The Rose Road Association Privacy Statement
Setptember 2024
Privacy Statement
The Rose Road Association is committed to protecting your privacy. We ensure all your
personal information is held securely and safely.
This Privacy Statement explains how we collect, use and store information, and what that
might mean for you. The Rose Road Association holds and processes personal details in
accordance with the General Data Protection Regulations and is registered with the
Information Commissioner (Registration Number Z5670976) as a data controller.
We collect and process information for the following purposes:
- To provide safe and effective care and support services and to give appropriate
information advice and support.
- To send you information about how to book sessions or stays with us or general
news about disability or The Rose Road Association.
- To promote the Association, our events and campaigns and the work we are doing.
- To ensure the health and safety of our service users, staff and visitors and to assist in
the prevention and detection of crime.
What information we collect
We currently collect and process the following information about the people who use our
services, visitors, our supporters and donors:
- Personal identifiers, contacts and characteristics (for example, name, date of birth and
contact details) about the individuals who use our service and their main carer.
- Contact details, donation information, interests, events attended and contact
preferences for our supporters and donors.
- Photographs and videos of people using our services.
- Photographs and videos of people attending events at The Bradbury Centre and
elsewhere.
- Information about health and care needs and disabilities of the people using our
services.
- Information about enquiries made to our SEND Information, Advice and Support Service
helplines.
- Demographic information such as race or employment status.
- CCTV Images of people and vehicles outside our premises at The Bradbury Centre.
- Dashboard Camera images of people and vehicles in view of our Rose Road Association
Vehicles.
- Data from our main website and other collection methods, including anonymous and
aggregate data.
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- We collect information about your health and social care needs to enable us to provide
the appropriate care and support to people using our services.
- We take photographs of our service users to evidence activities they have taken part in
and to promote the work of the Association.
- We collect information about enquiries you make to our helplines to enable us to
provide the appropriate information advice and support.
- We collect demographic information about people using our services so that we can
monitor and ensure we are providing support to all who need it.
- We collect information about our donors and supporters to confirm receipt of donations
and where appropriate inform supporters of their impact.
- We collect marketing consent, record attendance at events and communication from
and to our donors and supporters to enable us to plan events and make contact about
events and campaigns they may be interested in.
- We use cookies on our website to track popular points of entry to our site and routes
around areas of our site. This data may be connected to you personally in order to
provide you with a better service.
- We communicate electronically in accordance with the Privacy and Electronic
Communications Regulations. All our fundraising emails will offer you the opportunity
to decline future emails. You can also amend your email and electronic communications
preference by contacting us.
- We collect CCTV images at the entrance and car park area of The Bradbury Centre. We
have positioned the cameras so that they only cover communal or public areas on the
Association’s business premises and they have been sited so that they provide clear
images. We also collect dashboard camera images of the driver view in our Association
vehicles. We do this:
- To assist in the prevention or detection of crime.
- To assist in the identification and prosecution of offenders.
- To monitor the security of the Association’s business premises and vehicles.
- To ensure the safety of the Association’s staff and service-users.
- To ensure that health and safety rules and Association procedures are being
complied with.
- To assist with the identification of unauthorised actions or unsafe working
practices that might result in disciplinary proceedings being instituted against
employees and to assist in providing relevant evidence.
We also receive personal information indirectly, from the following sources in the following
scenarios:
- We receive personal identifiers, contact details and health and social care information
from commissioners referring to our care and support services.
Profiling and Segmentation
Profiling and segmentation allow us to manage our resources more efficiently by providing information which helps us to continually review and improve our fundraising and services.
To create a profile, we (or one of our trusted third parties) may combine information you provide to us with publicly available data such as house prices, salaries in your area, your interests, or your estimated wealth. We typically use sources such as the Electoral Roll, Office National Statistics, and credit score companies to inform our research.
Using this information, we may segment our supporter database, putting supporters into groups with similar characteristics.
We may use this information to help us determine if you might be interested in getting involved in other fundraising or volunteering activities or to send information that we feel may be of interest.
We believe we have a legitimate interest in undertaking this work which allows us to understand our supporters further so we can:
- ensure communications are relevant and timely
- ensure we send information that we believe is of interest to you (for example appeals in your local area)
- understand how you may be able to help us in the future
- raise funds in the most cost-effective ways, ensuring we spend donor’s money wisely
- exclude anyone who may be vulnerable from receiving marketing e.g. under 18’s or people living in care
Lawful basis for processing personal information.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for
processing your information are:
- We have a contractual obligation to collect demographic information for our
commissioners to demonstrate our reach.
- We have a legal obligation to collect information about your health and social care needs
to provide an appropriate health and social care service.
- We need to collect information from callers to our helplines to perform a public task on
behalf of the local authorities and CCGs which commission us to provide SEND Information
Advice and Support, which is a statutory service.
- We ask your consent to share your images outside of the organisation for publicity
purposes - it is up to you whether you give your consent or not.
- We have a legitimate interest (see below) to collect and use information about our
donors and supporters.
Legitimate Interests
Legitimate interests mean that we can process personal information if we have a genuine
and legitimate reason to do so and we are not infringing on your rights or best interests.
This enables us to use your information for our legitimate business interests to support
severely disabled children and young adults and their families in Hampshire and surrounding
areas. We will only do this with appropriate consideration being given to your rights and
any impact this may have on you personally.
We believe that our donors and supporters would be keen to learn more about the impact
they have had on the lives of children, young adults and families we have supported, and
also better understand how they might support these families in the future.
Legitimate Interests may enable us to send you marketing and other communication which
is relevant and timely. It may enable us to undertake customer research and improve our
communications. It may enable us to thank our supporters and inform them of the impact
of their donation. It may assist us in processing orders, keeping in touch about events and
giving you the opportunity to update your communications preferences.
Sharing Information
We may share information about our service-users with health and social care practitioners
if we need to do so to keep you safe and healthy. If we need to share service-user
information for other reasons we will obtain your consent to do so.
We may share CCTV and Dashboard Camera images with our insurers, with law enforcement
organisations or in response to a Data Subject Access Request.
We do not sell, rent or pass on any information about you to other organisations.
We may provide third parties with information about visitors to and users of our website
but this is aggregate and anonymous.
How we store your information
Your personal information is securely stored on our electronic databases which are
password protected, or in locked cabinets on our premises.
CCTV images are stored on a hard drive and deleted and overwritten on a recycling basis
and, in any event, are not held for more than one month.
Dashboard Camera images are recorded onto the SD card within the device, which holds
around 1.5 hours of footage. Images are overwritten on a recycling basis.
We keep information as outlined in our Records Retention Policy which is available on
request.
Google Analytics
We use Google Analytics, a web analytics service provided by Google, Inc. Google Analytics uses cookies or other tracking technologies to help us analyse how users interact with and use our various sites. This information is limited to IP address and does not include any Personally Identifiable Information. The information generated by Google Analytics is transmitted to and stored by Google and is subject to Google’s privacy policy.
Your Data Protection Rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. This may include changing the way
you hear from us.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances. This may include being removed from our
mailing lists.
Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we
have one month to respond to you.
Changing how we store and process your data
From time to time, we will make changes to our privacy notice and policy to keep them up
to date and relevant. Please make sure you check regularly to see what has changed.
Our data protection contact details
Please contact us if you wish to make a request or you have a question or complaint about
how we are processing your personal information.
Data Security & Protection Lead: Chloe Atkins, Head of Fundraising
Phone: 023 8072 1234
Email: gdpr@roseroad.org.uk
Post: The Rose Road Association, The Bradbury Centre, 300 Aldermoor Road, Southampton SO16 5NA.
You can complain to the Information Commissioners Office (ICO) if you are unhappy with
how we have processed your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Download our full Privacy Notice in PDF below.
