At Solent Mind, we are dedicated to ensuring that everyone who supports us or seeks our support feels confident and secure about how their personal information is handled. This Privacy Notice explains how we collect, use, and store your personal data (which refers to any information that identifies or could identify you).

Please find an easy read version of this privacy notice here.

Purpose of this Privacy Notice

This Privacy Notice is designed to fulfil our obligations under Articles 13 and 14 of the General Data Protection Regulation (GDPR). These articles require us to provide you with specific information about the collection and use of your personal data to ensure transparency and accountability. Our aim is to inform you about your rights and how you can exercise them regarding your personal data.

Separate Privacy Notices

Please note that we have separate privacy notices:

• Privacy Notice for Candidates, Employees, Volunteers, and Contractors
• Privacy Notice for Potential Donors, Donors and Supporters (fundraisers/newsletter subscribers)

These notices provide specific details relevant to each group and can be accessed through our website or upon request. You can access these policies on this page.

Changes to the Privacy Policy

Please note that the Solent Mind Privacy Policy may be updated periodically. This is version 7, last updated in May 2024. We will notify you of any significant changes to this Privacy Policy either through our website or by directly contacting you.

Our Commitment

We are committed to treating your personal information with the utmost respect and transparency. If you have any questions or concerns about how we handle your personal data, please do not hesitate to contact us.

Contents

1. Who we are

2. How we collect information about you

3. Information we collect and why we use it

4. Profiling: making our work more unique to you

5. Legal basis for using your information

6. Marketing

7. Sharing your Information

8. Keeping your information safe

9. How long we hold your information for

10. Your rights

11. Monitoring

1. Who we are

Here at Solent Mind, we are committed to protecting your personal information and ensuring that it is processed lawfully, fairly, and transparently.

Solent Mind are a "data controller" for the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). This means that we are responsible for and control the processing of your personal information when it is collected directly from you. Additionally, we act as a data processor when information is provided to us by third parties, such as when you are referred by another data Controller, as an example your GP, in some cases we may also act as joint controller where both parties carry some liability.

We also comply with the Privacy and Electronic Communications Regulations (PECR), which set out specific requirements for electronic communications, including marketing and the use of cookies on our website.

For further information about our privacy practices, please contact our Data Protection Officer by:

• Writing to Solent Mind, 15-16 The Avenue, Southampton, SO17 1XF
• Calling us on 02382 027810
• Our Data Protection Officer is Mark James - Email; dpo@solentmind.org.uk

2. How we collect information about you

At Solent Mind, our purpose is supporting everyone to develop positive mental wellbeing. live well and thrive. We collect information about you to ensure that our communications are relevant and helpful, whether you are receiving support from our services, visiting our website, or interacting with us through electronic communication, post, or phone calls. We also gather information to provide you with the best possible experience when you book an event, become a service user, or donate.

We collect information from you in the following ways:

• When you interact with us directly: This could be if you use one of our services, ask us about our activities, register with us for training or an event, donate to us, ask a question about mental health, purchase something, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, make a purchase from our shops, or get in touch through the post, or in person.
• When you interact with us through partners or suppliers working on our behalf: This could be if you access a service which is delivered through a trusted organisation working on our behalf and always under our instruction.
• When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use "cookies" to help our site run effectively.
• In regard to cookies, these are small data files that are placed upon your device and are used to help personalise the way our website is presented when you visit, or to make improvements, and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.
• From other information that is available to the public: In order to tailor our communications with you to your background and interests we may collect information about you from publicly available sources or through third party subscription services or service providers.

3. Information we collect and why we use it.

Personal Information

Personal information we may collect includes details such as your name, date of birth, email address, postal address, telephone number, health information, family history, ethnic origin, sexual orientation, religious beliefs, photograph, ID information and credit/debit card details (if you are making a purchase or donation), as well as information you provide in any communications between us. You will have given us this information whilst using one of our services, donating, registering for an event, placing an order on our website or any of the other ways you interact with us and should only be giving this information at an appropriate time. We may also receive personal data about you if we have received a referral from a health professional.

We will mainly use this information:

• To assess your needs and make decisions with you about your support.
• To keep a record of your relationship with us such as referrals and appointments.
• Assess the quality support we give you.
• To enable us to properly investigate if you or your family have a concern or complaint about the support you are receiving.
• To provide the services or goods that you have requested.
• To update you with important administrative messages about your donation, an event or services or goods you have requested.
• To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
• Where you volunteer with us, to administer the volunteering arrangement.

Special Category Data

If you share your personal experience or the experiences of a friend or relative, we may also collect this information. If you provide us with any Special Category Data (previously known as Sensitive Personal Information) by telephone, email or by other means, we will treat that information with care and confidentiality and always in accordance with data protection law.

Data Protection Law recognises that some categories of personal information are more sensitive. Special Category Data can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation, religious beliefs, trade union membership, genetics, or biometrics.

We will only use this information:

• For the purposes of providing, you with support, dealing with your enquiry, safeguarding, and quality monitoring or evaluating the services we provide.
• For the purposes of providing Health and Social care support as commissioned by a public body.
• We will not pass on your details to anyone else without your express consent except in limited circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to themselves or others or children contacting us and sharing serious issues such as abuse or exploitation, or for the establishment, exercise, or defence of legal claims, or where we have a legal obligation.
• We may also process data we receive from healthcare partners that may include details of criminal offences. Where we do so we will process in such a way as to remain compliant at all times with regulation regarding this type of data.

4. Profiling: making our work more unique to you

We want to improve how we communicate with you and the information we provide through our services, website, products, and information. To do this we may use profiling and screening methods so that we can better understand you and your preferences and needs to provide a better service and experience for you.

5. Legal basis for using your information

We are committed to processing your personal information fairly, lawfully, and transparently. We ensure that your data is used only when we have a lawful reason to do so, and we inform you about how we intend to use it and your rights.

We use your personal information based on the following legal bases:

6. Marketing

We will only contact you about our work and how you can support Solent Mind via phone, or electronic communications if you have provided your explicit consent for us to do so, in compliance with the Privacy and Electronic Communications Regulations (PECR) and GDPR.

If you have provided us with your postal address, we may send you information about our work and how you can support Solent Mind by mail unless you have indicated that you prefer not to receive such communications.

Regular Communications vs. Marketing

• Regular Communications: These are essential messages related to the services we are providing to you. They include appointment reminders, service updates, and other necessary information to ensure you receive the support you need, these communications do not require your consent, we would do this using legitimate interest, see section 5.
• Marketing Communications: These messages aim to inform you about our broader activities, including fundraising opportunities. Marketing communications require your explicit consent and are distinct from essential service-related communications.

Anonymity and Sharing Personal Stories

In certain circumstances, you may choose to remain anonymous. For instance, if you share your personal details with staff members or consent to us sharing your story with the media or other parties as part of our efforts to highlight personal experiences with mental health (e.g., on our blog).

Updating Your Preferences

You can update your communication preferences or opt out of receiving communications from us at any time by contacting us at info@solentmind.org.uk or by clicking the unsubscribe link at the bottom of the relevant communication.

7. Sharing your Information

The personal information we collect about you will mainly be used by our staff (and volunteers) at Solent Mind so that they can support you.

Your information may be shared with a team of professionals who will be providing you with support. Solent Mind works with partners in the NHS such as your GP, Community Mental Health Teams as well as other agencies, including Social Services and we may need to share information about you with them. We only do this to provide the most appropriate support for you or where the welfare of other people is involved.

Examples of when we may also need to share information may also include:

• If there is a concern about you putting yourself or someone else at risk of serious harm.
• If we have been instructed to do so by a court of law.
• If you are subject to the Mental Health Act 1983, there are circumstances in which your nearest relative must receive information even if you object.
• We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.

Solent Mind may however share your information with our trusted partners and suppliers who work with us on or on our behalf to deliver our services, but processing of this information is always carried out in accordance with agreed arrangements. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. Some examples of where we may share your information are with our partners who help to create and send information to you to reduce our costs, when a project or service we operate on behalf of a local authority, NHS trust or other publicly funded body is transferred by the said funding body to another organisation or with our partners who help us to process donations and claim Gift Aid and our partners who help us to manage our social media accounts.

Where information is shared with Solent Mind it is done so under strict audited contractual obligations and frameworks to include the NHS DSP toolkit

We enter into contracts with these service providers that require them to comply with data protection laws and ensure that they have appropriate controls in place to secure your information.

8. Keeping your information safe

We take looking after your information very seriously. We've implemented appropriate physical, technical, and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction, and loss.

Unfortunately, the transmission of information using the internet is not always completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site by you before it reaches Solent Mind.

Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, or the privacy practices employed by other sites. Please be aware that advertisers or websites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

9. How long we hold your information for

We retain your personal information only for as long as is necessary for the relevant activity and in accordance with our legal and regulatory obligations. The retention period depends on the nature of the information and the purpose for which it is held. For example, we may retain information to fulfil statutory obligations such as the collection of Gift Aid or to comply with contractual obligations when delivering commissioned services. A copy of our retention schedule is available upon request.

10. Your rights

You have various rights in respect of the personal information we hold about you – these are set out in more detail below.

Access to your personal information: Access to Your Personal Information

You have the right to request access to the personal information we hold about you. This includes details on what information we use, why we use it, who we share it with, how long we keep it, and whether it has been used for any automated decision-making. You can make a request for access free of charge. However, we may charge a “reasonable fee” to cover administrative costs if your request is manifestly unfounded, excessive, or if you request further copies of your data following an initial request.

Please make all requests for access in writing, or by contacting a member of our team by telephone or in person. We may ask you to provide evidence of your identity if necessary, and we will inform you if this is the case.

Right to Object

You can object to our processing of your personal information where we rely on a legitimate interest (or that of a third party), and there is something about your particular situation that makes you object to processing on this ground. You also have the right to object if we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection. If we are relying on "public task" (e.g., in our commissioned services), you have the right to object, but we may not grant it depending on the merits of each case.

Consent

If you have given us your consent to use your personal information (e.g., for marketing), you can withdraw your consent at any time.

Rectification

You can ask us to correct any inaccurate or incomplete personal information we hold about you.

Erasure

You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

Portability

You can request that we provide you or a third party with some of the personal information we hold about you in a structured, commonly used, electronic format, so it can be easily transferred.

Restriction

You can ask us to restrict the use of your personal information where you have requested it erasure or objected to our use of it.

Please note that some of these rights only apply in certain circumstances, and we may not be able to fulfil every request. However, we will respond to your request within the timescales set by relevant legislation, usually within one calendar month.

If you wish to exercise any of these rights or make a complaint, you can do so by contacting our team at Solent Mind; 15-16 The Avenue, Southampton. SO17 1XF, by email at dpo@solentmindmind.org.uk and by phone on 02382 027810. You can also make a complaint to the data protection supervisory authority, the Information Commissioner's Office, https://ico.org.uk/

11. Monitoring

Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.

Easy Read is a way of making written information easier to understand. For a full notice please see above.

1. What is Privacy?

Privacy means keeping your personal information safe. Personal information is any detail about you, like your name, address, or even what you like to do.

2. What is GDPR?

GDPR stands for General Data Protection Regulation. It's a set of rules that help keep your personal information safe. Think of it like a superhero team protecting your secrets!

3. Who We Are

We are Solent Mind. We help people who might feel sad or worried. We also keep your personal information safe and make sure no one can use it without your permission.

4.How We Get Your Information

We collect information about you in a few ways:

• From You: When you talk to us, send us an email, or visit our website.
• From Others: Sometimes other people, like your doctor, might tell us things to help us support you better.
• Online: We collect information about what you like to look at on our website using cookies (small files on your computer).

5. What Information We Get About You

We might collect your:

• Name
• Birthday
• Address
• Email
• Phone Number
• What you like to do
• Information about your health
• What pages you look at on our website

6. Why We Get This Information

We collect this information to:

• Understand what you need
• Keep in touch with you
• Make sure we’re doing a good job
• Send you important messages
• Help you with your health
• Improve our services

7. How We Keep Your Information Safe

We have special locks (digital ones) to keep your information safe from anyone who shouldn't see it. Only the people who help you can see your information.

8. What you can ask us to do

You have rights over your information. You can:

• Ask to See It: You can ask to see the information we have about you.
• Change It: If something is wrong, you can ask us to fix it.
• Delete It: You can ask us to delete your information if you don't want us to have it anymore.
• Say No: You can say no to us using your information in certain ways.

9. Why We Use Your Information

We use your information to:

• Help you in the best way we can
• Keep track of what we’ve done to help you
• Improve our services
• Understand what you like and don’t like
• Send you news about what we are doing and how you can help

10. Sharing Your Information

We will not share your information with anyone who isn’t supposed to see it. Sometimes, we might need to share it with your doctor or a helper to give you the best support.

11. Keeping Your Information

We keep your information only as long as we need it. After that, we delete it.

12. Updates to This Policy

We might update this policy sometimes. If we do, we will let you know.

13. Contact Us

If you have questions or want to use your rights, you can contact us at:

- Address: Solent Mind, 15-16 The Avenue, Southampton, SO17 1XF

- Phone: 02382 027810

- Email: dpo@solentmind.org.uk

Remember

Your information is special, and we are here to keep it safe!

At Solent Mind, we are committed to protecting the personal information of our candidates, employees, volunteers, and contractors. This Privacy Notice explains how we collect, use, and store your personal data, in compliance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

Purpose of this Privacy Notice

This Privacy Notice is designed to fulfil our obligations under Articles 13 and 14 of the General Data Protection Regulation (GDPR). These articles require us to provide you with specific information about the collection and use of your personal data to ensure transparency and accountability. Our aim is to inform you about your rights and how you can exercise them regarding your personal data.

Separate Privacy Notices

Please note that is privacy notice is in addition to our main privacy notice found on our website above.

Changes to the Privacy Policy

Please note that the Solent Mind Privacy Policy may be updated periodically. This is version 7, last updated in August 2024. We will notify you of any significant changes to this Privacy Policy either through our website or by directly contacting you.

Our Commitment

We are committed to treating your personal information with the utmost respect and transparency. If you have any questions or concerns about how we handle your personal data, please do not hesitate to contact us.

Contents

1. Who we are

2. How we collect information about you

3. Information we collect and why we use it

4. Legal basis for using your information

5. Sharing your Information

6. Keeping your information safe

7. How long we hold your information for

8. Your rights

9. Monitoring

1. Who We Are

Solent Mind is the data controller for the purposes of the Data Protection Act 2018 and the UK GDPR. This means we are responsible for and control the processing of your personal information.

For further information about our privacy practices, please contact our Data Protection Officer:

• Address: Solent Mind, 15-16 The Avenue, Southampton, SO17 1XF
• Phone: 02382 027810
• Email: dpo@solentmind.org.uk

2. How We Collect Information About You

At Solent Mind, our purpose is supporting everyone to develop positive mental wellbeing. live well and thrive. We collect personal information directly from you and from third parties. This may include:

• Direct interactions: When you apply for a job or volunteer position, provide us with your information through forms or interviews, or communicate with us by phone, email, or in person.
• Third parties: Recruitment agencies, references from previous employers, or background check providers.
• Public sources: Information available from publicly accessible sources.

3. Information We Collect and Why We Use It

We collect and process various types of personal data, including but not limited to:

• Personal details: Name, date of birth, contact information (address, phone number, email).
• Identification information: National Insurance number, passport, or ID details.
• Employment details: Employment history, qualifications, references, and right to work documentation.
• Financial information: Bank account details for salary payment.
• Health information: Medical records and health data necessary for occupational health or to accommodate disabilities.
• Criminal records: Information for roles requiring background checks.

We use this information to:

• Manage recruitment and onboarding processes.
• Administer employment or volunteering contracts.
• Comply with legal obligations (e.g., right-to-work checks).
• Provide support and manage HR processes.
• Ensure health and safety within the workplace.

4. Legal Basis for Using Your Information

We process your personal information based on the following legal bases:

5. Sharing Your Information

We may share your personal information with:

• Internal staff: Employees and volunteers of Solent Mind involved in HR processes.
• Service providers: Third-party providers who assist with payroll, background checks, or IT services.
• Legal and regulatory authorities: Where required by law or to protect the rights, property, or safety of Solent Mind, our employees, or others.

6. Keeping Your Information Safe

We implement appropriate physical, technical, and organizational measures to protect your personal information from unauthorized access, use, alteration, destruction, or loss.

7. How Long We Hold Your Information

We retain your personal information only for as long as necessary for the purposes for which it was collected, and in accordance with our legal and regulatory obligations. For example, employee records are kept for the duration of employment and for a period thereafter as required by law.

8. Your Rights

You have various rights regarding your personal information, including:

• Access: Request access to the personal information we hold about you.
• Rectification: Ask us to correct any inaccurate or incomplete personal information.
• Erasure: Request the deletion of your personal information where it is no longer necessary for us to use it.
• Portability: Request that we provide you or a third party with your personal information in a structured, commonly used electronic format.
• Restriction: Request that we restrict the processing of your personal information in certain circumstances.
• Objection: Object to our processing of your personal information where we are relying on legitimate interests or processing for direct marketing purposes.

To exercise any of these rights, or for further information, please contact our Data Protection Officer - dpo@solentmindmind.org.uk.

9. Monitoring

Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control, and compliance purposes to ensure that we continuously improve our customer service standards.

At Solent Mind, we are dedicated to ensuring that everyone who supports us or seeks our support feels confident and secure about how their personal information is handled. This Privacy Notice explains how we collect, use, and store your personal data (which refers to any information that identifies or could identify you) in regard to fundraising.

Purpose of this Privacy Notice

This Privacy Notice is designed to fulfil our obligations under Articles 13 and 14 of the General Data Protection Regulation (GDPR). These articles require us to provide you with specific information about the collection and use of your personal data to ensure transparency and accountability. Our aim is to inform you about your rights and how you can exercise them regarding your personal data.

Separate Privacy Notices

Please note that is privacy notice is in addition to our main privacy notice found on our website above.

Changes to the Privacy Policy

Please note that the Solent Mind Privacy Policy may be updated periodically. This is version 7, last updated in August 2024. We will notify you of any significant changes to this Privacy Policy either through our website or by directly contacting you.

Our Commitment

We are committed to treating your personal information with the utmost respect and transparency. If you have any questions or concerns about how we handle your personal data, please do not hesitate to contact us.

Contents

1. Who we are

2. How we collect information about you

3. Information we collect and why we use it

4. Profiling: making our work more unique to you

5. Legal basis for using your information

6. Marketing

6.1 Fundraising

7. Sharing your Information

8. Keeping your information safe

9. How long we hold your information for

10. Your rights

11. Monitoring

1. Who we are

Here at Solent Mind, we are committed to protecting your personal information and ensuring that it is processed lawfully, fairly, and transparently.

Solent Mind are a "data controller" for the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). This means that we are responsible for and control the processing of your personal information when it is collected directly from you. Additionally, we act as a data processor when information is provided to us by third parties, such as when you are referred by another data Controller, as an example your GP, in some cases we may also act as joint controller where both parties carry some liability.

We also comply with the Privacy and Electronic Communications Regulations (PECR), which set out specific requirements for electronic communications, including marketing and the use of cookies on our website.

For further information about our privacy practices, please contact our Data Protection Officer by:

• Writing to Solent Mind, 15-16 The Avenue, Southampton, SO17 1XF
• Calling us on 02382 027810
• Our Data Protection Officer is Mark James - Email; dpo@solentmind.org.uk

2. How we collect information about you

At Solent Mind, our purpose is supporting everyone to develop positive mental wellbeing. live well and thrive. We collect information about you to ensure that our communications are relevant and helpful, whether you are receiving support from our services, visiting our website, or interacting with us through electronic communication, post, or phone calls. We also gather information to provide you with the best possible experience when you book an event, become a service user, or donate.

We collect information from you in the following ways:

• When you interact with us directly: This could be if you use one of our services, ask us about our activities, register with us for training or an event, donate to us, ask a question about mental health, purchase something, apply for a job or volunteering opportunity or otherwise provide us with your personal information for fundraising reasons. This includes when you phone us, visit our website, make a purchase from our shops, or get in touch through the post, or in person.
• When you interact with us through partners or suppliers working on our behalf: This could be if you access a service which is delivered through a trusted organisation working on our behalf and always under our instruction.
• When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.
• When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use "cookies" to help our site run effectively. See our separate Cookie Policy which explains what cookies are used and why.

In regard to cookies, these are small data files that are placed upon your device and are used to help personalise the way our website is presented when you visit, or to make improvements, and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.

From other information that is available to the public: In order to tailor our communications with you to your background and interests we may collect information about you from publicly available sources or through third party subscription services or service providers.

3. Information we collect and why we use it.

Personal Information in relation to fundraising

Personal information we may collect includes details such as your name, date of birth, email address, postal address, telephone number, career information, health information, (physical event to raise money) credit/debit card details (if you are making a purchase or donation), as well as information you provide in any communications between us. You will have given us this information whilst donating, registering for an event, or any of the other ways you interact with us and should only be giving this information at an appropriate time.

We will mainly use this information:

• To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
• To update you with important administrative messages about your donation.
• To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.

We may also use your personal information:

• To contact you about our work and how you can support Solent Mind on 'fundraising.'
• To invite you to participate in surveys or research.

Special Category Data

If you share your personal experience or the experiences of a friend or relative, we may also collect this information. If you provide us with any Special Category Data (previously known as Sensitive Personal Information) by telephone, email or by other means, we will treat that information with care and confidentiality and always in accordance with data protection law.

Data Protection Law recognises that some categories of personal information are more sensitive. Special Category Data can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation, religious beliefs, trade union membership, genetics, or biometrics.

We will only use this information:

• For the purposes of helping us manage our relationship with you.
• We will not pass on your details to anyone else without your express consent except in limited circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to themselves or others or children contacting us and sharing serious issues such as abuse or exploitation, or for the establishment, exercise, or defence of legal claims, or where we have a legal obligation.

4. Profiling: making our work more unique to you

We want to improve how we communicate with you and the information we provide through our services, website, products, and information. To do this we may use profiling and screening methods so that we can better understand our donors/supporters and your preferences and needs to provide a better service and experience for you.

We may carry out targeted fundraising activities using profiling techniques based on the information that we hold about you. We may also work with third party organisations who provide additional insight using general information about you that is publicly available. This will be done in accordance with GDPR regulations.

This information can be appended to the information that you have provided which allows us to use our resources more effectively by better understanding the background of our supporters and making appropriate requests based on what may interest them and their capacity to give.

You can of course opt out of this activity at any time. To do this, email fundraising@solentmind.org.uk with the subject line ‘Please stop analysis of my data’ or by contacting us at Solent Mind; 15-16 The Avenue, Southampton SO17 1XF, or by phone on 02382 027810

5. Legal basis for using your information

We are committed to processing your personal information fairly, lawfully, and transparently. We ensure that your data is used only when we have a lawful reason to do so, and we inform you about how we intend to use it and your rights.

Legal Bases for Processing Your Personal Information

We use your personal information based on the following legal bases:

6. Marketing

We will only contact you about our work and how you can support Solent Mind via phone, or electronic communications if you have provided your explicit consent for us to do so, in compliance with the Privacy and Electronic Communications Regulations (PECR) and GDPR.

If you have provided us with your postal address, we may send you information about our work and how you can support Solent Mind by mail unless you have indicated that you prefer not to receive such communications.

Regular Communications vs. Marketing

Regular Communications: These are essential messages related to the services we are providing to you. They include receipts of donations, event information following a booking and other necessary information to ensure you receive the support you need, these communications do not require your consent, we would do this using legitimate interest, see section 5.

Marketing Communications: These messages aim to inform you about our fundraising and commercial activities, including fundraising/training opportunities. Marketing communications require your explicit consent and are distinct from essential service-related communications.

Anonymity and Sharing Personal Stories

In certain circumstances, you may choose to remain anonymous. For instance, if you share your personal details with staff members or consent to us sharing your story with the media or other parties as part of our efforts to highlight personal experiences with mental health (e.g., on our blog).

Updating Your Preferences

You can update your communication preferences or opt out of receiving communications from us at any time by contacting us at fundraising@solentmind.org.uk or by clicking the unsubscribe link at the bottom of the relevant communication.

As a charitable organisation, fundraising is vital to our ability to continue providing support. If we wish to contact you about fundraising activities, we will seek your explicit consent. This ensures that you only receive fundraising communications if you have agreed to them. You can manage your consent preferences or opt out at any time by contacting us directly.

7. Sharing your Information

The personal information we collect about you will mainly be used by our staff (and volunteers) at Solent Mind so that they can support you. Examples of when we may need to share information include:

• If there is a concern about you putting yourself or someone else at risk of serious harm.
• If we have been instructed to do so by a court of law.
• If you are subject to the Mental Health Act 1983, there are circumstances in which your nearest relative must receive information even if you object.
• We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.

We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes.

Where information is shared with Solent Mind it is done so under strict audited contractual obligations and frameworks to include the NHS DSP toolkit and GDPR regulations.

We enter into contracts with these service providers that require them to comply with data protection laws and ensure that they have appropriate controls in place to secure your information.

8. Keeping your information safe

We take looking after your information very seriously. We've implemented appropriate physical, technical, and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction, and loss.

Unfortunately, the transmission of information using the internet is not always completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site by you before it reaches Solent Mind.

Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, or the privacy practices employed by other sites. Please be aware that advertisers or websites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

9. How long we hold your information for

We retain your personal information only for as long as is necessary for the relevant activity and in accordance with our legal and regulatory obligations. The retention period depends on the nature of the information and the purpose for which it is held. For example, we may retain information to fulfil statutory obligations such as the collection of Gift Aid or to comply with contractual obligations when delivering commissioned services. A copy of our retention schedule is available upon request.

10. Your rights

You have various rights in respect of the personal information we hold about you – these are set out in more detail below.

Access to your personal information: Access to Your Personal Information

You have the right to request access to the personal information we hold about you. This includes details on what information we use, why we use it, who we share it with, how long we keep it, and whether it has been used for any automated decision-making. You can make a request for access free of charge. However, we may charge a “reasonable fee” to cover administrative costs if your request is manifestly unfounded, excessive, or if you request further copies of your data following an initial request.

Please make all requests for access in writing, or by contacting a member of our team by telephone or in person. We may ask you to provide evidence of your identity if necessary, and we will inform you if this is the case.

Right to Object

You can object to our processing of your personal information where we rely on a legitimate interest (or that of a third party), and there is something about your particular situation that makes you object to processing on this ground. You also have the right to object if we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection. If we are relying on "public task" (e.g., in our commissioned services), you have the right to object, but we may not grant it depending on the merits of each case.

Consent

If you have given us your consent to use your personal information (e.g., for marketing), you can withdraw your consent at any time.

Rectification

You can ask us to correct any inaccurate or incomplete personal information we hold about you.

Erasure

You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

Portability

You can request that we provide you or a third party with some of the personal information we hold about you in a structured, commonly used, electronic format, so it can be easily transferred.

Restriction

You can ask us to restrict the use of your personal information where you have requested its erasure or objected to our use of it.

Please note that some of these rights only apply in certain circumstances, and we may not be able to fulfil every request. However, we will respond to your request within the timescales set by relevant legislation, usually within one calendar month.

If you wish to exercise any of these rights or make a complaint, you can do so by contacting our team at Solent Mind; 15-16 The Avenue, Southampton. SO17 1XF, by email at dpo@solentmindmind.org.uk and by phone on 02382 027810. You can also make a complaint to the data protection supervisory authority, the Information Commissioner's Office, https://ico.org.uk/

11. Monitoring

Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.