergency contact;
When you browse our website, we may collect:
Information about your online browsing behavior on our website and information about when you click on one of our services (including those shown on other organisations' website);
Information about any devices you have used to access our Services (including the make and operating system, browser type and mobile device identifiers)
When you contact us or we contact you or you take part in an activity, advertise a Service, general members communication, surveys or reviews about our Services, we may collect:
Personal data you provide about yourself anytime you contact us about our Services (for example, your name and contact details), including contacting us by phone, email or post or when you speak with us through social media;
Details of the emails and other digital communications we send to you that you open, including any links in them that you click on; and
Your feedback and contributions to member surveys or reviews.
We monitor social media to respond to comments or complaints about our Services and with the permission of the platform owner we may reproduce your comments on our website, on the lawful basis of our legitimate interests.
How and Why We Use Personal Data:
This section explains in detail how and why we use personal data. In order to collect and process personal data about you we need to have a lawful basis. The main Lawful bases we rely on includes consent (where you have given permission), contract (where processing is necessaryfor the performance of a contract with you) and our “legitimate interests” (where processing isin the interest of the PSJ and we believe you would have a reasonable expectation for us to do this).
We use personal data to:
Make our Services available to you:
We need to process your personal data so that we can manage your expectations and provide the high quality service expected from us and provide you with the equipment needed for our Services.
As a member of PSJ, we use your personal data to comply with our legal obligations necessary for a charity to run effectively and other obligations as a Data Controller.
Manage and improve our day-to-day operations:
Manage and improve our websites
Help to develop and improve our Services, information technology systems, know-how and the way we communicate with you
We rely on the use of personal data to carry out internal research and development, and to improve our information technology systems (including security) and our Services. This allows us to serve you better as a member.
Detect and prevent fraud or other crime
It is important for us to monitor how our systems are used to detect and prevent fraud, other crimes and the misuse of membership. This helps us to make sure that you can safely use our premises and take part in our Services.
Personalise your PSJ experience:
Provide you with relevant marketing communications
We want to ensure that we provide you with marketing communications, including online advertising, that are relevant to your interests. To achieve this, we also measure your responses to marketing communications relating to membership and Services, which also means we can offer you updates and information that better meet your needs as a member. You can change your marketing choices, both when you join PSJ, and at any time after that. You also have choices when it comes to online advertising.
Contact and interaction with you:
Contact you about our Services
We want to serve you better as a valued member, so we use personal data to provide clarification or assistance in response to your communications.
Manage Services you take part in.
We need to process your personal data so that we can manage the Services you choose to apply for.
Invite you to take part in and manage member surveys, reviews and complaints
We carry out internal research to improve our Services. However, if we contact you about this, you do not have to take part in the activities. If you tell us that you do not want us to contact you for internal research, we will respect this choice. This will not affect your ability to take part in our Services.
We use your information for marketing activities. These activities include:
Using your contact information to send you news about our Services.
In order to resolve legal claims or disputes involving you or us.
For example, if you have any accident or there is an incident at our premises or during one of our Services. This could include medical reports.
Sharing personal data with third parties:
We may on occasions pass your Personal Information to third parties exclusively to process work on our behalf. PSJ requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice.
These third parties may include IT Cloud storage agents such as Google.
We do not broker or pass on information gained from your engagement with us without your consent. However, PSJ may disclose your Personal Information to meet legal obligations, regulations or valid governmental request. We may also enforce our Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of our premises, committee, you as our member and/or the wider community.
How do we protect personal data?
We know how important it is to protect and manage your personal data. This section sets out some of the measures we have in place.
We apply physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personal data;
We protect the security of your information while it is being transmitted by encrypting it;
We use computer safeguards such as firewalls and data encryption to keep this data safe;
We only authorize access to our Administrator (occasionally a Committee Member), IT administrator and for specific reason, our Data Protection Champion who may need it to carry out their responsibilities;
We regularly monitor our systems for possible vulnerabilities and attacks;
We will ask for proof of identity before we share your personal data with you.
The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by companies operating outside the EEA who work for us. If we do this, we ensure that your privacy rights are respected in line with this Policy.
How long do we use personal data for?
We will not keep your personal data longer than we need to, how long this is, depends on several factors, including:
Why we collected it in the first place;
Whether there is a legal/regulatory reason for us to keep it; or
Whether we need it to protect you or us.
You can at any time ask us to provide you with the retention schedule relating to your own personal data. We will provide this information in accordance with our policy and procedure for Data Subject Access Requests.
Marketing and market research
We will send you relevant news about our Services in a number of ways including by email, but only if you have previously agreed to receive these marketing communications. If you are a member of the PSJ we will ask if you would like to receive marketing communications, and you can change your marketing choices at any time by clicking the unsubscribe link in the footer of any marketing email, over the phone or in writing.
We also like to hear your views to help us to improve our Services, so we may contact you for internal market research purposes. You always have the choice about whether to take part in our market research.
Subject Access Rights
You have the right to see the personal data we hold about you. This is called a Data Subject Access Request (DSAR).
If you would like a copy of the personal data we hold about you, you can use the on-line Data Subject Access Request Form on our websites or write to:
Pain Support Jersey
C/o Pain Management Centre Overdale Hospital Westmount Road
You can also email us at: firstname.lastname@example.org
Your rights as a data subject
At any point whilst we are in possession of, or processing your data, you have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you;
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete. If you believe we hold inaccurate or missing information, please let us know and we will correct it;
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records. There are several situations when you can have us delete your personal data, this includes (but is not limited to):
o When we no longer need to keep your personal data;
o You have successfully made a general objection;
o You have withdrawn your consent to us using your personal data (and we do not have any other grounds to use it);
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing. There are several situations when you can restrict our use of your personal data, this includes (but is not limited to):
o you have successfully made a general objection;
o you are challenging the accuracy of the personal data we hold;
Right of portability – you have the right to have the data we hold about you transferred to another organization;
Right to object – you have the right to object to certain types of processing such as direct marketing. If on balance, your rights outweigh our interests in using your personal data, then we will at your request either restrict our use of it or delete it;
Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling;
In the event that we refuse your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.
To access what personal data is held, identification will be required
We will accept the following forms of ID when information on your personal data is requested: a copy of your national ID card, driving license or passport. A minimum of one piece of photographic ID listed above and a supporting document is required such as a utility bill not older than three months. If we are dissatisfied with the quality of ID provided, further information may be sought before personal data can be released.
All requests should be made to our Data Protection Champion or in writing to us at the address further below. We will respond to your request within a four-week period, once your identification has been verified.
We’d like the chance to resolve any complaints you have; however, you also have the right to complain to the Office of the Information Commissioner about how we have used your personal data.
In the event that you wish to make a compliant about how your personal data is being processed by us, you have the right to complain to our Data Protection Champion. If you do not get a response within 30 days or are dissatisfied with the response, you can complain to the Data Protection Commissioner.
The details for each of these contacts are:
Pain Support Jersey
Angela Godinho, Administrator
Pain Support Jersey, Pain Management Centre, Overdale Hospital, Westmount Road, St Helier, Jersey, JE3 3UH
Office of the Information Commissioner – Jersey
2nd Floor, 5 Castle St, St Helier, Jersey JE2 3BT