Maintaining the security of your data is a priority at Burmantofts Community Projects (BCP), and we are committed to respecting your privacy rights.  Ebor Gardens Advice Centre, Money Buddies and Benefit Buddies provide a free, confidential, impartial and independent service to those living in Burmantofts and throughout Leeds.

We pledge to always handle your data fairly and legally.  Burmantofts Community Projects is also dedicated to being transparent about what data we collect about you and how we use it.  The purpose of processing the information is to ensure we provide you with the best possible advice and offer you the best options and solutions for yourself and BCP.  We have a ‘public task’ (for services funded by the Money Advice Service) or a legitimate interest (for our other services) in collecting and processing your data in order to provide you with our services.

This policy, which applies whether you visit our centres or go online, provides you with information about:

• How we use your data
• What personal data we collect
• How we ensure your privacy is maintained
• Your legal rights relating to your personal data

How we use your data  

BCP, with your consent, use your personal data to:

• Provide a free, confidential and impartial Debt, Money Buddy and Benefit Buddy help and advice service to you
• To manage a case file that you may hold with us
• To verify your identity
• With your agreement, to contact you electronically or via telephone/text services with information regarding your case or requests for information needed
• For reports to our funders
• For statistical purposes in respect of public interest (without revealing your identity)
• For providing case studies (without revealing your identity)
• Where we have a legal right or duty of care to disclose your information (for example in relation to an investigation by public authority or in relation to a safeguarding matter)

What Personal Data do we collect?

BCP may collect the following information about you:

• Name, age/date of birth, gender, national insurance number
• Your contact details: postal address, telephone numbers (including mobile number) and email address.
• Details of any dependants living with you
• Details of any debts you may have included such as financial information regarding yourself
• Details of any special personal data (with your specific consent in some cases)

How we protect your data

Burmantofts Community Projects is committed to keeping your personal data safe and secure. The information you provide will be subject to rigorous measures and procedures to make sure it can’t be seen, accessed or disclosed to anyone who shouldn’t see it.

We hold a Data Protection and Privacy Statement and a set of Information Security policies which set out how we protect your information, covering a range of information technology security areas and we also provide training to all staff and volunteers who handle personal information.

How long do we hold your data  

We will hold your data for at least 6 years – this is for legal reasons.  If your case involves mortgage interest then we will need to hold your data for 12 years, again for legal reasons.

Your legal rights relating to your data  

Personal data means data about you, where you can be identified from that data, or from that data and other information which is in (or likely to come into) our possession.  This includes expressions of opinion about you.

Broadly, the right of access means we have to:

• Tell you whether or not personal data about you is being processed, by or on behalf of BCP
• Tell you about any personal data we may obtain about you from other sources

Your information rights:

• Right to be informed – Your right to know how your data is collected and used.
• Right of access – Your right to request a copy of the personal data Burmantofts Community Projects holds about you
• Right to rectification – Your right to request inaccurate or incomplete data to be corrected
• Right to erase (“right to be forgotten”) – Your right to request your personal data be deleted. Please note: This right is not absolute and applies only in certain circumstances (e.g., data no longer needed, consent withdrawn, unlawful processing).
• Right to restrict processing – Your right to limit how we process your data, an example could be where accuracy is being contested
• Right to portability – Your right to have your data structured, most commonly in a machinereadable format and have it transferred to another controller
• Right to object – Your right to reject certain types of processing, including direct marketing and processing based on legitimate interests
• Rights relating to automated decision-making and profiling – You have protections where decision are made solely by automated means that have a legal or significant effects.

If you wish to exercise any of these rights, please contact Burmantofts Community Projects by either emailing us at complaints@egac.org, calling our office on 0113 235 0276 or alternatively, please do write to us at:

Complaints

Burmantofts Community Projects

Haslewood Hub

93 Haslewood Drive

Leeds

LS9 7PA

If you are not happy with the way we have responded to your request, then you have the legal right to lodge your complaint with the Information Commission’s Office (ICO).

To make a complaint to the ICO, please go to their website ico.org.uk and access the ‘make a complaint’ tab and follow the instructions.  Alternatively, you can use their help line on 0303 123 1113.